Accommodation

In this article, you’ll find...

How to activate the accommodation module

How to set up accommodation

What reports you can expect from accommodation registration

How to change accommodation details for a booking

Also, check out the recording from our webinar on accommodation: 

How to activate the accommodation module 

To activate the accommodation module in your registration, check this option under "initial setup". When you do so, a new step will become available in the setup process and will appear as part of the setup wizard.  

How to set up accommodation 

Go to the "Accommodation" step, which will appear once you have activated it in the initial setup.

The first thing to consider is which dates you want to offer accommodation for, and whether you want to give participants the option to book extra nights before or after the main event.

For example, if you want to give participants the option to stay overnight one day before or an extra night after the event, you can easily add this by clicking on “Change accommodation dates.” Then click on “+1 day before” or “+1 day after.”

The next step is to add a location. This could, for instance, be a hotel you collaborate with, a campsite, a retreat center, a group of cabins, or something similar.

Click the “+ Add location” button. Here, you can enter the specifications for the accommodation you will be using.

Click “Create” to add this.

Now you can add rooms and any room types available at the accommodation. If you have a campsite or camping area, you can specify the units under “Room Name.” Examples of this could be a tent pitch, cabin, or space for a caravan.

 

 

Click “+ Add room”

 

 

 

Facilities are added by typing the name of each facility and then pressing Enter ↵ on the keyboard. When you add multiple facilities, a library will be created that can be used for the other accommodation locations you have for the event. This makes it easier to manage and reuse the information.

 

 

 

The next step is to add people and the number of beds per room. Enter the number of physical beds per room in the “Number of beds” field. One double bed = 1, two single beds = 2.

 

 

The next step is to define the pricing model. You must first choose whether the price will be per participant (per person) or per room. Then, specify whether the price applies per night or for the entire stay. It is common for accommodation prices to include VAT at 12%, but this can be adjusted as needed.

 

 

Once you have filled in all the details about the locations, you can proceed to any additional services. Add-ons can include breakfast or other paid services with varying VAT rates, such as access to electricity at campsites or use of a gym at hotels.

 

Click “+ Add add-on” to get started. Here, you can specify the details of the add-on service, including the choice of pricing model, in the same way as for room types. Also consider whether this add-on should apply to all accommodation locations you offer for the event, if you have multiple options available.

These details will, among other things, be specified on receipts and invoices.

 

 

Once you have added the add-on service, it will appear in the overview under the different locations.

 

 

 

Once you have added all add-ons and saved the changes, you can proceed to the next steps in the setup. We recommend testing your registration by clicking on “View registration.” This allows you to review the registration flow and ensure that everything is set up as you want.

 

 

What reports can you expect from accommodation registration?

Once your ticket sales or registration is launched, you can monitor the bookings in the order summary. Go to your event under “My Page” and view the details of the sales for the different ticket types.

 

 

If you want to see a list of the individual rooms or by location, you can click on the words marked in blue. These will each take you to a separate list of participants/bookings that have reserved accommodation.

 

You can choose to show the list either by booking or by guests.

 

 

If the accommodation requires a report, you can easily retrieve it by navigating to the list for each location and clicking on the Excel icon.

 

 

How do you change accommodation for a booking?

To change accommodation, you need to go to the specific booking via the order report. Click on the booking number. Once you have opened the order window, the accommodation details will be displayed under the information describing the ticket the participant has purchased.

 

 

To make changes to the selected accommodation, click on “Action” and then select “Edit.”

 

Enter the changes you want and save. If any pricing changes have been made, you must generate a new invoice or, if necessary, issue a credit and refund. Check the status in the order window.