Sell your hotel block to buyers with their tickets

Put the hotel's rooms on sale at your agreed rate

Turn the hotel's offer into rooms your buyers can book in minutes. Choose the room from your event's Accommodation page, and enter the nights, the rooms each night and the rate buyers pay. Then enter the hotel's release date as the last day buyers can book. When you save, the rooms are on sale at that rate.

Hotel deals are rarely the same each night, and your block can differ night by night too. Hold more rooms on the Saturday of a weekend festival and fewer on the Sunday, so the block matches the contract line by line. The rate is for one room for one night, in the room's currency on your Accommodation page. What buyers pay matches what you agreed with the hotel.

Choose whether to give buyers a deadline. Enter the hotel's release date, and buyers see it as the date to book by. That gives them a reason to book now. Leave it empty when you own the rooms outright, such as a lodge on your own site. The rooms then stay on sale until you give them back.

• The room and its nights: a room from your Accommodation page, held night by night
• Rate buyers pay: one room for one night, in the room's own currency
• Last day buyers can book: the hotel's release date, shown to buyers as Book by

• Sell hotel rooms to your ticket buyers from a hotel block

Let buyers book their room with their ticket

Buyers book their stay in the same checkout as their ticket, on your event page and in the checkout on your own website. They see the room for the block's nights at your rate, with the date to book by, and pay for both together. Nobody has to find the hotel, phone it and quote a block code.

Buyers are most likely to say yes at the moment they buy their ticket, and the booking stays with you. A festival far from town fills its partner hotel, and a conference fills its delegate rooms. A sporting weekend fills the hotel next to the ground. The rooms are on sale on your event page, in your embedded checkout and through the checkout API. An app or a partner website can sell them too.

When you refund a room, it goes straight back on sale while the block still holds it. Another buyer can book a room cancelled in the last week. Buyers who booked keep their rooms whatever you change later.

• Rooms at checkout: on your event page, your embedded checkout and the checkout API
• Book by: the last day to book, shown with the room
• Refunds back on sale: a refunded room goes back in the block for the next buyer

Sell any kind of stay with its taxes and fees

Hotels are only the start. Your Accommodation page holds hotels, hostels, campgrounds, glamping, apartments, villas and resorts. Each has its room types, how many guests each sleeps, the bed type and a nightly price. Add the taxes and fees the place charges, such as a city tax, a resort fee, a cleaning fee or a site fee. Guests pay them when they book.

You charge each tax or fee the way the place charges it. That can be a percentage of the stay, or a fixed amount per stay, per night, per guest or per guest per night. Mark one as already included in your nightly prices, and buyers see it without paying it twice. A tax can apply to the fees as well as the stay. You can switch any of them off for new bookings without removing it.

When a block for ticket buyers holds a room on certain nights, the block sets the rooms and the price on those nights. Change many nights at once on the Accommodation page, and the block's nights stay as they are. You see how many were kept. A quick price change never undoes your agreed rate.

• Any kind of property: hotels, hostels, campgrounds, glamping, apartments, villas and resorts
• Room types: how many guests each sleeps, the bed type and a nightly price
• Taxes and fees: per stay, per night, per guest or a percentage
• Block rates kept: nights a block holds stay at the block's rate

See which nights are filling and which are not

Know at a glance whether the block is filling. The totals add up the room nights held, booked and still for sale across all your blocks for ticket buyers. Each block shows the same for each night. The Accommodation page shows the blocks too, with the day buyers can book until. Whoever looks after rooms works from the same numbers.

Night-by-night figures tell you more than a total. A block full on Saturday and half empty on Thursday needs a different talk with the hotel from one quiet all week. You see which one you have weeks before the release date. Blocks for ticket buyers sit beside your blocks for acts and crew. You see all the rooms your event holds at each hotel at once.

Each block keeps a history of who changed it and when, so you can answer any question from the hotel about what you agreed. A block shows numbers and never names a buyer.

• Booked and for sale: for each night of the block
• On the Accommodation page: each block with its nights, bookings and book-by date
• History: who changed the block and when

• Get your acts to the hotel and stage on time

Answer guest and hotel questions in seconds

Bookings lists each booking with the guests, the property, the room type and the check-in and check-out dates. You also see the nights, the total and who booked it. Search by name or email, or show only the guests staying on one night. You can answer a question from a guest or the hotel in seconds.

Open a booking to see the guests staying and their special requests and dietary requirements. You also see the order it came from and the room once you assign one. Your team can check guests in and out. When you cancel a booking and confirm, its nights go back on sale for others to book.

The Guest list shows all the guests staying on a night you choose, with their room, party size and requests. Download it as a spreadsheet for the hotel's front desk or your own welcome team.

• Bookings: search by name or email, or by the night they stay
• Check in and check out: kept on each booking with the time
• Guest list: all guests staying on a night, ready to download

Give unsold rooms back so the hotel can sell them

Rooms nobody booked go back to the hotel on their own once the last day to book has passed. The block's history shows it. When you want the hotel to have them sooner, give back all the rooms nobody booked, or keep some on sale each night. In the same step, email the hotel with your reason.

Before the date, Fai looks at each night. When buyers have booked all the rooms on a night, she suggests asking the hotel for more. When rooms sit unbooked, she suggests giving them back so the hotel can sell them sooner. Her suggestion waits on the event's Today page, and nothing is sent or given back until an owner or admin approves it.

Choose how to release rooms by what you owe the hotel. If unsold rooms cost you money, give them back early and keep a few on sale each night for late buyers. If the hotel takes the risk, let the block release itself on the date, and buyers can book until the last moment. Nobody ever loses a room they booked.

• Given back on time: unbooked rooms go back to the hotel after the last day to book
• Give rooms back sooner: all the rooms nobody booked, or night by night
• Fai's suggestion: more rooms or fewer, waiting on Today for approval

• Know your day and give each job an owner

Change rates or rooms and keep each booking intact

When the hotel offers more rooms or a new rate, change the block. Bookings already made stay exactly as the buyer paid for them. New buyers pay the new rate from the moment you save. You cannot hold fewer rooms on a night than buyers have booked.

You can remove a block you added by mistake, and its history stays. Next year, copy the block into the new event with its dates moved and no bookings carried over. The room, nights, rooms, rate and last day to book are ready for the hotel to confirm.

Ask Fai in plain words to hold rooms, change the rate or the last day to book, or give back the rooms nobody booked. Fai checks each block's rooms booked and still for sale night by night. She shows you each change and waits for an owner or admin to approve it.

• Change rooms or rate: new buyers pay the new rate, earlier bookings keep theirs
• Bookings protected: nobody loses a room they booked
• Copy to next year: room, nights, rooms, rate and last day to book

• Copy the setup of your last event into your next one
• Learn from this edition and start the next one sooner