Event room block management software, also called event accommodation software, lets organisers sell the hotel rooms in their room block to attendees during registration, with ticket-based access, approvals and rooming lists in one place.
Event Room Block Management Software That Sells Hotel Rooms at Checkout
Sell hotel rooms in the same checkout as your tickets. Add the hotels you have contracted, load your room block with nightly rates and taxes, decide which ticket types can book which rooms, and approve stays at selected hotels before anyone is charged. One order per attendee and one rooming list per hotel.
City tax added at payment $1,156
Trusted by organisers of conferences, expos, summits and incentive trips worldwide
Hotel Booking That Lives Inside Your Registration
No more hotel booking links in the confirmation email. Rooms sell in the same checkout as the ticket.
- Rooms in the ticket checkout. Attendees add a hotel room to the same order as their ticket.
- Your room block, your rules. Room types, inventory, nightly rates, taxes and minimum stays.
- Ticket-based access. VIP, speaker, exhibitor and staff tickets each see their own hotels.
- Approve before you charge. Switch on approval for any hotel and review each room first.
- Rooming list in one click. A CSV per hotel, ready to send before arrival.
- Share a booking link. Copy a link per hotel for your emails or event website.
- One order. The room sits on the same order as the ticket, inside Eventify event registration and ticketing.
How Event Room Block Management Works In Eventify
Four steps from a signed hotel contract to rooms selling in your ticket checkout.
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Add your hotels
Search the hotel by name and Eventify fills in the address, phone and rating. Add the distance from the venue, photos, amenities and policies. See the setup guide.
Load the room block
Create room types with the rooms you hold, bed setup, occupancy and minimum stay. Set the nightly rate and tax, or make the room free.
Choose who can book
Open each hotel or room type to all tickets, chosen tickets or none. Set it from the hotel, the room or the ticket.
Attendees book at checkout
Guests pick their dates and a room with their ticket in the new ticket portal. You approve, move guests and export the rooming list.
See A Room Block Selling In A Real Checkout
See hotels, room types and ticket access in a live walkthrough. Most demos take 30 minutes.
Room Block Headaches, And How The Software Fixes Them
Half your attendees book outside the block.
The room sits in the ticket checkout at your group rate, with each hotel's distance from the venue.
Attrition fees arrive after the event.
The dashboard shows rooms booked against your inventory for each hotel, ahead of the cutoff.
Poachers email attendees fake housing offers.
One official place to book: your own checkout. Fakes are easy to spot.
Rooming lists rebuilt from spreadsheets.
Export the guest list per hotel as a CSV and send it straight over.
VIP and speaker rooms leak to the public.
Ticket-based access shows each room only to the ticket types you choose.
Refunds and room changes in two systems.
Ticket and room share one order in your sales report, with the price difference worked out.
Stop Paying For Empty Hotel Rooms At Your B2B Event
Negotiated a hotel block, then spent weeks chasing attendees to book? In two minutes, see how to:
- Set up your hotels and room blocks inside your event platform.
- Let attendees book their rooms in a few clicks.
- Track bookings in one dashboard, without a spreadsheet.
Fill Your Room Block Before The Cutoff Date
See ticket-based rooms, approvals and occupancy per hotel in a live demo.
Everything You Need To Run Event Hotel Booking Yourself
Hotels, room types, pricing, access and bookings in one place, next to your tickets.
Hotel search that fills itself in
Pick the hotel from Google results. Name, address, phone and rating fill in for you.
Room types and inventory
The rooms you hold per type, with bed setup, size, occupancy and minimum stay.
Paid or free rooms
Charge a nightly rate through your payment gateway, or comp rooms for speakers, staff and VIP guests.
Taxes your way
VAT, city tax or GST on top of the rate, or follow the event tax.
Date-wise rates
A higher rate for peak nights, the normal rate for the rest.
Extra-person pricing
Set the guests included and charge per extra guest, per night.
Ticket-based access
Open each hotel or room to all tickets, chosen tickets or none.
Booking approval
Paid rooms are charged only after you approve. Rejected rooms return to the block. How approvals work.
Room changes
Move a guest to another room or hotel, with the difference worked out.
Rooming list export
A CSV per hotel with room, dates, nights, guests, who shares the room and payment status.
Hotel policies and notifications
Check-in times and policies on every booking. The hotel hears about new bookings.
Accommodation dashboard
Total hotels, rooms booked, revenue, average rate per night and occupancy by hotel, next to your sales reports.
| Guest | Hotel and room | Stay | Status |
|---|---|---|---|
| Priya AnandVIP Pass · #4821 | Harbourside GrandDeluxe King | 13 to 16 May3 nights · $657 | Confirmed |
| Marcus LeeExhibitor · #4822 | Foundry SuitesStudio | 13 to 15 May2 nights · $328 | Awaiting approval |
| Dana OrtizSpeaker · #4823 | Harbourside GrandDeluxe King | 12 to 15 May3 nights · Free | Confirmed |
| Tom BeckerGeneral · #4824 | Parkline HotelTwin Room | 14 to 16 May2 nights · $328 | Pending |
Approve, Move And Export Every Booking From One Screen
- Search and filter by guest, email, booking ID, hotel or status.
- Approve or reject rooms at hotels that need approval, before they are charged.
- Move a guest to another room or hotel, with the price difference shown.
- Export the rooming list for each hotel in one click.
- Resend confirmation emails to one guest or many.
Approve Rooms Before They Are Charged
See approvals, room changes and rooming lists in a 30-minute demo.
