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Managing Group Accommodation & Release Schedules


If you have selected “yes” for “Accommodation Blocks” under the “Include Accommodation” option on the Booking tab, another tab will appear called “Accommodation Blocks”.

Accommodation Blocks is where you can set the allocation of the number of each type of room, and the price available to attendees of an event. This information will appear in the contract, and quote.

Setting up Group Accommodation

To add group pricing for an event;

  1. Select “Yes” for “Include Accommodation”, and “yes” for “Accommodation Blocks” on the main “Booking” tab when editing a booking, and click on the “Save” button.
  2. A tab will be displayed at the top of the screen called “Accommodation Blocks” click on this.
  3. In this tab you will see two lists; “Group Accommodation”, and “Release Schedule”. The “Group Accommodation is where you can add for each room type, the numbers of rooms, and pricing over the period of the booking.
  4. Click on the “Add Group” button, and select a rate plan. Rate plans will come from the pricing setup in the Accommodation settings in Venue Setup.
  5. Select the room type you wish to block out, and the date range. The defaults of the date range will match the ranges of the event.
  6. Click on the “Rates” tab, and for each day, specify the number of rooms, and the pice you wish to charge. The defaults will match whatever prices have been setup for your rates in Venue Setup. 
  7. Click on the Save button to add to the allotment of rooms available, and for this information to appear on the Contract and Quotes.

Setting the Group Release Schedule

You can manage the amount of rooms available to the customer over time with the release schedule. The release schedule only appears on the contract and quote, and doesn’t automatically decrement the number of rooms available for booking in the Group Pricing section. You will however be notified by email at each release date for you to manually make changes to the allotments in the Group Pricing section of iVvy for this Booking.

To set the Release Schedule for a Booking;

  1. Select “Yes” for “Include Accommodation”, and “yes” for “Accommodation Blocks” on the main “Booking” tab when editing a booking, and click on the “Save” button.
  2. A tab will be displayed at the top of the screen called “Accommodation Blocks” click on this.
  3. In this tab you will see two lists; “Group Accommodation”, and “Release Schedule”. Click on the “Add Term” button in the “Release Schedule” section.
  4. Enter in the number of days until the event occurs (eg: “10”), and the number of rooms that will be reserved in your inventory at that time. The system doesn’t make a distinction of the types of rooms, just the numbers.
  5. Click on the “Save” button and repeat these steps for each release date.

The release schedule will now appear on Quotes and Contracts that you create from this point onwards.

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