Staff can change the room assignment dates and rooms for conference attendees. You can access this option by viewing an attendee who has been assigned to a room. Use the following procedure to change an attendee room assignment:
1. Select Events from the Conferences menu. The Events page is displayed. Click Select next to the event for which you want to edit an attendee. The View Event page is displayed.
2. From the Attendee Group grid, click Select next to the attendee group for which you want to edit an attendee. The View Attendee Group page is displayed.
3. Click Select in the Attendees grid next to the attendee you want to edit. The View Attendee page is displayed.
4. In the Conference Information section of the page, click Change Room Assignment. The Change Room Assignment page is displayed. The attendee ID, attendee name, room, state, and reservation number are displayed in read-only fields. The date range for the room assignment is displayed along with the available date range which indicates the full range when the room is reserved for the event and has an available space.
Change the room assignment, as necessary:
•To change just the assignment dates and times, enter new dates and times, as appropriate, in the New assignment start and New assignment end fields, and click the Update Assignment Dates button.
•To change just the room assignment, click Lookup and then click a building or a specific room to specify a location, and select a room type.
Alternatively, enter a search phrase and click Lookup. The results will display all locations that match the search phrase. Click Clear to remove the search phrase.
Click Search, select an available room, and click Save New Room Assignment.
Note: If the Use overflow spaces option is checked for the Attendee Group, then the Available Rooms list will appear differently. The list’s heading will display Available Rooms (available spaces/regular+overflow). Room spaces will be displayed in a “Name (# / #+#)” format, with the numbers indicating “(available spaces / regular spaces as of the requested start period + overflow spaces as of the requested start period)”.
5. The updated room assignment information is displayed on the View Attendee page.