Event details, participant attendance, and room block logistics can all shift as your event comes together. Here's what you can update directly in the platform, what requires a conversation with your hotel or vendor, and a few things worth knowing before you make changes.
Editing your event details
Most event details can be edited at any time, by both the event organizer and any collaborators on the event page. This includes the event name, location, start and end dates, event type, booking settings, payment and policy information, and guest management settings.
The one thing that cannot be changed after an event page is created is the room accommodation type, meaning whether participants book their own rooms individually or whether the event uses a room block. This is set during event setup and is not editable. If you need to change this, you would need to create a new event page.
Organizers vs. collaborators: Collaborators have nearly identical access to event settings. The only actions reserved for the event organizer are changing who the organizer is and deleting the event page.
Managing participant attendance
Participants can decline or cancel their own RSVP directly from their invitation on the Guest Website. If you need to update a participant's status on their behalf, or remove someone from the event entirely, you can do this from the Participant experience section of your event page.
One important thing to know: removing or uninviting a participant does not trigger any notification to them. Before making changes to someone's status, reach out to them directly so they're not caught off guard.
If your event uses a room block, participants who can no longer attend should let you know directly, in addition to declining their RSVP. Declining the RSVP does not automatically release their room, and any changes to the rooming list will need to be communicated to the hotel by the organizer.
Canceling or modifying a room block
Room block changes, including adding or removing rooms, changing dates, and cancellations, are handled directly between you and the hotel. The terms for any modifications will be governed by your executed contract, so refer to that first for notice requirements, deposit policies, or any fees that may apply.
To initiate a cancellation, you can request it through the platform and send a message to the hotel with any relevant context. The hotel will process the cancellation and update the booking status on their end, and you'll be able to see that status change reflected in the platform.
Keep in mind that some actions, like signing off on cancellation terms or processing a deposit, may need to happen outside the platform depending on the hotel's requirements.
Canceling other vendor bookings
Vendor relationships are managed directly between you and the vendor. The platform is not involved in vendor cancellations, and terms will vary based on whatever agreement you have in place. Reach out to your vendor directly to understand their cancellation policy and next steps.
TL;DR
Most event details are editable anytime; room accommodation type (individual booking vs. room block) cannot be changed after setup
Collaborators have almost the same access as the organizer; only the organizer can reassign organizer status or delete the event
Participants can cancel their own RSVP; removing someone in the platform does not notify them, so communicate directly first
Room block changes are handled between you and the hotel, per your contract terms; cancellations can be initiated in the platform, and the hotel updates the status
Vendor cancellations are handled directly with the vendor, outside the platform