Event Builder - Lodging & Travel page - Add a Hotel
About Hotel Setup:
This section enables you to work with the hotels for your event. Note that hotels are generally added to your account first, and then added to the event.
- See the Related Links below for more information about adding a hotel to your account.
Field Descriptions:
General tab – Contains basic information about this hotel.
Hotel (required) – Select a hotel you would like to use for this event from the dropdown list. The dropdown list of hotels is populated with the hotels that you have added to your account. (click on the link that says "Click here to add an account-level template for this hotel" if you do not have any hotels created in your account)
Visible – Check this box to make this hotel visible on your registration form.
- Uncheck this box if you stop using this hotel during an active event for any reason. This will remove this hotel from your registration form but will retain all your attendee lodging information associated with this hotel.
Cutoff date – Enter the date after which no reservation information may be added for this hotel.
- The date entered here displays on the Lodging Booking Report as a reminder to you to stop taking reservations for this hotel. At that point, you’ll most likely want to uncheck the Visible box (above) for this hotel to remove it from the registration form. An entry in this field does not stop reservations from being taken for your event.
Tax rate – Enter the tax rate for this hotel.
- Field format: numbers only, such as 5 for a 5% tax rate or 5.5 for a 5.5% rate.
Room Types tab – Displays the room types (such as Double, Suite, etc.) and rates that have been set up for this hotel at the account level. See the Related Link below for details on room types.
Room types listing – Check the boxes for each room type you’ve set up for this hotel to indicate whether this type will be visible to the public and/or admin (you and your team when you perform an Admin Register) for this event. See the Related Link below for details on room types.
- If the room rate for this event is different from the rate shown, enter the new rate here. This will override the account-wide rate for this room type for this event only.
- If any of the room types are not available for this event, uncheck both the Public and Admin boxes for that type.
Booking Dates tab –
Displays the room blocks that have been set up for this event, if any.
- Note: Creating a room block allows you to see the number of rooms per night booked on the Lodging Booking Report. It will not prevent registrants from choosing a date if the room block has reached capacity.
Add new booking date button – Opens the Booking Date window, where room blocks are set up for this event. Fields in this window are as follows:
Date – The date for this block.
Room rate section – Creates the actual block of rooms.
Room types – Displays the room types that have been set up for this hotel at the account level.
Room rate – Rate for this type of room for this date.
Block size – Number of rooms of this type available for this date.
Tax rate (%) – Tax rate for this room.
Notes – Enter any notes you’d like to enter about this block.
When one or more room blocks have been set up for this event, the information displays as “read only” on the Booking Dates tab.
Advanced tab – Tab contains fields in which to add HTML formatted information.
Additional info – Text entered here displays as footer information in the details about this hotel. This information displays to the registrant when he/she clicks the More Info link for this hotel on the Lodging tab.
Email confirmation – Text of the email you would like to send to your attendees to confirm their reservation. This email can be sent from the Lodging Booking List.
Additional Information:
Regarding Passkey integration –
When you have enabled Passkey integration for your event, a link displays in the attendee’s registration record that you can use to book or edit the attendee’s Passkey lodging information. This link displays in the Lodging & Travel section of their Attendee Record, which you can access by running an Attendee Report and clicking on the number in the ID field for the attendee. See the Related Links below for more information about running an Attendee Report.
- If Passkey lodging has been booked for this attendee, the link reads: Edit this attendee's lodging in Passkey.
- If Passkey lodging has not been booked, the link reads: Book this attendee's lodging through Passkey.
Related Links:
Still need help?Submit your question to the RegOnline Tech Support team.