This report displays event reservation activity for a specified date range based on reservation status (such as new, modified, and cancelled) and the method used to book the reservation (such as email, fax, mail, phone, web, and mobile). Also included in the report is the total number of no-show reservations (that is, those reservations cancelled after the reservation arrival date) and the net new rooms (less cancellations) for the specified date range and event total as of the date the report was run.
This report displays in Excel.
NOTE: This report is updated on a daily basis by 4 a.m. Eastern Time (ET). Please take this into account when comparing with other real-time Passkey data or reports.
To run the report:
Determine whether to run this report for the selected event or all events.
If running the report for a single event, select an event by doing one of the following:
View the Selected Event banner below the Find Event row. The desired event may already be selected.
Use the Find Event drop-down list to search within your favorites or recently viewed events. Once selected, click the Find button to view events. Click on the desired event.
Choose By Event Name in the drop-down list, enter the name or partial name of the event then click Find. Click on the event name from the matching list of events.
Click on Advanced Search then enter search criteria in one or multiple fields. Partial names are allowed. Click Search. Click on the desired event from the list.
Determine whether to group the reservation activity by City or Hotel.
If running the report across all events, select the reservation activity date range. If your organization has sister properties, select your organization or one of your sister property hotels.
Optionally, check the Primary Organizer Only box and select the organizer's name to limit the report to events from one organization.
Optionally, select the currency conversion to use
Click Generate Report to run the report.
The key improvements in this new report versus the older Event Activity (Excel) report include:
Improved performance
A new column called Res Close Date that shows the Reservation Close Date of the event
A split of the Web (New) column into Web Full Site (New) and Web Mobile (New) to clearly show mobile activity
A column Net New Reservations that shows how many new reservations remain active. Reservations that are cancelled, no show, or fully waitlisted are excluded.
A column Peak that shows the peak room nights for the event. Grouping by City shows peak numbers for the whole event. Grouping by Hotel shows peak numbers for each hotel in the event separately.
Another important change to note is that the report data is now refreshed daily.
For clarity, the set of events included in the report depends on who is running the report, and requires some definitions:
For the Hotel User:
HotelDirect (HD) - describing events owned by the Hotel
CityWide (CW) - describing the Hotel's participation in CW events created by third party organizations
Multi-Property (MP) - describing the Hotel's participation in CityWide events created by a Multi-Property (MP) organization related to the hotel
For the Organizer User:
CityWide (CW) - describing events created by the organization
The following table describes the events and reservations that are included when the report is run.
Hotel/Organization Running Report |
Has Sister Properties |
Report Display |
| Hotel | No |
|
| Organization | No (Primary Organizer unchecked) |
|
| Organization | No (Primary Organizer checked) |
|
| Organization (with sister properties) | Yes (Primary Organizer unchecked) |
|
| Organization (with sister properties) | Yes (Primary Organizer checked) |
|
The following table defines all of the columns shown in header and main body of the Excel report.
Column Name |
Business Definition |
Events Opened |
Events which were open for reservations at least one day during the reporting period |
RegLink Events |
Open events enabled for RegLink (Event Connector) |
Events Currently Open |
Events that are currently open |
City |
The city in which the event takes place |
Event |
The name of the event |
Res. Close Date |
The general reservation close date for the event |
Peak |
The number of rooms in the current block on the peak inventory night for the event |
*Exchange Rate |
The latest exchange rate (from data that is updated daily within Passkey) for the selected currency conversion |
Email (New) |
The count of Gross Reservations (including cancelled and waitlisted reservations) that was booked by the Email method within the Call Center form |
Fax (New) |
The count of Gross Reservations that was booked by the Fax method within the Call Center form |
Mail (New) |
The count of Gross Reservations that was booked by the Mail method within the Call Center form |
Phone (New) |
The count of Gross Reservations that was booked by the Phone method within the Call Center form |
RLM (New) |
The count of Gross Reservations that was booked within the Rooming List Manager (RLM) |
MRB (New) |
The count of Gross Reservations that was booked within Multi-Room Booking (MRB) |
Web Full Site (New) |
The count of Gross Reservations that was booked on the Web Site (desktop) |
Web Mobile (New) |
The count of Gross Reservations that was booked on the Web Site (mobile) |
GL (New) |
The count of Gross Reservations that originated in the Hotel and then transferred into Cvent Passkey via API inbound |
Other (New) |
The count of Gross Reservations that was booked via an unlisted channel which can be selected within the Call Center form |
Total (New) |
The count of all Gross Reservations from all channels |
Web Room Nights (New) |
The part of Gross Room Nights (New) which came from the Web Full Site and Web Mobile Site |
Web Revenue (New) |
The part of Gross Revenue from reservations booked via the Web Full Site and Web Mobile Site |
*Web Revenue (New - <currency>) |
The Web Revenue (New) converted to the selected currency |
Gross Room Nights (New) |
Number of rooms nights booked during the reporting period as part of Total (New), excluding pending (Wait Listed) nights |
Gross Revenue |
Total Revenue from reservations booked during the reporting period as part of Total (New), excluding pending (Wait Listed) nights Gross Revenue includes Gross Add-On revenue |
*Gross Rev. (<currency>) |
Gross Revenue converted to the selected currency |
Web (Modified) |
Number of modifications to reservations via the web and mobile site |
Total (Modified) |
Number of modifications to reservations via any reservation channel |
Web (Cancelled) |
Number of cancellations to reservations via the web and mobile site |
Total (Cancelled) |
Number of cancellations to reservations via any reservation channel NOTE: The total number of cancellations may include reservations that were created outside of the "Reservation activity dates" |
No Shows |
Number of "No Show" reservations (i.e. reservations cancelled after the reservation arrival date) NOTE: These reservations are considered to be part of the cancellations in Total (Cancelled) and may be part of Web (Cancelled) if the "No Shows" were cancelled via the Web or Mobile Site. |
Net New Res |
Active reservations created during the reporting period, excluding "Cancel", "No Show" and "Fully Wait Listed" reservations |
Net New Rooms |
Number of rooms on reservations in Net New Res |
Net Revenue |
Total Revenue from reservations booked during the reporting period as part of Net New Res Net Revenue includes Net Add-On revenue |
*Net Revenue (<currency>) |
Net Revenue converted to the selected currency |
Net New Room Nights |
Number of rooms nights booked during the reporting period as part of Net New Res |
Total Rooms as of <close date> |
Net rooms on reservations for the event created from the reservation open date up to the reservation close date. NOTE: Net New Rooms and Total Rooms may differ if the date range in "Reservation activity dates" is shorter than the date range the event has accepted bookings |