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Sell hotel rooms to your ticket buyers from a hotel block

Festivals, conferences and sports events often agree a block of rooms with a nearby hotel so ticket buyers can book a room in the same checkout as their ticket. A hotel block keeps those rooms on sale at the agreed rate until the hotel's release date and shows your team how many are booked before the rest go back.

Put the rooms a hotel holds for your event on sale at checkout from a hotel block: choose the room, the nights, the rooms each night, the rate buyers pay and the last day they can book. You see how many room nights are booked and still for sale, and the day after the last day to book, the rooms nobody booked go back to the hotel.

For
Selling a hotel's block of rooms to your ticket buyers at checkout
Takes
7 minutes

Before you start

  • You are an owner or admin on the event. Buyers book these rooms at checkout, so producers can manage blocks for acts and crew but not rooms for ticket buyers.
  • The hotel and its room are on the event's Accommodation page, under Properties and Room types.

  1. Open Hotel blocks

    Open the event, select Operations, select Accommodation, then select Hotel blocks at the top.

    Note: Blocks for ticket buyers sit under For ticket buyers, after the blocks For acts and crew. Room nights held for buyers, Room nights booked and Room nights still for sale add up every block for ticket buyers.

    Ticket Fairy Hotel blocks with blocks for acts and crew and, under For ticket buyers, a double room block with how many room nights are booked and still for sale
    Hotel blocks for acts, crew and ticket buyers.

  2. Start a block for ticket buyers

    Select Add a block, then choose Ticket buyers under Who are the rooms for?.

    Note: The choice shows when the event also has hotels for acts and crew. Otherwise the form is for ticket buyers already.

    Ticket Fairy Add a hotel block dialog for ticket buyers, with the room, the nights, the rooms each night, the rate buyers pay and the last day buyers can book
    Add a hotel block for ticket buyers.

  3. Choose the room

    Choose the Room. Each room is listed with its hotel.

    Note: Only one block for ticket buyers can hold a room on the same night. Change the other block, or choose other nights.

  4. Enter the nights and the rooms each night

    Enter the First night, the Last night and the Rooms each night.

    Note: The last night is the night before check-out, and a block covers up to 60 nights. Tick The number changes from night to night to enter a different number for each night.

  5. Enter the rate buyers pay

    Enter the Rate buyers pay for one room for one night.

    Note: The rate is in the room's own currency, and the Currency cannot be changed here.

  6. Enter the last day buyers can book

    Enter the hotel's release date in Last day buyers can book.

    Note: Leave it empty to keep the rooms on sale until you give them back.

  7. Add the block

    Select Add the block.

    Note: As the dialog says, When you save, buyers can book these rooms at checkout at this rate.

The room at checkout

The room is on sale in your checkout, on the event page and in the checkout on your own website, for the block's nights at the rate you entered, with as many rooms as the block holds each night. While the last day to book is today or later, the room says "Book by" and the date. Buyers book and pay the same way as for any other room, and a refund puts the room back on sale.

  1. Check the bookings

    Select Open on the block to see Each night, with the rooms Booked and still For sale.

    Note: The block also shows the Rate buyers pay and the Last day to book. It names no buyer.

    Ticket Fairy hotel block for ticket buyers at Hotel Lumen, with the room, the rate buyers pay, the last day to book and each night's rooms booked and for sale
    A block for ticket buyers.

Rooms nobody booked

Shortly after midnight in your event's time zone, the rooms nobody booked go back to the hotel and buyers can no longer book them. The block's history says an automatic check gave them back. Buyers who booked keep their rooms, and a refund after that puts the room back on sale, because the block still holds it.

  1. Check the block on the Accommodation page

    On the event's Accommodation page, open Nightly availability and read Hotel blocks for ticket buyers at the top.

    Note: Each block shows its hotel, room, nights, room nights held, Booked, Still for sale, release date and Buyers can book until. The block sets the rooms and price on its nights, so change them in the block: select Change in Hotel blocks.

