Hotels

Accommodation Blocks setup

Accommodation Blocks (blocks of rooms) for the event can be set up at these hotels on the Accommodation > Blocks page.

Buttons in the upper right corner

List View

List View displays the page as a list of hotels.

List View is relevant when you are adding or editing a hotel.

See below for hotel details.

Room Types

Room Types points to the Account Room Types page.

The Account Room Types page is where you can add, edit, or delete room types.

Add New

Add New adds a new hotel record in the Hotel Detail Information section below.

Video: Add Hotel (1 min.)

Find Hotels

Find Hotels filters the list of hotels.

You type part of a hotel name in the Find Hotels box in the upper right corner.

The list of hotels displayed is filtered to show only those matching what you type.

Filtering is refined further as you type more.

Hotels table

The hotels currently set up are listed in a table.

The table columns are:

• Hotel Name
• Description
• Address
• Phone
• Web
• Actions

Actions include these icons:

• edit the hotel record (as described below)
• delete the hotel record

> Note: you cannot delete a hotel that has any accommodation blocks. You would first need to delete those blocks, which would only be possible if they did not have any active reservations.

Hotel Detail Information

Hotel Detail Information is displayed instead of the hotel list.

Hotel Detail Information appears when you click Add New to add a new hotel.

Hotel Detail Information appears when you click in the list of hotels to edit a hotel record.

Enter or edit the details and click Save. For a new hotel, clicking Save adds a new supplier record. The new supplier record is available on the account-level Suppliers page.

Video: Edit Hotel (1 min.)

Supplier Details

Supplier Details fields are:

• Type — Defaults to "Venue/Hotel" for a new record.

Type may not be changed.

• Name — (Required)
• Unique Code — (Required) Enter a unique code identifying the hotel.

Unique Code must be unique to the list of Suppliers for the account.

• Preferred Supplier — Select this check box if the hotel is a "preferred" supplier.

Preferred Supplier may make it easier to find the "right" hotel for other events from the list of hotels in the account.

• Image — Optionally click Upload to add an image of the hotel.

The hotel image can be used on the accommodation section of a registration form.

Maximum size is 800 x 800 pixels.

You can then select the image in the drop-down list of images.

• Chain — Optionally select the chain to which this hotel belongs, if any.

The drop-down list is of suppliers of type "Chain".

• Brand — Optionally select the brand applicable to this hotel, if any.

The drop-down list is of suppliers of type "Brand".

• Web URL — The hotel's web site.
• Email — The primary email address for the hotel.
• Street Address — (Required)
• Address Line 2
• Address Line 3
• Country — (Required) Select the country.
• State — (Required) Select the State.

State must be in the list of states for the selected Country.

• City
• Zip Code
• Non-US Province
• Latitude and Longitude — If these coordinates are entered, Certain Mobile uses them to determine the location of a venue on the Location map in the app.

See Engage > Mobile > Content > Location if the address isn't enough.

• Latitude — If entered, Latitude must be a valid latitude value.

Latitude is accurate within -180 to +180, and up to 4 decimal places.

Example: +37.7853

• Longitude — If entered, Longitude must be a valid longitude value.

Longitude is accurate within -90 to +90, and up to 4 decimal places.

Example: -122.3981

• Phone
• Fax
• Toll-free — The toll-free phone number for the hotel.
• User Notes — Any notes about the hotel, for internal use only.

Hotel Information

Hotel Information fields are:

• Number of Sleeping Rooms
• Reg Form Label — Text to be used as the label for the hotel on registration forms.
• Hotel Description — Text describing the hotel, for use on registration forms.

Venue Information

Venue Information is entered if the hotel can also be used as a venue.

Venue Information fields are:

• Largest Meeting Space — The size of the largest meeting space, in square feet.
• Total Meeting Space — The total meeting space.

Total meeting space is all meeting rooms, in square feet.

• Number of Meeting Rooms