In this step, add the room inventory associated with the event. This step can be skipped and completed once the event is created.
The following tasks can be taken:
Add hotels to an event.
Add or update the Reservation Notification email address(es) (CityWide events only)
Add Room Types to an event.
Add Attendee Types to an event.
Create and manage sub-blocks.
Add inventory cap rules.
Adding inventory and rates.
Add a GroupLink Block Code.
TIP: For multi-hotel events, hotels will be listed in a dropdown. The page shows the room inventory for the currently selected hotel only.
If a GroupLink Block Code field is present, enter the appropriate hotel block code if it is not already entered. This code is used for reservation transfers for those hotels that use GroupLink.
To add hotels to a multi-hotel event:
Select the Inventory Tasks dropdown and choose the Add Hotels option.
In the pop-up window that follows, enter the desired search criteria to find the hotel and click Search.
In the Search Results area, select the desired hotel(s) and click Add Selected Hotels. The hotel is added to the list of hotels.
TIP: If the hotel is not found, try a less restrictive search. If the hotel is still is not found, go to the Advanced Options > Hotels menu and click Hotel Lookup. From the resulting search page, a new hotel can be added.
To add or manage hotel email notifications in a multi-hotel event there are four possible messages the user will see:
Reservation email notifications will be sent to this hotel. Please click here to update email address. Clicking this message displays the email addresses as defined in the Hotel Profile. They may be changed for this event.
Warning! Hotel reservation email address must be set. Please click here to set email address. No email address currently exists in the Hotel's profile and should be added.
Hotel is GroupLink integrated for 1-Way reservation transfer to the hotel system. Hotel is integrated with Passkey and has electronic delivery of reservations from Passkey to their property. Hotel receives alerts regarding unprocessed reservations from GroupLink.
Hotel is GroupLink integrated for 2-Way reservation transfer to the hotel system. Hotel is integrated with Passkey and has electronic delivery of reservations from Passkey to their property. Additionally, reservations made on-property are delivered to Passkey. Hotel receives alerts regarding unprocessed reservations from GroupLink.
IMPORTANT: An event may be created without entering hotel notification email addresses. It is recommended that email addresses be added when the event is created to ensure all hotels receive the proper notifications.
To add a Room Type from the hotel library to an event:
Select the Inventory Tasks dropdown and choose the Add Rooms option.
In the pop-up window, choose the Room Type(s) you wish to add from the library, along with the sell type and whether or not the room will use Primary Inventory.
When done, click the Add button to save your selections and add the Room Type to the event.
The same pop-up window allows a user to create a new Room Type:
Select Inventory Tasks dropdown and choose the Add Rooms option.
Click the New Room tab, then complete the information about the room. If you wish to use this Room Type in other events, you can add it to the library by checking the Add to Library box.
When done, click the Add button to save your selections and add the Room Type to the event.
IMPORTANT: If the event has multiple hotels, select the target hotel from the dropdown before adding a Room Type.
To add an Attendee Type from the hotel library to an event:
Select the Inventory Tasks dropdown and choose the Add Attendee Types option.
Click on the Add Attendee tab in the pop-up.
Select the Attendee Type(s) to add along with the free-sell enabled option.
When done, click the Add button to save the selections.
IMPORTANT: By default a sub-block is created to allow the inventory to be sold. To manage sub-blocks, click on the Add/Manage link next to Attendee Types under each room name.
To enter Nightly Rate and Original Block inventory information for a Room Type, fill in the first two rows of that Room Type. Inventory is automatically added to Free-Sell.
TIP: To apply the same Nightly Rate for all nights, enter the rate for the first night, then click the double arrow. This can also be done for Original Block.
To create a sub-block, an association needs to happen between an Attendee Type and a Room Type:
Click the Add/Manage link next to the Attendee Types for each Room Type, or select Inventory Tasks and choose the Manage Sub-Blocks option.
By selecting the box for each Room Type and Attendee Type a sub-block is created.
Each sub-block is identified by its Attendee Type name. Like the Room Types, nightly rates and original block can be managed on a night-by-night basis.
Free-Sell can be changed for each Attendee Type.
TIP: An Attendee Type can be removed from the Room Type by un-checking the Attendee Type box in the Add and Manage Sub-blocks pop-up window.
After adding Room Types, inventory can be added to a specific date within the inventory dates as follows:
Make sure the date is shown in the date bar above the All Rooms banner. If not, use the filter and browser scroll bar to display the desired dates.
In a Room Type, enter the nightly rate and total number of rooms in the column under the specific date.
If desired, repeat the previous steps for additional dates or another Room Type.
TIP: If the same rate will be used for all nights, enter the nightly rate in the first field and click the double arrows. The double arrows in the original block row can be used to populate the same inventory for all nights.
TIP: To filter the view by a single room type, select that room type from the dropdown next to All Rooms. To see all rooms again, select the All Rooms option.