    Ticket Fairy Hotel blocks for ticket buyers table on the Accommodation page, with each block's room, nights, room nights held, booked, still for sale and the day buyers can book until
    Hotel blocks for ticket buyers on the Accommodation page.

Or have it done for you

Fai reads the blocks for ticket buyers with each night's rooms booked and still for sale, adds a block for a room from the Accommodation page, changes its rooms, rate or last day to book, and gives back rooms nobody booked. She needs an owner or admin to approve these changes, shows you each one and waits for your yes first.

In your dashboard, with Fai

Hold 30 double rooms at Hotel Lumen for ticket buyers at <EVENT NAME> from 2 to 4 October at 120.50 pounds a night, with 26 September as the last day to book

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Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above.

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Give back rooms nobody booked before the last day

  1. Choose the rooms to give back

    Open the block, select Give rooms back, choose Every room nobody booked and enter the Rooms to keep on sale each night, or choose Choose nights.

    Note: Buyers can no longer book the rooms you give back.

    Ticket Fairy dialog to give back the rooms nobody booked at Hotel Lumen, with the rooms to keep on sale, the reason and the box to email the hotel
    Give back rooms nobody booked.

  2. Give them back

    Enter Why are you giving them back?, keep the box that emails the hotel ticked if you want them told, then select the button that counts the room nights.

Fai gives back the rooms nobody booked, keeping the rooms on sale you ask for, after an owner or admin confirms.

In your dashboard, with Fai

Give back the double rooms nobody has booked at Hotel Lumen for <EVENT NAME>, keep 5 a night on sale

Change the rooms or the rate

  1. Change the rooms

    Open the block, select Change rooms, change the nights or rooms, then select Save.

    Note: You cannot hold fewer rooms on a night than buyers have booked.

  2. Change the rate or the last day to book

    Open the block, select Change details, change the Rate buyers pay or Last day buyers can book, then select Save.

    Note: Buyers who book after you save pay the new rate. Rooms already booked keep the price the buyer paid.

Fai changes a block's rooms, rate or last day to book after an owner or admin confirms.

In your dashboard, with Fai

Make the last day to book the Hotel Lumen double rooms for <EVENT NAME> 30 September

Remove a block added by mistake

  1. Remove it

    Open the block, select Remove, then select Remove in the dialog.

    Note: The block's history is kept. The rooms stay on sale as they are, and you can change those nights on the Accommodation page again.

Fai removes a block for ticket buyers after an owner or admin confirms.

In your dashboard, with Fai

Remove the twin room hotel block for <EVENT NAME>, I added it by mistake

Questions you might have

Why can I not change some nights on the Accommodation page?
A hotel block for ticket buyers holds those nights, and it sets their rooms and price. Change them in the block. When you change several nights at once on the Accommodation page, the message says how many nights the block held and left as they were.
Why does the rate have to be in the room's currency?
Buyers pay for the room in the currency it sells in on the Accommodation page, so the block's rate is in that currency too.
Can a producer set up rooms for ticket buyers?
No. Owners and admins of the event add and change blocks for ticket buyers, because the block sets what buyers pay at checkout. Producers can manage blocks for acts and crew.
What if I lower the rooms below what buyers booked?
The block refuses the change and shows the rooms in use on each night. Keep at least that many.
Does Fai help before the last day to book?
Yes. In the 14 days before it, Fai suggests on Today asking the hotel for more rooms when buyers booked every room on a night, or giving back the rooms nobody booked so the hotel can sell them sooner. Nothing is sent or given back until an owner or admin approves it.
Can I bring the block into next year's event?
Yes. Copy from last event has a Hotel blocks for ticket buyers part that brings the room, nights, rooms, rate and last day to book, with the dates moved. Add the same hotel and room to the new event's Accommodation page first. Bookings are never copied.

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