Accommodation Blocks

(Event) > Plan > Accommodation > Blocks

Jump to: List of Blocks  ||  Block Information (new/edit)  || 
|| Reports: || Utilization by Hotel / Date / Attendee || Detailed and Consolidated Pickup||

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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, using room types set up on Accommodation > Room Types.

Imports: You can import blocks on Accommodation >Import.

Sub-Blocks: Note that blocks can be used to set up sub-blocks — see Accommodation > Sub-Blocks.

 Videos: All Certain University videos about Accommodations

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

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 –
  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 rooms nights. (It does not add extra blocks to the page; it still follows any search criteria you have entered.)

• View All – Display all blocks, regardless of any search criteria entered.

Buttons 3, Utilization:

Three buttons: By Hotel, By Date, and By Attendee.
Click one to display the relevant Accommodation Block Utilization report, as 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.

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Each block is shown in it 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 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.

 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 – The date of the room night.

• 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).
             Video: Edit Room Night (30 sec.)
   – Add inventory with a new rate.
  For use when adding extra rooms, at a different rate, but of the same room type at the same hotel on the same night; perhaps 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.

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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.)

• 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. As explained below, that 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. (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  to edit the details of a room night, and 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, 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.
   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, or (when adding a block) 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, 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

• 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:

• Hotel

• 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, thus allowing for partial bookings. For 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, but excludes Pending registrations.
    (A room is still counted as booked even when the registrant's event registration is Incomplete, 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:

• Hotel

• 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'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.
   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, thus allowing for partial bookings, as explained above.

• Booked – The total booked across all blocks for that date. (As explained above, this includes both Complete and Incomplete registrations, but 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, with rows for each attendee type under each date and values populated for Booked and Utilization.

• Attendee Type

• Working Inventory

• • Date

  • Inventory

  • Booked –

  • • Attendee

    • Number

  • Remaining

  • Utilization