If you have a block of rooms available at a hotel, you can make these available for registrants to purchase for Registration events.
Note: this feature is disabled by default. Please contact your DoubleDutch Representative to enable Hotel Reservation.
Click the Guide Me button below for a guided walkthru of setting up hotel reservations!
Setting Up the Hotel Reservations Feature
Adding a Hotel
To get started with setting up Hotel Reservations, first, add a hotel by clicking 'Events' to the left, 'Hotels', and 'Add Hotel'.
Configuring the Guest Form
The Guest Form is used to ask registrants questions and collect information relevant to their stay. (e.g. non-smoking room, ADA accommodations, near an elevator, parking passes needed, shuttle rides, etc.)
To configure the Guest Form, click on the Hotel from your list. Then click on the 'Guest Form' tab.
By default, the personal information section is shown. To add further information to be collected add either a field or a new section. In this example, we'll add a new section called "Hotel Room Preferences".
Next, we'll add a field (checkbox) called "Non-Smoking Room".
Enabling Hotel Reservations
Next, go to the event where you'd like to add the room block. Then, under the Edit Event menu, go to the Advanced Options section. Click the "Reserve hotel rooms" checkbox and then click 'Save'.
Additionally, you can select the "Disallow Edit Hotel Reservation" setting to prevent the registrant from being able to edit their hotel reservation after it is reserved.
Creating Room Blocks
With the "Reserve hotel rooms" checkbox marked, you should now see a new section called "Room Blocks" under the Edit Event section. Within "Room Blocks", to add a new one, click 'Add Room Block'.
Enter the info for the Room Block:
- First, click the 'Hotel' dropdown to associate the appropriate hotel to the Room Block.
- Then enter the date the room will be available for and the room type (e.g. two queen beds, one queen bed, etc.).
- "Room Capacity" refers to the maximum number of guests allowed per room.
- Input a cost associated with the room under the "Price" field.
- The "# of Rooms" field refers to the number of rooms available in the Room Block.
When finished, click 'Save'.
Note: if you have rooms available over the course of multiple days, you will need to create a room block for each day. For example, if you have hotel rooms available across three days, then you will need to create three room blocks.
Now that you have Room Blocks set up, registrants will be able to reserve a room by selecting the room block during the registration process.
Note: as an event organizer, you will then need to book the rooms separately with the hotel. The DoubleDutch Registration platform does not allow for registrants to book directly with the hotel.
Editing Hotel Reservations on Orders
In some cases, registrants may want to revise their hotel reservations (e.g. add hotel reservations, add an additional night, etc.). Event organizers can manage and edit registrants' hotel reservations on the backend of the Registration platform.
Adding Hotel Reservations as an Event Organizer
In instances where a registrant either forgot or wants to add a hotel reservation after an order has been placed, you can go into that order (Select Event > Manage > Orders) and click the down arrow next to the Cancel/Refund button. Then click 'Add Hotel Reservation'.
On the next screen, make sure the attendee and check in/out dates correspond to the reservation you'd like to add. Next, click on 'Select' next to the appropriate hotel.
Finally, confirm the details are correct on the confirmation screen, then click 'Save'.
Adding Hotel Reservations as a Registrant
Registrants can also Add Hotel Reservation on their own by logging into their profile and editing their order.
Once logged in, the registrant will click 'My Orders' from the top right drop-down menu. Next, they'll click on 'View' on the appropriate order from the list.
Then, they will click on 'Add Hotel Reservation'.
Finally, they will be taken through the hotel booking process as mentioned above (Booking Rooms).
Note: registrants can only edit their hotel reservation if it has no cost.
Canceling Hotel Reservations
Event organizers can cancel hotel reservations for registrants within an order's details. To cancel an order, click on 'View' from your Orders list.
Next, scroll down to the hotel reservation and click 'Edit'.
To cancel the hotel reservation, click 'Cancel' from the top right-hand corner.
This will show the hotel reservation as 'Cancelled' on the order details. If the hotel reservation was unpaid then a balance will still show.
Clicking on the 'Remove' button while editing a hotel reservation will remove the line item from the order completely and remove the outstanding balance if there is one.
Moving a Registrant to a Different Hotel
In situations where you need to move a registrant to a different hotel, first, cancel and remove the hotel reservation. Then you can go back into the order and add a new hotel reservation with a different hotel.
Hotel Reservation Changes Emails
Registrants will receive an email with notification of their hotel reservations additions or changes by default. To configure who receives these emails, go to Email Notifications under Edit Event and check/uncheck the appropriate boxes under the "Hotel Reservation Change" email.
Hotel Reservation Transactions
All activity and changes related to Hotel Reservations will appear on the Transactions tab of an order.