This page contains the default settings that will be shown when creating an event using this bundle. The user can override these settings for the event, which does not affect the settings here.
Extended stay defaults can be added before and after the contract dates when this bundle is used.
A user can add reservation dates before and after the contract dates. The Cutoff Date is the event-wide cutoff date. The Reservation Close date is the date when the event is closed from any reservation activity. If no dates are added before or after contract then the First Inventory Date and the First Contract Inventory date are the same.
Enter the address of the venue where the events are likely to be held. Use the Internal Contact for Planner field to enter the email address of the person managing the event.
Enter the expected pickup pace by entering the pickup percentage (just the number, not the percent sign) into each field, where each field corresponds to a number of days before the event. These numbers will be used in a chart that measures the projected pace vs. actual pickup for an event.
If necessary, select the locale of the hotel and currency to be used (usually only one selection each). Then select each additional language that is supported for this bundle. Note that the locale is typically defined in the profile and that setting appears here as the default setting.
If enabled for the organization, you will see an Event timezone that defaults from the profile. Select the timezone you want to use as a default for creating events from this bundle. Note that Hotel bundles will use the default timezone that is set on the profile.
Note: This feature will only be available if enabled by Passkey for the hotel.
The Character Sets drop-down list allows you to set a default for the character sets allowed for reservation entry in the attendee website and other reservation channels. The default is Latin/Roman characters only, which means that only characters up to the Latin Extended B set can be entered. The other selection, Allow Additional Character Sets, permits reservation data in all other character sets (e.g. Chinese or Cyrillic).
The actual setting here comes from the hotel or organization profile defaults, but can be changed, and the setting will be used for any events created with this bundle. It is the event level setting that determines what reservation data entry is ultimately permitted.
Important: Many hotel property management and central reservation systems do not accept non-Latin characters. By allowing non-Latin characters, some reservations may not electronically transfer correctly to those hotel systems.
Add or modify the event contact information. The contact information should be a person or a group that guests could contact if they need information about the event. The contact information can be found in the attendee website, as well as part of the email acknowledgement that is generated for a guest upon booking. A user creating an event can change the contact information as necessary.
To remove the contact information, clear all the fields then click Save.
If the bundle does not allow a wait list then any event using this bundle will not have the option of using a wait list. If wait list is enabled, Passkey is configured to allow a wait list to be taken for rooms. However, each room type (in each hotel) must also be configured to allow a wait list.
If wait list is enabled the following can be performed:
Turn acknowledgements off for Wait List reservations. If checked, an automatic acknowledgement is not sent to attendees on the wait list.
Turn on Auto fulfill reservations. If checked, guests on the wait list are automatically granted a reservation when inventory becomes available.
Wait List Instruction Message.
A message can be provided to attendees. If multiple languages are
supported, click the translate
icon (
) to provide the same
message in a different language.
This section allows the event organizer to track complimentary rooms earned by the meeting planner. Turning the option ON opens two additional boxes where the user can indicate the ratio of complimentary rooms. An example would be: Provide 1 complimentary room for every 50 rooms picked up.
There are two options for Earned comp distribution rules
Cumulative - On any night across the inventory dates. Using this setting, pickup is analyzed cumulatively. Example: if the earned comp ratio is 1 per 50 and 250 rooms are picked up across all inventory nights, 5 complimentary rooms would be available for distribution across any night in the inventory.
Night-by-Night - On the night they are earned. Example: if the earned comp ratio was 1 per 50 and 100 rooms were sold on night A and 50 rooms were sold on night B, there would be 2 comp rooms to use on night A and 1 comp room to use on night B.
NOTE: These settings may be modified at the event level. For multi-property events, they may be modified at each hotel where complimentary room nights may be earned.
The options that are enabled here will be available as booking options for events using this bundle. Use this section to display specific hotel options and information in the website for the event, such as smoking preferences, rewards programs, arrival and departure times. You can also allow or disallow the following:
Allow Blank or Partial Addresses in a Reservation. If not checked, guests are required to enter their address.
Allow Call Center users to change allowed Payment Types allows a user with call center level access to change the attendee's payment method from that which is associated to that guest's attendee type.
Allow guests to book multiple rooms with a single name on the Attendee Website. If not checked, each room must be booked separately.
Enable Joint Confirmation (CDS Only) is used for events that are RegLink-enabled using Convention Data Services' (CDS) joint confirmation functionality. For these events, guests that complete the registration and housing process through RegLink will receive a confirmation generated from CDS with combined registration and housing details.
Passkey acknowledgements should still be created and turned ON for reservations created directly in Passkey (those without an external BadgeID) as well as for modified or cancelled reservations.
Acknowledgement History for the reservation will show EXTERNAL for all acknowledgements that were sent to CDS for processing.
If Enable custom travel information questions is checked, the collection of travel-related information is enabled for individual guests on a reservation. Uncheck the box to disable this feature for events you create with this bundle.
Edit. Opens a panel where you can edit the defaults for the travel information.
Instructions to guest. Provides translatable instructions to a guest booking on the attendee website.
Offer transportation to and from hotel. Check the box if you want to offer transportation options to a guest on the attendee website. The options include: Not Needed, To Hotel, From Hotel, and Round Trip. Tip: The instructions can be used to offer more details on this option and/or pricing information.
Preview. Click to show an example of what the guest will see on the attendee website when booking. The preview dynamically updates for the instructions you provide and also for the checkbox to offer transportation.
Done. Click to close the panel when you have finished editing the defaults.
If Enable secondary name fields is checked, the collection of a Surname and Given Name (in addition to the First Name and Last Name) is enabled for individual guests on a reservation.
If Enable Group Booking workflow is checked, the Group Booking feature is enabled for reservations. Enter the number of rooms (2 or more) which trigger the collection of booking contact information in the Attendee Website and Call Center.