Accommodation Blocks

Accommodation blocks are pre-booked blocks of rooms for use at the event. This page explains how to set up and manage them.

Prerequisites

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

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

Add New

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

List of Blocks

• Existing accommodation blocks are listed, one section per block, one row per night in each block, with the columns listed below.
• If you have a lot of blocks, use the navigation buttons in the lower right corner to navigate between them: First / Previous / Next / Last.
• The table of blocks is preceded by three sets of buttons:
• Buttons 1 (for grouping/sorting): Date / Hotel / Room Type / Block.
• Buttons 2 (for display options): Show Inactive, Expand All, View All.
• Buttons 3 (Utilization): By Hotel, By Date, and By Attendee.
• Click one to group, filter, or display the blocks as described.
• The following descriptions apply to the default display option, which is by Block.

Accommodation Block

• The name shown in the header for each block is the hotel name and the room type.
• Expand the block to show its room nights.
• Collapse the block to hide the room nights.
• Edit the entire block (in the Accommodation Block Information window described below).
• Delete the entire block.
• Restore a deleted block.
• Video: Add a Room Block (1 min.)
• Video: Delete a Room Block (30 sec.)
• Video: Restore a Deleted Room Block (20 sec.)
• Video: Add nights to a Room Block (30 sec.)
• Video: Remove nights from a Room Block (20 sec.)
• The following details are listed for each block:
• Date
• Hotel
• Room Type
• Occupancy
• Rate
• Working Inventory
• Inventory
• Allocated
• Booked
• Remaining
• Contracted Inventory
• Inventory
• Adjustment
• Actions, 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).
• 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.
• Save to save the block and return to the Accommodation Blocks page, or Save & New to save the block and add another one.

Accommodation Block Information

• This pop-up window opens when you click Add New to add an accommodation block, or when you click Edit to edit one.
• 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. (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.
• Contracted – The number of rooms that you have contracted with the hotel to purchase. This may be less than the Inventory. (Must be between 1 and 9999 if entered.)
• Room Rate – The cost per room night. This is in the currency set as the Travel & Accommodation Currency Label on Event Setup > Details, as shown by the label before the field. (Must be between 0 and 9999, with a maximum of two digits after the decimal point.)
• When you have saved the block, you can edit the Room rate for individual nights, by clicking Edit that night’s Rate, or you can even add inventory at a different rate by clicking Add New as described above.
• Show Block Online – Optional. If selected, the block can be shown to attendees on a registration form. If not, then it 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.
• 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, or 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, depending on which of the Utilization buttons is clicked at the top of the page: By Hotel, By Date, or 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, or the Accommodation Block Utilization report under Reports/Analyze.
• For each room night this Accommodation Block Utilization by Hotel report shows: Hotel, Working inventory, Date, Room Type, Occupancy, Rate, Inventory, Rooms Used, Booked, Remaining, Utilization.
• Rooms Used is the number of rooms, not bookings, thus allowing for partial bookings.
• Booked includes Complete and Incomplete registrations, but excludes Pending registrations.
• A room is still counted as booked even when the registrant's event registration is Incomplete.
• Remaining is the difference between Inventory and Booked.
• Utilization is 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: Hotel, Room Type, Rate, [Room Nights], Booked / Inventory, Utilization %.
• 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's a consolidated version of the Detailed Pickup Report described above, aggregating 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; Booked / Inventory – e.g. 45/90; Utilization % – e.g. 50%.
• Click the 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, Rooms Used, Booked, Remaining, Utilization.

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 by attendee type under each date and values populated for Booked and Utilization.
• Attendee Type
• Working Inventory
• Date
• Inventory
• Booked – Attendee Number
• Remaining
• Utilization

List of Blocks (Detailed)

• 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 – The name shown in the header for each block is the hotel name and the room type.
• Expand the block, showing its room nights, if collapsed.
• Collapse the block, showing just the block and hiding 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.
• 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, or (when adding a block) click Save & New to save the block and add another one.

• Accommodation Block Utilization by Hotel
• The information above describes the default block list and utilization by hotel.

• For each room night the block shows: Date, Hotel, Room Type, Occupancy, Rate, Working Inventory, Inventory, Booked, Remaining, Utilization.
• There are grouped blocks with a header line per block.

Accommodation Block Information (detailed)

• The following details apply to the Accommodation Block Information pop-up window:
• Hotel
• Room Type
• Start Date
• End Date
• Inventory
• Contracted
• Room Rate
• Show Block Online
• Override Info
• Attendee Types that Can Select this Block
• Editable fields and navigation available from the pop-up.

Detailed Pickup Report

• The Detailed Pickup Report is described above under Accommodation Block Utilization by Hotel.

Consolidated Pickup Report

• The Consolidated Pickup Report is described above under Accommodation Block Utilization by Hotel.

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Related articles

• Accommodation Guide (PDF)
• Enforcing email uniqueness and addressing form errors for existing email addresses
• Adding file attachments for email templates
• Inline Additional Registrations
• Financials

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