Event Builder - Lodging & Travel page - Add a Hotel
Related Links:
About Hotel Setup:
This section enables you to work with the hotels for your event.
- See the Related Links below for more information about adding a hotel to your account.
Field Descriptions:
Hotel Information -
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.
If room block is full, disable room block - Select this option to enforce the Capacity of your Room Blocks. If unchecked, registrants will be able to exeede the Capacity entered. When enabled, an email notification will be sent to the event's Primary Contact once a room block has reached 90% of its capacity.
Room Types Visibility – 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 or only visible to the admin (you and your team when you perform an Admin Register) for this event. See the Related Links above for details on room types.
- If any of the room types are not available for this event, uncheck both the Public and Admin Only boxes for that type.
Room Blocks – Displays the room blocks that have been set up for this hotel.
- 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 Room Block – Create a new room block (or booking date). A room block is the number,and type of, rooms you have available on a given day.
Date – The date for this block.
Capacity – Number of rooms of this type available for this date.
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. If you are charging for lodging, this is the price that will be charged for selecting this room.
Notes – Enter any notes you’d like to enter about this block.
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.
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