How to manage hotel / room blocks and attendee bookings?

This guide outlines how to set up and manage accommodations in vFairs for event attendees. The Accommodation Management module allows you to efficiently allocate rooms, manage bookings, and provide a seamless experience for attendees.

Guide for Accommodation Management in vFairs

1. Accessing the Accommodation Management Module

1. Log in to your vFairs Admin dashboard.
2. From the left-hand side panel, navigate to Event Planner >> Accommodation under the "Event Setup" section.
   

2. Setting Up Accommodation Options

• Click on "Add New Accommodation" to define the types of accommodations available for your event.
• Enter the following details:
  • Accommodation Name (e.g., Single Room, Double Room, Suite).
  • Number of Available Rooms.
  • Capacity per room.
  • Availability: Include the Start Date and End date. 

3. Managing Room Allocation

Once accommodation types are set, you can allocate rooms to event attendees:

1. Automatic Room Assignment:

• This is when attendees register, they have the ability to select the room based on their preferred check-in and check-out dates.
• This can be particularly useful for large events where manual management is challenging.

1. Manual Room Assignment

• If you prefer manual control, you can assign rooms directly from the Event planner >> Booking section.
• Navigate to the attendee booking list, edit an attendee, and assign them a room based on availability.

4. Booking Management

To manage bookings efficiently:

1. View All Bookings:

   • Access the "Bookings" tab to see a list of all accommodation bookings. You can filter the list by room type, attendee, or booking status (Pending, Confirmed, Cancelled)

1. Modify or Cancel Bookings:

   • If an attendee needs to modify or cancel their booking, select the booking and make the necessary changes. The system will update availability in real-time.

2. Track Booking Status:

   • Booking statuses such as confirmed, pending, or canceled are displayed for easy tracking. Ensure that all confirmed bookings meet the attendees' preferences and event requirements.
     • It is super easy to export all bookings.
   
   

5. Reporting and Analytics

Use the built-in reporting tools to analyze accommodation usage:

1. Occupancy:
   • Monitor how many rooms are booked versus available, which helps with planning and optimizing accommodation availability. This resides in the Event planner >> Accommodations' Manager.
   
   
2. Revenue Tracking:
   • Track revenue generated from accommodation bookings, via additional add-ons. If addons are created, this becomes part of our payment report.
   • Please make sure to add the ticket(s)/addons for the hotel room separately. Typically it is added as an addon.
3. Booking Patterns:

• • Identify patterns via the change log report.
  • Also enjoy version control per admin which means that every admin maintains their own history for the report pull avoiding any kind of clashes and data leakages.
    • Click export change logs to export all logs.
    • Click export change logs (Latest) to export since the last version you exported.

6. Final Tips

• Update Regularly: Ensure that accommodation availability is updated in real-time to avoid overbooking.
• Clear Communication: Keep attendees informed about booking confirmation/cancellations, room details, and any additional services they have selected.
• Integrate Payments: If applicable, ensure that the payment gateway is connected to allow attendees to pay for their accommodations during the registration process.

By following these steps, you can successfully manage accommodations for your vFairs event, providing a smooth and professional experience for your attendees.