Event accommodation lets attendees book a hotel room from your event's booking pages, alongside or after their ticket. In Eventify you add each hotel, set up the room types you hold as a hotel room block, and decide which ticket holders can book them.
In the admin panel, go to Registration > Accommodation. It has four pages: Accommodation Dashboard, Hotels, Rooms and Bookings.
If you don't see Accommodation in the Registration menu, the feature isn't switched on for your event. Accommodation only works with the new ticket portal. Switch the event to the new portal first, then turn on the Accommodation module under Setup > Features. See How to Switch Your Event to the New Ticket Portal.
Nothing is bookable by default. A hotel or room only appears to attendees once you give access to at least one ticket (see below).
#image# Add Hotel window on the Find the hotel step with the hotel search box and the Enter hotel details manually link
To change a hotel later, click Edit on it and then Save changes. From the hotel you can also go to Manage Rooms or Manage Bookings, Pause or Resume it, or Delete it.
The Hotel Policies section of the hotel window holds the practical rules of the stay. All fields are optional and travel with every booking at that hotel, so guests can look them up from their order.
#image# Hotel Policies section of the Add Hotel window with the check-in and check-out times and the policy text boxes
In the hotel window, switch on Bookings need approval if you want to check each booking first. Rooms at this hotel then wait for your approval before they are confirmed, including when they are booked together with a ticket. Paid rooms are charged only after you approve.
Hotels with this switched on show an Approval required badge. See How to Approve or Reject Hotel Room Bookings.
#image# Add Room window with the Hotel, Room Type Name, Room Size, Nightly Rate, Tax name, Total Rooms, Minimum Stay (nights) and Max Occupancy fields
You can't lower Total Rooms below the number already booked. Use Hide or Show on the Rooms page to hide a room type without deleting it.
By default the nightly rate covers everyone up to the room's Max Occupancy. To charge for additional people:
The extra person rate only applies when Guests Included is lower than the Max Occupancy. Free rooms don't have these fields.
Under Date-wise Rates, click Add date rate to charge a different nightly rate on specific nights, for example a higher rate on the main conference night. For each row pick From, To and the Rate. Leave To empty for a single date. A night without a date rate uses the normal Nightly Rate, and date ranges can't overlap. Click the bin icon to remove a row.
#image# Add Room window showing Guests Included in Rate, Extra Person Rate (per night) and two Date-wise Rates rows
You can set access from the hotel or room, or from the ticket.
From a hotel or room: open the Available to dropdown and choose All tickets, pick specific tickets, or choose None. Below it, Tickets that can book this lists every ticket with access. A room also gets access from its hotel ("Via whole property") and from tickets set to all accommodation ("On All accommodation").
From a ticket:
See How to Create and Manage Ticket Types on Eventify.
On the Hotels page, click Copy booking link on a hotel. You'll see "Booking link copied." Share it in emails or on your event website so ticket holders can go straight to that hotel. A paused hotel's link can't be copied until you Resume it.
#image# Accommodation Dashboard with the Total Hotels, Total Rooms Booked, Revenue and Avg Rate / Night cards, the Occupancy by Hotel chart and Recent Bookings
Go to Registration > Accommodation > Accommodation Dashboard. It shows:
To change a guest's room or download the guest list for a hotel, see How to Approve or Reject Hotel Room Bookings.
Why can't attendees see my hotel?
A hotel or room is only bookable once a ticket has access. Set Available to on the hotel or room, or Accommodation this ticket unlocks on the ticket. Also check the room's Status isn't Hidden.
Why don't I see Accommodation in the Registration menu?
Your event is still on the old ticket portal, or the Accommodation module is off. Switch on New portal on the Tickets dashboard, then enable the module under Setup > Features.
Can I set up a hotel room block for my event?
Yes. Add each room type under Rooms and enter how many you hold in Total Rooms. The dashboard shows how many are booked against that inventory.
Can I charge more for a third guest in a room?
Yes. Set Guests Included in Rate to 2 and enter an Extra Person Rate (per night). The third guest is charged that amount for each night.
Can I add a hotel that isn't on Google?
Yes. Click Enter hotel details manually in the Add Hotel window.
Can I offer free rooms?
Yes. Set Room Type to Free when you add the room.
Need more help? Contact Eventify support from the admin panel.
