SPOTLIGHT: Dynamic Segments for Hotel and Air Travel – The Fastest Way to Fix Travel Chaos

In 2025, as we spoke with event planners, they shared how managing Hotel and Air Travel remains one of the trickiest parts of organizing an event. Determined to simplify this tangled process, we set out to transform how planners track travel readiness in real time and connect with their teams more smoothly. 

Join us as we step into a day in the life of Maya, an event planner, to see this new capability in action.

A Day in the Life: Transforming Event Travel Coordination 

When Maya, an experienced event planner, began organizing her company’s annual summit, she braced herself for the usual travel chaos: scattered spreadsheets, endless email threads, and the stress of last-minute attendee updates. In previous years, tracking who had booked hotels and who was arriving when meant hours of manual work and constant risk of missing critical details.

 But this year, everything changed. 

A Single Source of Truth for Travel 

As Maya logged in to Cvent, she discovered the new Dynamic Segments feature, now enhanced with support for Hotel and Air Travel Data. Instead of juggling multiple systems, Maya could easily see which attendees had submitted hotel requests and who had confirmed flights—all right within the platform.  

With the new Travel Information segment category (available when Registration and Travel are enabled), Maya can filter attendees by Hotel Requests, Air Requests, and Air Actuals using intuitive operators such as “Equals,” “Includes any of,” and “Is not blank.” Whether data came from the Cvent Hotel Request Form, Two-Way Passkey, Cvent Air Request Form, Group Flight System, or Concur Travel System, it all flowed seamlessly into the dynamic segments she created.  

Automated, Targeted Communication 

Gone were the days of sending generic travel emails to everyone. Maya set up dynamic segments so that only attendees with hotel requests received check-in instructions, while those with confirmed flights received personalized arrival and ground transportation details. As travel data changed, segments were automatically updated, ensuring every message was timely and relevant.  

This targeted approach reduced inbox noise, prevented missed follow-ups, and made sure no attendee was left in the dark about their travel plans. 

Benefits

• Simpler Travel Coordination: Quickly and easily identify attendees’ travel status without manual tracking. 

• Targeted, Relevant Communication: Ensure attendees only receive messages that match their travel needs. 

• Reduced Operational Risk: Dynamic segmentation prevents missed details and logistical errors as travel changes. 

• Lower Administrative Overhead: Dynamic, self-updating segments replace spreadsheets and one-off reports.  

Use Cases 

• Hotel Accommodation: Share check-in instructions with those who’ve submitted hotel requests. 

• Air Travel and Arrival Planning: Provide booking guidance to those requesting flights; send arrival details to those with confirmed flights. 

• Targeted Travel Communication: Deliver travel-specific emails only to relevant attendees, reducing noise and confusion. 

Bottom Line: Smarter, Smoother Events 

For planners like Maya, the new Dynamic Segments with Hotel and Air Travel Data Support turn travel coordination from a complex process into a streamlined, automated workflow. The result? Smoother arrivals, happier attendees, and more time to focus on what matters most—creating unforgettable event experiences. 

Resources

One-pager: Housing and Travel Management