Feedback on: EventPro Planner Manual - Add Accommodation Arrangements for AttendeesAdd_Accommodation_Arrangements_for_Attendees_Chapter_10Chapter 10: Attendee Accommodations > Add Accommodation Arrangements for Attendees /Dear EventPro Planner Documentation Department,
Add Accommodation Arrangements for Attendees
1.
In the Event Maintenance screen, find the event containing the attendee to which you want to add accommodation arrangements.
(Remember, for ease of reference, this manual will call the accommodation records created in Event Setup “Accommodation Reservations”, and the accommodation records created in Event Maintenance | Attendees “Accommodation Arrangements” or “Accommodation Bookings”.)
2.
Click on the Attendees tab.
3.
You can enter accommodation bookings from two different places under the Attendees tab.
Under the View Attendees tab, find or select the attendee who will be designated the Primary Occupant of the room.
Select the Accommodations tab in the bottom section of the screen and click the New button to the right.
Depending on your System Settings, you may receive a prompt asking what type of accommodation record you want to add: Open (a totally new accommodation arrangement) or Reservation (select from a list of existing accommodation reservations). A default will be selected, according to your system settings, but you can change it if you like. If the prompt does not appear, it has been set to None in your system settings. See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Attendees: Accommodations.
If you opened this window in the main Accommodations tab, you must first select an attendee. If you started this accommodation arrangement from the Attendees | View Attendees tab, you will not have to select an attendee, as you already chose the attendee for whom you are creating the arrangement.
2.
Click the ellipsis next to the Attendee field, select the appropriate attendee in the Find Attendee window and click OK. To review how to search in a Find window, see Chapter 1: Overview, Common Functions: Find a Record.
3.
The attendee selected here will be designated the Primary Occupant of the room.
You can either create a new accommodation arrangement here, or if you have already created hotel reservations while setting up the event (review Chapter 5: Set Up an Event, Attendee Setup: Reservations, Add Accommodation Reservation), you can select from that list of reservations. You may have selected the type of accommodation record to add - Open or Reservation - from the earlier prompt; see View Attendees Tab above.
Click the Select Reservation button in the bottom left corner. The Accommodation Reservation window appears.
2.
In the Accommodation Reservation window, select the Check In and Check Out dates. The Check In and Check Out dates must be within the dates of the pre-booked accommodation reservation.
3.
In the selection grid, click on the hotel Room Type you want to reserve for this attendee and click OK. You must choose one of the available reservations, which will be highlighted green. Reservations that are red are already full, and you will not be able to select them.
4.
Remember that if this room is a Joined To room, the Available column will display N/A, but you can still select that room rate if the main room type above has availabilities. To review how Joined To rooms work, see Chapter 3: Companies/Contacts, Company Venues and Hotels: Hotel Room Types.
5.
Back in the Attendee Accommodation [New] window, the Hotel information will default in. The green-highlighted Open Accommodation heading will change to the red-highlighted heading, Reserved Accommodation.
6.
You will not be able to edit the Hotel information, but you can alter and add other information in the reservation.
If you are not using a pre-entered hotel reservation, begin creating an accommodation booking by selecting a Hotel Name from the drop-down list. You set up companies and classified them as Hotels earlier in Chapter 2: Companies/Contact, Enter a New Company.
The hotel’s information will default into the fields below.
If you selected a pre-existing reservation from Event Setup, the Room Type, Check In and Check Out dates/times, Confirmation #, and Rate/Night will default in. You cannot change the Room Type or Check In and Check Out dates.
2.
If you are creating a new accommodation arrangement, you can fill out those fields manually:
a.
Choose a Room Type from the drop-down list. You set up Room Types for the hotels in Chapter 5: Set Up an Event, Organization Setup: Venues/Hotels/Suppliers, Add Location, Setup Types, Features and Room Types.
b.
The Check In and Check Out dates will default to the Arrival and Departure dates of the attendee, but you can change them if you wish. The Check In and Check Out times will default to the Hotel’s check in and check out times, but you can also alter them or remove them altogether by unselecting the checkboxes.
c.
Enter a Confirmation #, if applicable
3.
Enter a Room #, if applicable.
4.
If this attendee will be sharing accommodations with other attendees, you can select the other room occupants in the Sharing With selection grid.
a.
Click the New button below the Sharing With selection grid.
b.
In the Find Attendee window, select the relevant attendee and click OK. To review how to search in a Find window, see Chapter 1: Overview, Common Functions: Find a Record.
c.
The attendee will be added to the Sharing With selection grid.
d.
To delete an attendee that you added, select the attendee and click Delete below the selection grid.
5.
If this accommodation arrangement should be recorded in a budget, select a budget Item from the Budget drop-down list under Charges. Budget items are set up in Chapter 5: Set Up an Event, Budget Setup. If you have multiple budgets, select the applicable budget from the Allocate To drop-down list.
6.
Choose who you will BillTo for this accommodation arrangement: Attendee, Attendee Group, EventClient or Not Billable. You would have chosen the default Bill To option when setting up the attendee earlier in Chapter 8. See Enter a Single Attendee: Billing Information.
7.
The Rate/Night will default to the amount assigned to the Room Type when you set it up in Event Setup, but you can change it. You may also add a Surcharge and Discount, if applicable.
Some Applicable Taxes may be pre-selected, but you can choose others if necessary.
The program taxes were set up earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and event taxes were set up in Chapter 5: Set Up an Event,Event Taxes and Default Taxes.
If you created user fields for Attendee Accommodations, they will appear in this tab. Fill in the fields as applicable.
To learn more about creating user fields, see Chapter 17: User Fields.
6.
When you have entered all the information you need in the Attendee Accommodation [New] window, click Save.
7.
The accommodation booking will be added to the attendee’s individual Accommodations tab as well as the event’s main Attendees | Accommodations tab. In the accommodation booking, the attendee will be designated the "Primary Occupant".
8.
Note that the Attendee's Arrival and Departure Dates may be updated automatically to the Check In/Check Out dates of the Accommodation Arrangement you just added, depending on your system settings. See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Attendees: Options.
9.
If you used one of the spaces in a reservation from Event Setup, the numbers under the Attendee Setup | AccommodationReservations tab in Event Setup will automatically calculate to show how many spaces have been used and how many are still available.
10.
If other attendees are sharing the accommodation booking, accommodation records will also appear in their names under the Attendees | View Attendees | Accommodations tab and Attendees |Accommodations tab. The sharing attendees will be designated "Sharing with Primary Occupant" within the accommodation booking. For more information about attendees sharing accommodations, see Add Occupants to Accommodations below.
