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  • 1.  Assigning the Event Roles of Requestors vs Planners

    Posted 05-09-2022 16:27

    We often have the situation where the person submitting the MRF is different than the person actually planning the meeting.  We are able to automatically assign the Requester using a Role Trigger but if the Requester is different than the planner we have no way of automatically assigning the Event Role of Planner.  Currently, we ask the question on the MRF, Is the Requestor the same person planning the meeting?  If they say no they are not the same person, additional custom fields open up for the Planner's First Name, Last Name and email address.  Does anyone know of a way to automatically assign the Planner Event Role based on these custom fields?  I don't think it is possible but thought I would ask. How do your organizations handle this situation?


    Jenny Oliva
    Cvent Administrator
    Boston Scientific Corporation

  • 2.  RE: Assigning the Event Roles of Requestors vs Planners

    Posted 06-09-2022 12:17
    Hi Jenny,

    I apologize for not addressing this sooner as I had emergency family matters this spring.  Were you able to resolve this?

    We have a similar situation. 


    One of our Meeting Request Forms is submitted by our sellers.  The event planner is not the requester.

    Use of SMM

    • We use the Standard Fields for the Requester information
    • User Role for Event Coordinator
      • Assigned our Event Coordinators with this User Role
      • Created a User Group for our team of Event Coordinators
    • Role Trigger
      • We have a structure in which certain Event Coordinators are assigned to certain events.  We set up a Role Trigger to assign specific Event Coordinators using Advanced Filters.  It triggers when the MRF is submitted/Request Status = Requested

    Feel free to PM if you want a demo though I hope you were able to resolve this!


    Loretta Peterson
    Events Operations Specialist
    CDWUnited States

  • 3.  RE: Assigning the Event Roles of Requestors vs Planners

    Posted 09-07-2022 08:36
    Hi Jenny,

    Do you have planners that support specific events based on event type, location, etc? You could try to narrow it down that way and set up a trigger.

    Jo Anna Chapin
    Meetings & Events Registration Lead