Rooming: who sleeps where
Assign delegates to room blocks, room types and beds, including who is sharing with whom.
For anything with an overnight stay, rooming is the fiddliest part of the job and the one clients notice most when it goes wrong.
Add an assignment
Click New assignment and set:
- Room block, which block of rooms it comes from.
- Room type, such as double or twin.
- Stay, the dates that person is in the hotel.
- Bed, which bed within the room.
- Sharing group, which is how you keep people who agreed to share together.
Sharing groups
This is the field that saves you. Two colleagues happy to share a twin go in the same sharing group. Somebody who paid the single supplement does not.
Get it wrong and you have two strangers in a double bed at midnight, which is a phone call nobody wants.
Stay dates are per person
Not everyone arrives and leaves together. Speakers often come a night early, organisers stay a night later. Set the stay per assignment rather than assuming the program dates.
Where the rooms come from
A room block is accommodation you have secured, usually through an RFP to a hotel. See Sourcing with RFPs.
Program rooming is the plan. The actual holds against hotel inventory live behind Operations, so what you set here is the intention rather than the execution.
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