Create a Room Block in the Hotel Center?

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Marianna Perry
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1 Create a Room Block in the Hotel Center? To create a room block for an event in the Hotel Center, click on the Room Blocks tab Click on the button to get to the add room block page Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 1

Blocks tab Click on the button to get to the add room block page Revised

2 Enter a Block Name and/or click on the drop down list to select a Hotel Name If a Block Name is not specified, the Hotel Name will automatically populate the field Note: If Allow attendees to register past the room block limits is checked the system will reflect a limited number of rooms is available by putting the word Limited next to the Hotel Name in the Block Name field The dates for the hotel block are set up automatically based on the information entered in the Event Start Date and the Number of Days field in the Event Info section of EMS The information can be found by clicking on Modify -> Event Setup -> Event Info Day This column shows the dates for which the hotel will be available Number of Rooms Enter the number rooms that have been reserved per day Cost Per Day Enter the cost of the hotel room for each day Public Check-In When a box is checked here the attendee is allowed to select this date as a check-in date Public Check-Out When a box is checked here the attendee is allowed to this date as a check-out date Note: By design, an attendee cannot check-out on the first day of a hotel block and an attendee cannot check-in on the last day of a hotel block Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 2

the hotel block are set up automatically based on the information entered in the Event Start Date and the Number of Days field in the Event Info section of EMS The information can be found by

3 Setting Shoulder Dates Click on start date to allow attendees to check in earlier than the event Click on end date to allow attendees to check out later than the event Note: If shoulder dates are added, remember to put a check mark in the Check-in and Check-out dates so those dates will show up on the registration form Setting up Room Block based on Attendee/Audience Types If there are multiple attendee types for an event, the attendee/audience types can be assigned to a room block so only that attendee/audience type can view the room block Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 3

Setting up Room Block based on Attendee/Audience Types If there are multiple attendee types for an event, the attendee/audience types can be assigned to a room block

4 Note: The Block Full Text is an alternate message box that replaces the standard Room Full message given on the registration form Note: Select Admin Only if the Room Block is no longer needed or will be managed on the admin side and does not need to be visible to the attendee Once all of the room block information is completed click Click if the room block information does not need to be saved To manually change the number of rooms for a day without going into the Room Block tab, click inside the box under the date that needs to be changed and click Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 4

Click if the room block information does not need to be saved To manually change the number of rooms for a day without going into the Room Block tab, click inside the

5 Check Make Block Question Required in order to make all the hotel questions within the room block required for all attendees Check Allow registrants to select No Hotel Preference to provide no hotel preference as an option to the attendee If the attendee selects no hotel preference, only a Checkin and Check-out date will be required to be selected by the attendee Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 5

attendee If the attendee selects no hotel preference, only a Checkin and Check-out date will be required to be selected

6 If Allow registrants to select No Hotel Reservation is checked, the option will appear as an option on the attendee form If the attendee selects the no hotel reservation option, a reason box will appear for the attendee to fill The Check-in or Check out dates will not need to be selected Note: If the No Hotel Reservation option is selected, the Check-In Date and Check-Out Date fields are still visible, no dates will be listed These fields can be hidden with a Rule Please see the Rules Help Document for more information Checking Allow registrants to choose rooms across multiple blocks and hotels will create a grid and allow attendees select check-in and check-out dates for different hotels This option cannot be changed once a registration has been processed Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 6

still visible, no dates will be listed These fields can be hidden with a Rule Please see the Rules Help Document for more information Checking Allow registrants to choose rooms across multiple blocks

7 Note: Choosing the option to Allow registrants to choose across room blocks will disable the Hotel Center reporting functionality A note will appear to detail the limitations of the option Revised 6/1/10 by SignUp4 All rights reserved The SignUp4 logo and trademark are exclusive property of SignUp4, LLC 7

detail the limitations of the option Revised 6/1/10 by SignUp4 All rights

03_Events Trainingv3 1

03_Events Trainingv3 1 Publish Event You can publish some information about your content before you have set up all the details. In this way, people can learn about the event on your website prior to registrations