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TEAM Solutions

Hold rooms for a team with a room block

Set aside rooms for a team on the Room Blocks tab and share the block's link. Unclaimed rooms go back to general booking at the block's cutoff.

For event organizersUpdated

Before you start

  • At least one hotel contract for your event is signed. Until then the Room Blocks tab has no hotel to hold rooms at.
  • The team's room count, the nights it needs and a contact for the team.

Step by step

  1. Step 1: Open the Room Blocks tab

    Events

    Open your event and click the Room Blocks tab, or Room Blocks under Quick Actions.

  2. Step 2: Create the block

    Click New Block. Pick the hotel and room type, name the block after the team and choose Team. Enter the owner's name, their email so they get the block emails, the rooms held, the nights covered and an optional cutoff. Click Create Block.

  3. Step 3: Share the block's booking link

    Open the block and click Copy booking link. It shows once your event is live. Send it to the block's owner and the team; families who book through it fill the block's rooms.

  4. Step 4: Watch rooms fill

    The block's page shows rooms held, filled and unfilled, and lists each booking made into the block.

  5. Step 5: Let the cutoff release it, or release it yourself

    At the cutoff, unfilled rooms go back to general booking. You can also release a block from its menu on the Room Blocks tab. Releasing cannot be undone.

How a block holds rooms

A block holds rooms of one room type at one hotel. The rooms come out of that hotel's contracted rooms the moment you create the block, so other guests cannot book them while the block holds them.

  • The nights covered must fall inside the hotel's contracted stay dates.
  • The block's cutoff cannot be later than the booking cutoff that applies to that hotel. Leave the cutoff empty to hold the rooms until you release the block.
  • The type can be Team, Individual or Staff. For a team, choose Team.

Example

A team needs 12 rooms for 3 nights at one hotel. You create a Team block for 12 rooms with a cutoff 2 weeks before the event. By the cutoff, families have booked 10 of them through the block's link, so the other 2 rooms go back to general booking.

Rooms held in a block count toward your event's pickup from the moment you create it, booked or not. See Track pickup with the pickup report.

Block emails

When a Team or Individual block has an owner email:

  • The owner gets one email with the block's details when the block is created. If your event is already live, it includes the block's booking link. For a block created before your event goes live, that email has no link and no later email sends it, so copy the block's link after go-live and send it to the owner yourself.
  • While the block is active, the owner gets a daily summary on days with new bookings.
  • If booking is open and nobody has booked into the block between 3 days and 7 days after it was created, the owner gets one reminder to share it.
  • When the cutoff is 3 days or less away, an admin of your organization and the owner each get one warning email.
  • When the cutoff passes and the unfilled rooms are released, the owner gets an email saying so.

Holds coaches make themselves

When team holds are on for your event, a coach can hold rooms from the booking page with Hold rooms for my team. The hold appears on your Room Blocks tab as Pending verification until the coach confirms it by email, then as Active. You can release an active hold the same way as any block.

Common questions

How is this different from team holds on the booking page?

Coaches can hold rooms themselves with Hold rooms for my team on the booking page and confirm by email; those holds also appear on your Room Blocks tab. Room blocks are the ones you create here. Both give the team one link to book from.

What happens to rooms nobody books?

At the block's cutoff they go back to general booking for anyone with your booking link. Rooms already booked through the block stay booked. A block with no cutoff keeps its rooms until you release it.

Who pays for block rooms?

Each family books and pays for its own room through the block's link, the same way as any booking. Holding rooms in a block costs nothing.

Can I extend a block's cutoff?

Yes. Edit the block and move the cutoff later. It cannot go past the booking cutoff that applies to that hotel.

Can I change how many rooms a block holds?

No. The rooms held are set when you create the block. You can rename it and change its owner, nights covered and cutoff. To hold more rooms for the same team, create another block for the extra rooms.

Still stuck?

Call or email our support team.

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