Hello Vickie,
Hope you are doing great!
You can swap rooms without any issue-as long as you're only changing the location, not the capacity.
In Cvent, registrations are linked to the session itself, not the room name. So, when you update the room or location field, it simply changes where the session takes place. It doesn't affect who's registered or their status. Problems only come up if you also change the capacity and accidentally set it lower than the number of people already registered (and Cvent will actually stop you from doing that).
Here's a simple way to handle it:
- Decide which two sessions need to swap rooms.
- For each session, update the room/location to the new one.
- Leave the capacity as it is, unless you intentionally want to increase it to match a bigger room.
If you do adjust capacity, just make sure the new number is at least equal to the number of people already registered-otherwise, you'll get an error (not data loss).
After the swap, don't forget to update anything attendees might see, like printed agendas, PDFs, signage, calendar invites, or emails that mention the room.
Let me know if you have any questions. Thank you!
Regards,
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Sanjog Rana
Subject Matter Expert
Cvent Client Services
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