Travel Information (Event Setup)

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Keywords: Travel Information, Event Setup, Travel Questions, Travel Reservations, Custom Travel Questions, Default Travel Dates, Certain

Document ID: https://platform-support.certain.com/hc/en-us/articles/30686122945943#split1

Event Setup and the Travel page

Event Setup includes a Travel page when the Travel Module is activated for an event in Plan > Configure > Options (Functional Areas Needed by This Event).

The Travel module is not available in all Certain bundles. See your Certain sales representative for more information.

For each section described below to be displayed, the relevant sub-module of the Travel Module needs to be enabled for the event in Plan > Configure > Options (Functional Areas Needed by This Event).

The two sub-modules concerned are:

Event Setup > Travel shows this Travel Information page.

Videos

Videos: All Certain University videos about Travel.

Note about Travel Packages sub-module

> Note: If the Travel Packages sub-module is enabled, there is no additional setup information for it on this page.

Instead, to set up flights and flight packages in an event using that sub-module, go to:

Flights and flight packages are set up and used quite independently of the travel information set up on this page.

Users with an attendee type of Registration Support can set up flights and packages. Those users do not have access to Event Setup.

Custom Travel Questions

This section is displayed if the Travel Questions sub-module is enabled for the event in Plan > Configure > Options (Functional Areas Needed by This Event).

This sub-module enables you to collect travel reservation information using up to 30 user-defined travel reservation fields. These fields are called Custom Travel Questions.

Video: Travel Questions (1 min.).

Fifteen pre-designed travel questions are included. Those questions can be edited or deleted from the event.

The list may be a multi-page list.

Click a question to edit it on a Questions page in a modal pop-up window.

Click Add New to add up to 15 more questions. See Creating More Questions below.

Actions

Copy

Copy question opens the Questions page in a modal pop-up window. The Questions page is populated with the same values. You change at least the Name.

Delete

Delete question prompts you to confirm the removal.

15 Pre-designed Questions

1. Travel Request Confirmation Number — "Passenger Name Record" (PNR) unique identifier from major Global Distribution Systems (GDS). The Open Travel Alliance (OTA) calls this the "Booking Reference ID".

2. Travel Request Ticket Status — Options: Blank (Null); R=Reserved, e.g. the reservation is on hold; T=Ticketed, e.g. the reservation has been booked.

3. Requested Inbound Airline — The travel reservation's airline for inbound flight (travel to the event). Typically, this will use the 2 character International Air Transport Association (IATA) code.

4. Requested Inbound Flight Number — The travel reservation's flight number for inbound flight (travel to the event).

5. Requested Inbound Departure Airport — The travel reservation's departure (Origination) airport for inbound flight (travel to the event). Typically, this will use the 3 character IATA code.

6. Requested Inbound Departure Date-Time — The travel reservation's departure date and time for inbound flight (travel to the event).

7. Requested Inbound Arrival Airport — The travel reservation's arrival (Destination) airport for inbound flight (travel to the event). Typically, this will use the 3 character IATA code.

8. Requested Inbound Arrival Date-Time — The travel reservation's arrival date and time for inbound flight (travel to the event).

9. Requested Outbound Airline — The travel reservation's airline for outbound flight (travel from the event). Typically, this will use the 2 character IATA code.

10. Requested Outbound Flight Number — The travel reservation's flight number for outbound flight (travel from the event).

11. Requested Outbound Departure Airport — The travel reservation's departure (Origination) airport for outbound flight (travel from the event). Typically, this will use the 3 character IATA code.

12. Requested Outbound Departure Date-Time — The travel reservation's departure date and time for outbound flight (travel from the event).

13. Requested Outbound Arrival Airport — The travel reservation's arrival (Destination) airport for outbound flight (travel from the event). Typically, this will use the 3 character IATA code.

14. Requested Outbound Arrival Date-Time — The travel reservation's arrival date and time for outbound flight (travel from the event).

15. Travel Request Notes — Notes for the Event Planner regarding air travel reservations.

Creating More Questions

You can create up to 15 more travel questions to collect additional travel data. These questions can collect travel request or travel preference information.

To create a question: 1. Click the Add New button to display the Questions page in a modal pop-up window. 2. On that page, select the Question Type and set Details. Details include Name and Display for Reg Form. Set Answer Options, etc. 3. Click Save to add your question to the end of the list of Custom Travel Questions.

Re-order Questions

This section is displayed when the Custom Travel Questions section described above is displayed. This section lists all the questions from that section.

To re-order questions: 1. Select one or more questions in the Re-Order Questions section. 2. Use the Move Up and Move Down buttons to re-order the list of questions.

Default Travel Dates

The Default Travel Dates section is displayed if the Travel Reservations sub-module is enabled for the event in Setting > Options.

The default Arrival Date and Departure Date on this page are the event start and end dates. Event Setup > Details provides these dates.

You can edit the Arrival Date and Departure Date on this page.

These dates are used as default dates in the inbound and outbound trip details under Registrations > Travel.

Certain uses sync tools to search for your registrants' travel reservation data based on being within three days of the arrival and departure dates you select.

The sync tools use the three days window as based on the arrival and departure dates you select.

Travel Reservations default dates and event setup context

If you are integrating a GDS or booking tool with Certain, it is important that these dates correspond with registrants' actual travel dates to the event.

Certain's sync tools search for registrants' travel reservation data. That search is based on whether registrants' travel dates fall within three days of the arrival and departure dates you select.

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