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to provide the same message in a different language.Use this page to manage information about the event.
In addition, you can cancel the event using the Cancel Event link at the bottom of the page.
Note that if reservations have been booked for the event, you need to manually cancel them prior to canceling the event, as no communications (including acknowledgements) will be sent to attendees for cancelled events.
TIP: If the map is available, check the Update from address box to have the map automatically show the location of the event based on the address entered in the Event Details section.
Use the Email field to enter the email address that will be shown to attendees via tags in your campaigns.
Use the URL field to enter the event website address.
Use the Miscellaneous1 and Miscellaneous2 fields to log a detail that can then be included in the header of many reports. Some examples may be: Region, Office Name, Reference ID, Budget Number, etc.
Use the Hide from Hotel checkbox to hide the event from hotel users accessing Passkey. This setting is not available for Hotel licensees. This field is seen only if the Organizer has been configured by Passkey to use this option.
IMPORTANT: The default Hide from Hotel setting for Organizations using this option is ON. The box should be unchecked for any events where the participating hotels should have access.
IMPORTANT: When this option is enabled, ALL Hotel Notifications are disabled including the Hotel Welcome Email and Reservation Notifications.
Use the Event Type fields to specify a business category for the event.
Event Type: select from a dropdown list of standard, default event types including Association, Corporate, Social, Wedding and Other.
Event Sub-Type: select from a list of custom event types as created in the organization or hotel’s library. All Sub-Event Types that are ON in the library will be available as a selection.
Use the Internal Contact for Planner to specify who will receive an email alert when a roomlist is dropped off, or a notification when a message is posted to the Bulletin Board on the planner dashboard.
Use the Assign User to My Event field to add specific users to the event. Users assigned to the event will see this event when using the My Events filter from the Home page. My Event users will also receive SmartAlerts that are being sent to My Event users if that option was selected for the event.
If the option is available, Enable Nor1 upselling on the Attendee Website. This setting works in conjunction with the setting in the hotel profile and is applicable only to hotels that have the Nor1 system.
This section provides an area for the event
organizer to add notes that users of the Call Center form will see when
making reservations. The user must click on the event name when in the
Call Center form in order to view what has been entered in the Event
Call Center Notes field. 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: This event-level setting may be inherited from a bundle or from a copied event. This setting may be modified at each hotel where complimentary room nights may be earned.
Although you cannot change the locale or currency once an event is created,
you can add or remove language options. If you add language options, you
can also add translated text for the Venue,
Event Call Center Notes, and Wait List Instruction Message.
To add the translated text, click the globe icon ()
to the right of the text field then enter text in the pop-up. Make sure
that you select the language (using the Locale
drop-down in the pop-up) before entering the text.
TIP: If you added language options but you do not see the globe icon, save your changes then come back to this page.
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 or bundle (if one was used), but can be changed for this event. 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.
GroupMasterLink (GML) facilitates integration between Passkey and a hotel’s Sales & Catering System, Property Management System, or Central Reservations System (collectively referred to as a PMS in this document). The ability to push information from a PMS into Passkey can essentially set up a single property event in a matter of minutes, thus further automating the group housing process.
Updates via GML allow changes to an event's inventory to be updated automatically via GML messages.
The following changes are supported:
This section is only visible if the Hotel is enabled for GML and the event was created via GML. In this case the defaults for handling incoming GML updates come from the Hotel, as described in Hotel: Defaults settings, but can be changed within each event.
Check Enable Wait List to allow a Wait List to be used for this event. However, note that each Hotel and each night at the sub-block level must be configured to allow a Wait List on the Event Home page. If Wait List is available, you can selectively allow Wait Lists for different Room Types. Once you enable Wait List, you can then allow or disallow automatic acknowledgements when a Wait List occurs and allow or disallow auto-fulfill reservations. The auto-fulfill feature will assign new availability from existing inventory to a Wait Listed reservation without any intervention from you. This will happen on a first come first served basis. When the Wait List feature is enabled a message can be created to inform the attendee of the Wait List policy.
TIP: Add a message to appear on the attendee website and acknowledgement for the attendee to see. This will require use of the Wait List tag within your acknowledgements.
NOTE: Reservations with Wait Listed night(s) have a status of pending. Pending reservation are not sent to the hotel on reservation access date. Reservations with a confirmed status are the only reservations provided through GroupLink or RezHUB.
NOTE: When you uncheck Enable Wait List please note that if any reservation(s) remain in the Wait List reservation page (under Reservations), the page will not immediately be hidden. However, once the reservation(s) are cleared and confirmed, the Wait List page will be hidden if the feature is turned off.
NOTE: This feature will only be available if enabled by Passkey for the organization.
Inventory Requests can be utilized to request inventory from hotels. The feature automates the process by which the Event Organizers add inventory by surveying hotels to determine availability for a particular event. Automated emails help keep the communication process simple between the Event Organizer and participating hotels.
Turn the feature OFF to disable it for this event.
NOTE: This feature will only be available if enabled by Passkey for the organization.
You can set up the default commission structure for the event in one of several ways. The ON/OFF switch determines whether the feature is used for this event.
Amount: Enter a number here that is greater than or equal to zero.
Select the commission basis:
%: Choose this to indicate the amount you entered is a percent.
Gross Taxes: The commission is taken as the percent of the total reservation amount (including taxes).
Net of Taxes: The tax amount is backed out of the reservation and includes the base room rate and all additional guest fees. The commission is calculated on this amount.
Amount: Choose this to indicate the amount you entered is a currency figure.
Per Reservation: The amount will be applied to the entire reservation.
Per Room Night: The amount will be applied to the reservation per room night.
A detailed Post Event Reconciliation navigation tab appears if this feature is enabled for the organization and turned ON for the event.
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:
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, coming through the registration process) 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.
Enable custom travel information questions enables the collection of travel-related information for individual guests on a reservation. The instructions and layout you define determine what the guest sees on the attendee website, and the defaults you see come from the bundle or profile. Uncheck the box if you do not want to collect travel information from guests for this event.
Edit. Opens a panel where you can edit the layout for the travel information section.
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.
Note: Run the Travel Details report to quickly gather guests' travel preferences.
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.
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.
Allow Blank or Partial Addresses in a Reservation. If not checked, guests are required to enter their address.
Note: In Citywide events where the Hide from Hotels feature has been enabled, the Blank or Partial address option will override the setting on the hotel profile.
Select Enable new Planner Dashboard to use the Planner Portal., or deselect to continue using the older Event Dashboard.
Select Enable Dynamic Upsell to use the Dynamic Upsell model within the event. The upsell model that is used defaults from the organization or hotel defaults, but can be adjusted per event. The upsell model can be changed at any time for any event (whether open or closed) but the best practice is to use a single model.