Topic:

I would like to create a room block for my hotel so that I can track the number of rooms that I will need per night.  How can I set this up?

Solution:

You can set up a limit on the room types that you have set up for your hotel that will allow you to keep track of the number of people that have signed up for a particular room type on a particular date. 

To do this:

1. Edit your Event and click on the Registration Form Pages tab
2. Click on the Lodging & Travel page.
3. Collect lodging information from the following - Check the boxes for the Registrant Types that you wish to collect this information for. This will display the Standard Fields available for collecting Lodging Information.
   • You can check the box for All Registrant Types if you would like your Hotel to be visible to every registrant.
4. Click on the Hotel Selection(s) link or Click on an existing hotel to open the Hotel Details window
5. With your hotel selected in the Hotel drop-down menu, click the Booking Dates tab.
6. Click Add a New Booking Date. This will open the Booking Date window
7. Input the date in the Date field (required).
8. Add a number for that date for each Room Type in the Block Size column. (the Room Rate field is optional)  
9. Click Save or Save & Close.
10. If you have another date to add room blocks to repeat steps 6-9 for each date.
11. Once all of your booking dates and room blocks have been added Save your changes to return to the Event Builder.

Additional Information:

Having a room block allows you to see the number of rooms booked on your Rooming List Report. PLEASE NOTE that it will not stop registrants from choosing a date if the room block has reached capacity.

If you are changing the lodging & booking status of an attendee from the default status of "Initiated" to "Unblocked" or "Reuse" then the attendee will not be calculated in the room block totals. Other statuses, such as Pending, Confirmed, and Waitlisted will be calculated into the totals normally.

You can add a booking date outside of the defined room blocks from an individuals attendee record on the back-end. This will show up on your Rooming List Report under the Additional Booking Dates section.

Related Links:

• How do I add a hotel to my event? 
• What are the options to display and/or collect lodging information for my event? 
• What information does the Rooming List Report show?
• How do I view a room block summary for multiple hotels in my event?
• User's Guid - Manager - Administration - Add a Hotel 

Keywords: room block, reserve, group rate, discount, block of rooms, accommodations, booking dates