Accommodation management for professional events

Your confirmed attendees are already in the platform: all that's left is to house them. The process comes in four steps:

• declare your hotels and room categories: single, double, twin, or suite
• assign rooms, or let attendees choose their own
• send the rooming list to the hotel
• share each attendee's room number and practical information

The rooming list is the document the hotel asks for before the group arrives. It lists the reserved rooms, their category, and the names of the people occupying them. It's also the most unstable file in a seminar: every cancellation and every late registration makes it outdated. Generated from your registrations, it stays accurate without any re-entry.

Two ways, often combined on the same event:

• you assign rooms yourself, useful for your speakers, your VIPs, and teams that shouldn't be split up
• your attendees form their own room and choose who they share it with, useful for an incentive trip

A category can reject incomplete rooms, so you don't pay for a double occupied by a single person.

Yes, and it happens as soon as the group exceeds one property's capacity. A convention spread across three hotels in the same neighborhood, a conference with one hotel for speakers and another for attendees, a roadshow changing city at each stop: each hotel keeps its own address, hours, arrival instructions, and room categories.

Yes, if you enable this option. Attendees only see the categories they're entitled to, select theirs, then add their roommates:

• among the event's other attendees
• among people registered at the same time as them, as part of a group registration
• by searching an email address, when you'd rather not display a photo directory

Each room category is reserved for a segment of attendees. Your speakers are offered suites, your attendees standard rooms, their guests doubles. No one sees a category they're not entitled to, and you don't have to make case-by-case decisions.

The hotel usually sends back the numbers a few days before arrival. You import its file in one go, then an email campaign sends each attendee their room number along with the hotel address and hours. The same information stays available on the attendee's page, useful at the front desk when the network is poor.

Room assignment tracking answers this continuously:

• how many attendees are housed, and how many are still waiting
• which categories are full and how many beds are still free
• which rooms haven't received their number yet

You adjust your booking with the hotel before the cancellation deadline, not on the day it bills you for empty rooms.

Any professional event where attendees stay overnight:

• corporate seminars and conventions
• multi-day conferences, congresses, and summer schools
• incentive trips, team-building events, and motivational trips
• general assemblies and executive seminars
• trade shows where exhibitors are housed by the organizer