Accommodation Blocks

On this page you set up the "accommodation blocks", pre-booked blocks of rooms, for use at the event.

Prerequisites

These room blocks are at hotels set up on Accommodation > Hotels. These room blocks use room types set up on Accommodation > Room Types.

Imports

You can import blocks on Accommodation > Import.

Sub-Blocks

Blocks can be used to set up sub-blocks. See Accommodation > Sub-Blocks.

Videos

All Certain University videos about Accommodations: All Certain University videos about Accommodations

Accommodation Block Information pop-up

Click Add New (at lower right) to open the Accommodation Block Information pop-up window described below.

Existing accommodation blocks list

Existing accommodation blocks are listed. One section per block appears. One row per night in each block appears. The columns listed below appear.

If you have a lot of blocks, use the navigation buttons in the lower right corner to navigate between them: First / Previous / Next / Last.

Buttons before the blocks table

The table of blocks is preceded by three sets of buttons.

Buttons 1 (for grouping/sorting)

Date / Hotel / Room Type / Block. Click one of these four buttons to group and sort the list by that field.

These three each display a search box for you to filter the blocks shown:

• Hotel — search by hotel name.
• Room Type — search by room type.
• Block — search by hotel name or room type.

Buttons 2 (for display options)

Show Inactive — include blocks that have been deleted. Expand All — expand all blocks displayed, showing all their room nights. Expand All does not add extra blocks to the page. Expand All still follows any search criteria you have entered. View All — display all blocks, regardless of any search criteria entered.

Buttons 3, Utilization

Three buttons exist: By Hotel, By Date, and By Attendee. Click one to display the relevant Accommodation Block Utilization report. The report is described below.

List of Blocks

The information displayed depends on the display option selected: by Date, Hotel, Room Type, or Block.

The description below is for the default, which is by Block.

Each block is shown in its own section.

Accommodation Block actions

• Expand the block, showing its room nights, if collapsed.
• Collapse the block, showing just the block and hiding it its room nights, if expanded.
• Edit the entire block (in the Accommodation Block Information window described below).
• Delete the entire block.
• Restore a deleted block.

Accommodation Block videos

• Add a Room Block (1 min.)
• Delete a Room Block (30 sec.)
• Restore a Deleted Room Block (20 sec.)
• Add nights to a Room Block (30 sec.)
• Remove nights from a Room Block (20 sec.)

Details listed for each block

The following details are listed for each block:

• Date — the date of the room night.
• Hotel
• Room Type
• Occupancy
• Rate
• Working Inventory
• Inventory
• Allocated
• Booked
• Remaining
• Contracted Inventory
• Inventory
• Adjustment
• A ctions, with these two icons when on the row for one night in a block:
• Edit that night's Rate or Inventory (under Working Inventory or Contracted Inventory).

Video: Edit Room Night (30 sec.)

• Add inventory with a new rate.

This action is for use when adding extra rooms.

The extra rooms use a different rate.

The extra rooms use the same room type.

The extra rooms use the same hotel.

The extra rooms use the same night.

This action may be organized after the original deal was done.

You are prompted to enter figures for the Rate, (Working) Inventory and Contracted (Inventory).

The currency for such added inventory is still the same as for the rest of the inventory.

Accommodation Block Information

This pop-up window opens when you click Add New to add an accommodation block, or when you click to edit one.

Video: Add Room Block (1 min.)

Fields in Accommodation Block Information

• Hotel — (Required) For a new block, select a hotel from the drop-down list of those set up for the account in Accommodation > Hotels.

The Hotel cannot be changed when editing a block.

• Room Type — (Required) For a new block, select a room type from the list of those set up on Accommodation > Room Types.

The Room Type cannot be changed when editing a block.

• Start Date — (Required) The first day that rooms in this block are available.

Click the field to display a calendar from which to select.

• End Date — (Required) The last day that rooms in this block are available.

Click the field to display a calendar from which to select.

• Inventory — (Required) The total number of rooms available per night in this block.

This value must be between 1 and 9999.

Note: If you reduce the inventory while editing an existing record, it must still be enough to cover the number already Booked.

This includes rooms booked for both Complete and Incomplete registrations.

• Contracted — The number of rooms that you have contracted with the hotel to purchase.

This may be less than the Inventory.

This value must be between 1 and 9999 if entered.

• Room Rate — The cost per room night.

This value is in the currency set as the Travel & Accommodation Currency Label on Event Setup > Details, as shown by the label before the field.

This value must be between 0 and 9999.

The value has a maximum of two digits after the decimal point.

After you save the block, you can edit the Room rate for individual nights.

You can do this by clicking to edit the details of a room night.

