Wichita State University

Background
Solution
Results

50%

increase in room requests through Interactive Floor Plan

average daily roombooking requests

9,000+

events managed annually

Wichita State University (WSU) is a dynamic public research institution with more than 17,000 students and a campus that has doubled in size over the past decade. At the heart of its bustling event scene is the Rhatigan Student Center (RSC), the hub for events that range from small group meetings to large banquets. With student organizations driving most of the event demand, RSC hosts a wide range of events that bring the campus to life.

BACKGROUND

Balancing high demand with exceptional service

Managing event space at RSC is no small feat. Last year alone, the center hosted more than 9,000 events across its 23 meeting rooms—including a theater and ballroom—and 10 lounge spaces, with most spaces turning over twice daily. With a dedicated but small two-person events team, balancing the rising demand while ensuring a seamless booking experience and personalized service has become increasingly complex.

Wichita State University student center and Cvent Event Diagramming mockup

SOLUTION

Powering Interactive Floorplans through Cvent Event Diagramming

To streamline the event booking process, the RSC Events Team offers a self-service option accessible from their website that allows users to search for available spaces based on room capacity and configuration preferences. Powered by Interactive Floor Plans — a feature within Cvent’s Event Diagramming solution — event organizers can view photos, explore various room configurations, and visualize the space before making a selection.

With just a few clicks, users can find the ideal room and choose the setup that best fits their needs. Their selections are then automatically captured within the embedded request form. Once approved, this Cvent-captured data seamlessly integrates into the university’s room scheduling software, eliminating manual entry and ensuring a smoother, more efficient process for both the RSC Events Team and those organizing the gathering.

Scalable service that enhances customer experience

With Cvent’s Interactive Floor Plan tool, event organizers can easily visualize and customize rooms to fit their needs—a great benefit, especially to those unfamiliar with RSC’s spaces. By providing greater visibility into available spaces and allowing users to choose from various configurations, the tool significantly reduces, if not eliminates, the time spent on back-and-forth inquiries, thereby improving the room-booking experience.

Learn more about Cvent Event Diagramming

Interactive Floorplans mockup Wichita State University

RESULTS

Driving impressive request volume with Cvent Event Diagramming

Over the past two years, RSC has experienced a 50% increase in room requests through the platform. This surge in self-service bookings now drives approximately 4–5 booking requests each day through Cvent Event Diagramming. By empowering users to explore and select spaces independently, the tool has freed up valuable time for the RSC Events Team, enabling them to focus on larger, more complex events while still delivering a seamless and efficient experience for all.

PRODUCTS USED

Cvent Event Diagramming

Better events by design

Wichita State University Cvent case study thumbnail

GOALS

Balance rising demand with seamless booking experience
Streamline processes for small, two-person team
Offer personalized service without increasing complexity

APPROACH

Deployed self-service options for room bookings based on capacity and configurations
Used Interactive Floor Plans to offer space visualization prior to selection
Automated processes to streamline room booking management

RESULTS