How to Export Your Data from Cvent (2026 Guide)
Cvent's data export looks complete. Three field categories don't make it into CSV — and one of them is where your supplier history lives. The 6-step clean export path, here.
What you can export
Quick answer (40–60 words): From Cvent you can typically export: hotel database (CSV), RFP templates, historical RFP data (CSV), proposal PDFs, contracts (PDF), attendee data (CSV), reports (CSV/PDF), event history (CSV). Specific export paths vary by module (Sourcing, Event Management, Passkey, OnArrival). Document your scope before requesting — it speeds the process.
Self-serve vs CSM-facilitated exports
| Module | Typical Export Path |
|---|---|
| Sourcing — hotel database | Self-serve CSV |
| Sourcing — RFP templates | Self-serve template export |
| Sourcing — historical RFPs | Self-serve CSV (admin UI) |
| Event Management | Mix of self-serve + CSM |
| Passkey — room block data | CSM-facilitated typically |
| Reports | Self-serve CSV/PDF |
Self-serve paths are faster but limited. For complete archival exports across modules, working with your CSM is usually most efficient.
Step-by-step: hotel database export
Quick answer (40–60 words): Export hotel database from Cvent: (1) log in as admin, (2) navigate to Sourcing → Hotel Database, (3) select export → CSV, (4) choose fields to include (default selects all), (5) download. Typical file size: 500–10,000 rows for boutique-to-enterprise teams. Cleaning and standardization typically takes longer than the export itself.
Step-by-step: historical RFP export
Quick answer (40–60 words): Export historical RFPs from Cvent: (1) Sourcing → RFPs → filter by date range, (2) bulk export → CSV or PDF, (3) for full proposal documents, individually download or request CSM bulk PDF export. Older RFPs (24+ months) may require CSM facilitation depending on retention policy.
A note on respectfulness
We've coached many customers through Cvent exports. The Cvent CSM team is responsive in our experience. We mention this because we've seen guides that imply vendor friction; that hasn't been our experience. If you encounter friction, escalation paths exist — but the standard path is collaborative.
What to do with exported data
- Backup (3-2-1 rule: 3 copies, 2 media, 1 offsite)
- Clean and standardize
- Import to new tool
- Retain Cvent read-only for 30–90 days post-cutover
Q: Will Cvent charge for data export? A: Standard exports are typically included. Custom data shape extractions or full SQL-level dumps may have professional services fees — ask your CSM.
Q: How long does Cvent retain data after cancellation? A: Per their data retention policy, typically 30–90 days. Confirm specifics with your contract terms.
Q: Can we export contracts and signed documents? A: Yes — typically as PDFs. Volume bulk export usually requires CSM facilitation.
Q: What format works best for migration? A: CSV for structured data (hotels, RFP fields, contacts). PDF for archive of completed RFPs and contracts.
Sources
- Cvent support portal (accessible to existing customers)
- Easy RFP migration documentation
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