You can even add inventory at a different rate by clicking as described above.

• Show Block Online — (Optional) If selected, the block can be shown to attendees on a registration form.

If not selected, then the block is available to planners only.

• Override Info — This check box is displayed only when you are editing an existing block, not when you are creating a new one.

If selected, an Inventory figure must be entered.

If not selected, then any new dates in the block must have an Inventory figure.

Inventory for existing dates may already have been used and therefore reached zero.

Video: Edit Room Block Override (45 sec.)

• Attendee Types that Can Select this Block — Initially, all the attendee types are listed in the Allowed column, so by default all attendee types would be able to see and select the block on the registration form.

You can drag any of the attendee types into the Not Allowed column to hide the block on the form from anyone of that attendee type.

Click Save to save the block and return to the Accommodation Blocks page. Click Save & New to save the block and add another one.

Accommodation Block Utilization Reports

The Accommodation Blocks page ends with one of the following on-screen reports.

The report depends on which of the Utilization buttons is clicked at the top of the page:

• By Hotel
• By Date
• By Attendee

Accommodation Block Utilization by Hotel

This report is displayed when you click:

• the Utilization: By Hotel button at the top of the page
• the View All button after viewing the Detailed or Consolidated Pickup Report
• the Accommodation Block Utilization report under Accommodation Reports on the Reports/Analyze page

(Note: This report includes two Pickup Report buttons, Detailed and Consolidated. Click one to open that report, as described below.)

For each room night this Accommodation Block Utilization by Hotel report shows:

• Working inventory
• Date
• Room Type — Click the Room Type Code to open a Report Results window listing the attendees with those reservations.
• Occupancy — The maximum number of occupants for that room type, as set on Accommodation > Room Types.
• Rate — The room rate.

As shown in the column heading, this is in the currency defined by the Travel & Accommodation Currency Label in Event Setup > Details if one has been added there.

• Inventory
• Rooms Used — The number of rooms, not bookings.

This allows for partial bookings.

Example: If Mary and Anne are sharing a room, but Mary is only arriving on the second day, then the first day is counted as 1 instead of 0.5 in the Rooms Used column.

• Booked — The total booked.

Includes both Complete and Incomplete registrations.

Excludes Pending registrations.

A room is still counted as booked even when the registrant's event registration is Incomplete.

This is done to avoid potential overbooking by an admin-side action of changing an Incomplete record with a room reservation to being Complete.

• Remaining — The difference between Inventory and Booked.
• Utilization — The percentage of the Inventory that is Booked.

Detailed Pickup Report

This report is displayed when you click the Detailed Pickup Report button at the top of the Utilization: By Hotel report.

• Opens a printer-friendly view of the report in a new browser window.

Rows: One per block.

Columns:

• Room Type
• Rate — If any room nights in the same block have different rates, each permutation is a separate row.
• [Room Nights] — One column per room night.

Shown (as unlabeled figures) for each room night:

• Booked / Inventory — e.g. 15/30
• Utilization % — e.g. 50%

Click the hyperlinked Booked figure to open a Report Results window listing those attendees.

Consolidated Pickup Report

This report is displayed when you click the Consolidated Pickup Report button at the top of the Utilization: By Hotel report.

It is a consolidated version of the Detailed Pickup Report described above. This consolidated report aggregates all the rooms in each hotel.

• Opens a printer-friendly view of the report in a new browser window.

Rows: One per hotel.

Columns:

• Hotel
• [Room Nights] — One column per room night.

Shown (as unlabeled figures) for each room night:

• Booked / Inventory — e.g. 45/90
• Utilization % — e.g. 50%

Click the hyperlinked Booked figure to open a Report Results window listing those attendees.

Accommodation Block Utilization by Date

This report is displayed when you click the Utilization by Date button at the top of the page.

For each date included in any room block it shows:

• Date
• Inventory — The total inventory across all blocks for that date.
• Rooms Used — The number of rooms, not bookings.

This allows for partial bookings, as explained above.

• Booked — The total booked across all blocks for that date.

This includes both Complete and Incomplete registrations.

This excludes Pending registrations.

• Remaining — The difference between the Inventory and Booked columns for that date.
• Utilization — The utilization percentage: Booked divided by Remaining.

Accommodation Block Utilization by Attendee

This report is displayed when you click the Utilization by Attendee button at the top of the page.

Similar to the Accommodation Block Utilization by Hotel report described above, but with the information broken down further. Rows exist for each attendee type under each date. Values are populated for Booked and Utilization.

• Attendee Type
• Working Inventory
• Date
• Booked —
• Attendee
• Number
• Remaining
• Utilization