Accommodations (Attendee)

(Event) > Manage > Registrations > (Attendee) >Accommodations

A registration may have one or more room reservations associated with it. The Accommodations page under Registrations enables you to manage room reservations for attendees.

The rooms are selected from the accommodation blocks set up for the event. When the room block is created, specific hotels or rooms may be withheld from selected attendee types, or registrants who select answers to certain questions. In addition, rooms may have a limited inventory, and rooms may not be selected after that inventory is full (unless enable to over-book? is checked, per the notes below).

Note: The registrant who enters the room information is called the Group Leader. If the registrant reserves more than one room, then the person listed as "Guest 1" in each room is considered to be the Room Leader for that room.

Registration Header

The standard Registration Header is shown, as it is on all other admin-side Registration pages

Rooms Requested

Number of Rooms Requested  – The number of rooms requested by this attendee. You can update the number by selecting another one from the drop-down list.

Room Reservations

All rooms reserved for this registration are listed with their arrival and departure dates, the Hotel and Room Type, whether the room is shared, the names of the Guests, the date cancelled (if cancelled*), any Requests, and an Actions column.

Click  in the Actions column to edit or view that room reservation.

Click  in the Actions column to cancel* that room reservation.

Click Add New to create a new room reservation for this attendee.

*Note that cancelled rooms may be viewed, but they cannot be modified.

Room Reservation Detail

These are the details shown when you edit or add a room reservation.

Select Allow overbooking? if you want to force the system to accept the reservation even if doing so will exceed the room block inventory. This option should only be selected if you are confident that you will be able to provide the additional rooms reserved beyond the existing block.

Room Reservation

Select Registrant Is Sharing Room to make the attendee eligible for room sharing.

• Lodging – The accommodation block or sub-block

• Arrival and Departure dates

• Smoking Preference – Non-smoking or Smoking

• Award Program and Award Number

• Room Data

• Requested Roommate

• Special Requests – Entered by the registrant via an online form. Maximum length = 2000 characters.

• User Notes – Notes intended for the users (planners) only. Maximum length = 2000 characters.

  Warning: Do not attempt to record Credit Card information in the Notes field, including the card number, expiration date, or card security code (CSC, also known as CVC, CVV, CAV, or CID).
  This is sensitive security information, which the Certain Platform will remove automatically.

Each room may have up to four guest names and categories. Guest 1, the room leader, is required.

About Guest and Room Categories

Guest categories and room categories are optional fields that enable the event to collect custom information about the individual guests or room. The planner can later search for specific rooms or guests based on these categories.

For example, common guest categories might include gender (M/F), age group (under 12, 12-18, over 18), VIP treatment (Y/N), etc. Common custom room categories might include payment class (guest pays all charges, guest pays incidentals, all charges to master account), room guest type (player, coach, family), etc. 

The guest and room categories are customized in the hotel room setup area for each event.

Room Sharing Information

The Room Sharing section enables you to track whether the attendee is matched with a roommate and what the attendee's roommate matching preferences and information are.

This section should primarily be used to view the room sharing status of a particular attendee or to edit the attendee's preferences. In order to actually match roommate, go to Plan > Accommodation > Roommates (for auto-matching) or Plan > Accommodation > No match (for manual matching).

Hotel Confirmation Information

In this section, the planner can enter the:

• Confirmation Number – for the reservation (provided by the hotel)

• Date Confirmed – when the reservation was confirmed with the hotel.

• Room Assignment – the room number or suite name, as provided by the hotel.

• Action Code – selected from the Accommodation Action Codes set up on Plan > Accommodation > Configure.

• Booking Status – selected from the Booking Statuses set up on Plan > Accommodation > Configure.

Room Guarantee

Accommodation reservations may be held by credit card. The system also enables you to specify a master account number or to reference the Payment Notes. Remember that Certain does not automatically contact the hotel to reserve rooms. The room guarantee information exists so that you can produce reports to send to the hotel. Also, note that the payment notes are displayed in the housing reports and rooming lists. You may enter the following fields in the room guarantee area:

• Checkout Payment Method – Pay on own, All charges to master, Room and tax to master, or See Notes

• Hotel Guarantee – Specify the Credit Card to hold the room reservation

• Payment Notes – Any additional information regarding room guarantee or hotel payment. Maximum length = 1000 characters.

  Warning: Do not attempt to record Credit Card information in the Notes field, including the card number, expiration date, or card security code (CSC, also known as CVC, CVV, CAV, or CID).
  This is sensitive security information, which the Certain Platform will remove automatically.