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Place staff and comp rooms

Use the comp rooms your hotels' contracts earn to house staff and officials, placed from the Staff Rooms page.

For event organizersUpdated

Before you start

  • A signed hotel contract that earns comp rooms.
  • Each staff member's name and dates. Use Staff Hold for a room whose occupant you do not know yet.

Step by step

  1. Step 1: Open Staff Rooms

    Events

    Open your event and click Staff Rooms under Quick Actions. It is there once a hotel contract for your event is signed.

  2. Step 2: Check the hotel's comp balance

    Pick a hotel and room type. The balance shows that hotel's comp room-nights Earned, Used and Available.

  3. Step 3: Place the rooms

    Enter check-in, check-out and the number of rooms, then an occupant name for each room, or tick Staff Hold. The page shows how many comp room-nights the placement draws. Click Place Staff Rooms.

  4. Step 4: Cancel a room if plans change

    Under Placed staff rooms, click Cancel on the room, then Cancel Staff Room. Its comp room-nights return to the balance and the room goes back to general availability.

How the comp balance works

Comp rooms are counted in room-nights, on both sides. A hotel's contract can grant a set number of comp room-nights, earn more as your guests book at that hotel, or both. Each staff room uses one room-night from that hotel's balance for every night it is placed.

Example

A hotel's contract earns one comp room-night for every 40 room-nights your guests book there. Guests have booked 400 room-nights, so the balance shows 10 Earned. A staff room for 3 nights uses 3 of them, leaving 7 Available.

While booking is open the balance is an estimate, based on the room-nights booked so far. It is settled against actual stays after the event. If the balance cannot cover a placement, the whole placement is refused; nothing is placed in part.

What staff rooms count toward

  • Pickup: staff rooms count toward pickup, and the pickup report marks them as staff.
  • Revenue and your rebate: never. Staff comp rooms are left out of revenue, your rebate and your payout.
  • The hotel's rooming list: each staff room appears there, with the occupant name you entered or Staff Hold.

Common questions

How are comp rooms earned?

Each hotel's contract sets the terms: a set number of comp room-nights, more earned as your guests book (one for every so many room-nights booked at that hotel), or both. Comp rooms are earned and spent in room-nights, so a staff room for three nights uses three.

Do comp rooms count toward revenue or my rebate?

No. Staff comp rooms are left out of revenue, your rebate and your payout. They do count toward pickup, and the pickup report shows how many of the booked rooms are staff.

What if the balance is short?

The placement is refused and nothing is placed. Place fewer rooms or nights, or choose another hotel with comp room-nights available. A balance earned from guest bookings grows as guests book more room-nights at that hotel.

Why can't I place staff rooms at a hotel?

Staff rooms can be placed once that hotel's contract is signed and until its booking cutoff, and the hotel must have rooms of that type left. A hotel whose contract earns no comp rooms has no balance to draw on.

Still stuck?

Call or email our support team.

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