---
title: "Give your event's unused hotel rooms back before the release date | Ticket Fairy Guides"
description: "Give the empty rooms in your event's hotel block back to the hotel before its release date, keep enough rooms for the acts still without one, record why for your team and email the hotel which rooms go back. In the two weeks before the date, Fai suggests giving the empty rooms back, or asking the hotel for more rooms when your acts need them."
canonical: "https://www.ticketfairy.com/guides/give-unused-hotel-rooms-back-before-the-release-date"
---

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3. Give your event's unused hotel rooms back before the release date

Hotels and travel

# Give your event's unused hotel rooms back before the release date

Many hotel contracts charge for rooms in a block that are still empty on the release date. Artist liaison and production teams on festivals and tours give those rooms back in time, keep enough for the acts still being booked for the event, and tell the hotel by email.

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

Takes:  4 minutes

- [Open the block](#step-1)
- [Select Give rooms back](#step-2)
- [Choose which rooms go back](#step-3)
- [Enter the rooms to keep](#step-4)
- [Enter why](#step-5)
- [Choose whether to email the hotel](#step-6)
- [Give the rooms back](#step-7)
- [Check the block](#step-8)
- [Fai's suggestion before the release date](#step-9)

## Before you start

- You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page.
- The rooms are in a hotel block for acts and crew, as the guide to holding hotel rooms for your artists and crew shows.

1. ## Open the block

   Open the event, select **Operations**, select **Accommodation**, select **Hotel blocks**, then select **Open** on the block.

   **Note:** In the 7 days before the release date, a block with empty rooms says how many days are left.
2. ## Select Give rooms back

   Select **Give rooms back** at the top of the block.

   ![Dialog to give rooms back to Hotel Lumen, with every empty room chosen, 3 rooms kept each night, the reason and the box to email the hotel](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--give-rooms-back.png)    
   *Give rooms back.*
3. ## Choose which rooms go back

   Choose how you give the rooms back.

   - **Every empty room**: Every room nobody is in goes back on each night, apart from the rooms you keep.
   - **Choose nights**: You enter how many rooms go back on each night, up to the rooms it holds. Each night shows how many rooms are empty.
4. ## Enter the rooms to keep

   With **Every empty room**, enter the **Rooms to keep each night**.

   **Note:** The number is filled in with the rooms your acts still without a room need now. The line under it says how many room nights go back to the hotel.
5. ## Enter why

   Enter the reason in **Why are you giving them back?**.

   **Note:** Your team sees it in the block's history.
6. ## Choose whether to email the hotel

   Keep the box that names the hotel and its contact's email ticked to email them which rooms go back, or untick it to tell them yourself.

   **Note:** If the block has no contact email, the box says **Add the hotel contact's email to tell them from here**. Add it with **Change details** on the block.
7. ## Give the rooms back

   Select the button that shows how many room nights go back, for example Give back 5 room nights.

   **Note:** A message confirms **Rooms given back and the hotel emailed**. If the email did not go, the message says so and the rooms are still given back, so email the hotel yourself.
8. ## Check the block

   Read the block's status and **Given back so far**, then the latest lines under **History**.

   **Note:** The status is **Some rooms given back**, or **All rooms given back** when no rooms are left. The history says who gave the rooms back, why, and that the hotel was emailed.

   ![Hotel block at Hotel Lumen after five room nights went back, with Some rooms given back, Given back so far and the reason and hotel email in its history](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--given-back.png)    
   *A block after rooms went back.*

## Fai's suggestion before the release date

In the 14 days before a block's release date, Fai compares its empty rooms with the acts still without a room and suggests one of two things under **Needs your decision** on Today. When the acts need more rooms than the block has left and the block has the contact's email, she drafts an email asking the hotel for more rooms. Otherwise she suggests giving the empty rooms back, keeping enough for those acts, and emailing the hotel. Nothing is sent or given back until a team member approves it, and you can change the email before it goes.

## Or have it done for you

Fai gives the empty rooms in a block back to the hotel, keeping the number of rooms a night you ask for, with your reason, and emails the hotel when the block has the contact's email. She shows you the rooms that go back and waits for your yes first.

### In your dashboard, with Fai

```
Give the empty rooms at Hotel Lumen back for <EVENT NAME>, keep 2 a night for acts still without a room, and email the hotel
```

## Questions you might have

**Why can't I give back as many rooms as I asked?**

 An act or crew member was given a room on one of those nights after you opened the dialog. The dialog shows the rooms in use now. Check them and give rooms back again. A room an act or crew member is in is never given back.

**What happens if the release date passes first?**

 Nothing changes by itself in a block for acts and crew. The block says the release date passed while rooms are still empty, and you can still give them back or agree a new date with the hotel.

**Can I get rooms back after I gave them back?**

 If the hotel still has them, select **Change rooms** on the block and raise the rooms on those nights. The history keeps both changes.

**Does the hotel get the email twice if I try again?**

 No. When you give rooms back, the hotel gets only one email, even if you select the button again after a slow connection.

**Who can give rooms back?**

 Owners, admins and producers on the event, and any team member who approves Fai's suggestion to do it.

## Still have a question?

Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself.

   [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome)

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## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew)
- [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page)
- [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers)
- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)
- [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles)
- [Book hotels and flights for your event team](https://www.ticketfairy.com/guides/book-hotels-and-flights-for-your-event-team)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

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  [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

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 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)

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---

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