There are several types of block requests, each with a different purpose. All of them involve a planner or contact requesting room blocks:
Private Block Request - an way to determine the number of rooms to allocate to a sub-block based on the request submitted by an existing Sub Block Group Planner within the event. There is no limit to the number of requests that can be created, and the questions and criteria are customizable. Sub-Block requests are surveys that are sent to known sub-block group planners, which they reply to using the Event Dashboard. The organizer then allocates the inventory and notifies sub-block group planners of their allocation.
Public Block Request - provides a public link to which any potential contacts can respond with their room block requests and preferences. Based on the responses, the organizer can efficiently create sub-block groups and the respondents are added as sub-block group planners. This allows contacts who are not yet in the Passkey ecosystem to participate. The organizer then allocates inventory and notifies sub-block group planners of their allocation.
Rooms From Available Free-Sell - provides a unique link to contacts who can search available free-sell rooms and directly request or secure room blocks. In this type of request, the sub-block groups, planners, and room blocks can be instantly created based on validation rules and limits that you impose. This is the most automated form of block request. (At this time, this option applies to Early Adopters only. Subsequent help files note related features.)
IMPORTANT: This feature must be enabled for your Organization by Passkey. Please contact customer support to have this feature enabled.
Although the process of creating and managing block requests is similar for each type, not all fields apply.
This page, accessed within an event from Requests --> Sub-Block Requests, shows a list of requests along with alerts on the left for information about responses received and key dates that have passed.
Use this page to create a new block request or edit an existing one.
Additionally, the following data is displayed for each request:
Name: The name of the block request
Request Type: Whether the request is a Public block request or Private block request, or involves Rooms from available free-sell.
Sub-block Request Responses: Indicates the number of invitations that have been sent out from the event organizer and the number of responses received.
Allocation Status Accepted / Notified: Indicates how many sub-block group contacts have accepted their room assignments out of those who were notified. If any contacts accepted, click the hyperlink to see more details about their acceptance.
Response Deadline: Indicates the date by which the request is due from the sub-block planner.
Actions:
Edit: Opens the original block request wizard for editing.
Copy: Allows you to easily copy the block request, including all of the settings and campaigns that are defined.
Add recipients: Allows you to easily add additional recipients to Notification campaigns that have not yet completed. (At this time, this option applies to Early Adopters only)
Delete: Deletes the block request. It is only possible to delete the request if no responses have been received yet.
Copy Survey Link (Public Block Requests only): Copies the public link for the survey to your clipboard, from which it can be inserted into an application (e.g. email or website)
Click the Add New Sub-block Request link.
Enter a name for the request.
Select the type of request to create:
Only sub-block group planners - creates a Private Block Request that is only accessible to existing sub-block contacts via the Event Dashboard
Anyone with a link - creates a Public Block Request or Rooms from available free-sell request that is accessible to anyone with the appropriate link to this request
Select the Create button to enter the wizard that will guide you in completing the request.
For Private Block Requests and Public Block Requests, the process of approval and room block allocation is manual. See the next section for management of requests.
For Rooms From Available Free-Sell, the inventory allocation process is automatic. See the Event: Planners page for sub-block groups and planners that were automatically created. For inventory sub-blocks that were created, see Event: Home.
Click the hyperlinked request in the Name column to examine the responses you have received and to allocate rooms.
When a contact is notified of their allocated rooms as part of the process, they have a way to accept their allocation via the e-mail they receive.
By clicking on the link in the column Allocation Status Accepted / Notified you can learn more about the contacts that accepted including:
Sub-Block Group - The name of the group that accepted the room assignment
Notification Date/Time - The date and time on which the event organizer notified the contact of their allocation, either manually or via a campaign
Accepted By - The name of the sub-block contact who accepted the assignment via the Request Allocation e-mail
Acceptance Date/Time - The date and time on which the room assignment was most recently accepted
Status - An indication of the status of the request as Not Responded, Notified, or Accepted