Decide Who Can Book What, Ticket By Ticket
Every hotel and room type starts closed. Give access from the hotel, the room or the ticket.
| Ticket type | Harbourside Grand HQ hotel, suites | Parkline Hotel Partner hotel | Foundry Suites Approval on |
|---|---|---|---|
| VIP Pass | Yes | Yes | No |
| Speaker | Free room | No | No |
| Exhibitor | No | Yes | Yes, with approval |
| General admission | No | Yes | No |
| Staff and crew | No | No | Free room, with approval |
What Changes When Rooms Sell With The Ticket
Book outside the block
The share found in a Kalibri Labs survey for PCMA. A room in the checkout closes that gap.
Ticket and room together
One checkout, one order, one confirmation email.
Rooming list per hotel
Every guest, room type, date and night, ready to send.
Rooms shown to the wrong ticket
New hotels and rooms stay closed until you open them.
To handle every room
Sell it, give it away, or hold it for your approval.
Everything in one place
Dashboard, Hotels, Rooms and Bookings, under Registration.
Rooms, Tickets And Check-In In One Platform
One order from the ticket checkout to the hotel rooming list, with check-in and badge printing on the same platform.
Conference Accommodation For Every Event Type
New to the acronym? Read what MICE means, or see how Not Just Travel runs its travel events on Eventify.
Conferences and congresses
HQ and overflow hotels for B2B conferences at different price points.
- Speaker rooms you cover
- Peak rate for the gala night
- Rooming list per hotel
Expos and trade shows
Exhibitor teams book with their exhibitor tickets.
- Exhibitor-only hotels
- Approval before charging
- Staff and crew housing
Corporate and incentive trips
Company-paid stays for corporate events and incentive trips.
- Free rooms for employees
- Shared rooms by occupancy
- ID and deposit policies
Associations and tournaments
Members and teams book through the event.
- Member rates by ticket
- Team rooms booked at registration
- Minimum-stay rules
What To Look For In Room Block Management Software
Six checks for any housing tool. Choosing the ticketing side too? See our event ticketing software comparison.
Rooms in the checkout
Same checkout and same order as the ticket, or attendees book elsewhere.
Access by ticket type
Set access from the hotel, the room type or the ticket.
Paid, free and approved rooms
Comped and approval-based rooms without workarounds.
Real hotel pricing
Date-wise rates, extra-person charges, minimum stays and local taxes.
Rooming lists for hotels
A clean CSV per hotel plus booking notifications to the hotel.
One record for changes
Room changes, refunds and approvals update one order.
Hotel Booking Link, Separate Housing Platform, Or Built-In Accommodation?
| What you need | Hotel booking link | Separate housing platform | Eventify accommodation |
|---|---|---|---|
| Room booked in the ticket checkout | No, a second site | Usually a second site | Yes, same order |
| Rooms limited by ticket type | No | Sometimes | Yes |
| Free and approval-based rooms | No | Sometimes | Yes |
| Rooming list for the hotel | Hotel's own report | Yes | CSV per hotel |
| Who takes payment | The hotel | Varies | Your checkout, or free |
| Attendee data in one place | No | Synced or re-imported | Yes |
Moving From Another Housing Tool?
Bring your hotel contracts to a demo and see your block running in Eventify.
Hotel Room Block Terms, Explained
The words in a hotel group contract, and where each one shows up in Eventify.
- Room block
- Rooms a hotel holds for your event at a group rate until a cutoff date. Each room type you create carries the number of rooms in your block.
- Courtesy block
- A small, informal block with no attrition penalty. Unbooked rooms are released at the cutoff.
- Attrition
- The fee when pickup falls below an agreed share of the block, often 80 to 90 percent. Plan for it with our free event budget tool.
- Cutoff date
- When unbooked rooms return to the hotel, often three to four weeks before arrival. Put it in your event planning timeline.
- Pickup
- How many rooms or room nights in the block have been booked. The dashboard shows it per hotel as occupancy.
- Rooming list
- The guests, room types and stay dates a hotel needs before arrival. Eventify exports it as a CSV.
- Shoulder nights
- The nights just before and after the main dates. Date-wise rates price them differently.
- Group rate
- The discounted nightly rate for the block. Enter it as the room's rate, with taxes on top, and track it in your event budget.
Talk To Our Event Team
Tell us your dates, expected attendees and how many hotels you use. We quote registration, ticketing and accommodation together.
- Per-event or annual pricing
- Migration support from your current registration tool
Guest Data And Payments, Handled To Enterprise Standards
ISO 27001:2022 certified, SOC 2 Type 2 audited and GDPR compliant. Role-based permissions control what each team member can access.
Event Accommodation And Room Blocks, Answered
What is event room block management software?
What is a hotel room block for an event?
How does a hotel room block work?
How do attendees book a hotel room with their event ticket?
Can I limit hotels or rooms to certain ticket types?
Can hotel rooms be free, or need my approval first?
What is a rooming list, and can I export one?
How do I avoid attrition penalties on a hotel room block?
What is a courtesy room block?
Do you have to pay for a hotel room block?
Can I change a guest's room after they book?
Is accommodation part of the Eventify registration platform?
See Your Room Block Sell At Checkout
Book a 30-minute walkthrough of hotels, room types, ticket access, approvals and the rooming list export.
- Hotels, rooms and ticket access shown live.
- Real checkout with a room added to a ticket order.
- No card required to demo.
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