EventPro Planner Manual

Edit, View or Delete Accommodation Arrangements

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Edit, View or Delete Accommodation Arrangements

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Edit, View or Delete Accommodation Arrangements

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Click to expand/collapse textEdit, View or Delete One Accommodation Arrangement
1.To edit, view or delete a single accommodation booking, find the relevant booking in one of two places in the Attendees tab of the Event Maintenance screen:
a.In the View Attendees tab, find or select the appropriate attendee.  Click the Accommodations tab in the bottom section of the screen and select the relevant accommodation arrangement.

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b.Click on the Accommodations tab and the appropriate booking record.

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2.Click the Edit, View or Delete button to the right of the accommodation selection grid.
Click to expand/collapse textEdit or Delete Multiple Accommodation Arrangements

In the Event Maintenance screen, click on the Attendees tab and select the Accommodation tab.

Here, you can manage all the accommodation arrangements for the event, regardless of attendee.  The multi-edit and multi-delete functions allow you to work with several booking records simultaneously. For example, if the rates or dates for several hotel bookings have changed, you do not need to open and edit each accommodation record separately.  Use the multi-edit function to change all of the records at once.  If several people have cancelled their hotel arrangements, you can quickly and easily multi-delete all of the relevant records.

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1.When editing or deleting multiple accommodation bookings in the Attendees | Accommodation tab, you can choose to edit or delete some or all of the bookings visible in the selection grid.
a.Multi-Select: Hold down the Ctrl key and click on the attendee bookings you want to edit or delete.
b.Filter: Set a filter so that only the bookings you want to edit or delete appear in the selection grid. To review how to set a filter, see Chapter 1: Overview, Common Functions: Filter Information above.
2.After you have selected or filtered attendee bookings (if required), click the Multi-Edit or Multi-Delete button to the right of the selection grid.
3.To edit the attendee bookings, select Multi-Edit.
a.In the Attendee Accommodation Multi-Edit window, make your changes as required.  Remember that if you enter information in a field here, it will change the corresponding information for all of the selected attendee bookings.  When you are done, click Save.
b.In the Attendee Accommodation Multi-Edit dialog, choose whether you want to apply the changes to Selected Records or All (Filtered) Records (all attendee bookings visible in the selection grid after you set the filter) and click OK.
c.In the Event Recalculate dialog, choose whether you want to Include Attendees/Exhibitors or Exclude Attendees/Exhibitors in the event recalculation.  Click OK.
4.To delete the attendee accommodation bookings, select Multi-Delete.
a.In the Attendee Accommodations Multi-Delete dialog, choose whether you want to delete Selected Records or All (Filtered) Records (all bookings visible in the selection grid after you set the filter).  Click OK.
b.The Confirm dialog warns you that you are about to delete the selected accommodation records.  Click Yes to continue.
c.In the Event Recalculate dialog, choose whether you want to Include Attendees/Exhibitors or Exclude Attendees/Exhibitors in the event recalculation.  Click OK.
Click to expand/collapse textEdit Accommodation Reservations in Event Setup

You may have reserved a room block at a hotel under Event Setup (review Chapter 5: Set Up an Event, Attendee Setup: Reservations, Add Accommodation Reservation) and you may have assigned attendees to those reservations above, under Add Accommodation Reservation for Attendees.

If you now need to edit the entire hotel reservation, you can do so by editing the reservation under Event Setup.

1.Click on the Event Setup button to open the Event Setup window and click on the Attendee Setup tab below.  Click on the Accommodation Reservations sub-tab.

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2.In the selection grid, click to highlight the hotel reservation you want to edit and click the Edit button to the right.  In the Attendee Accommodation [Edit] window, make the necessary changes and click Save.        
3.To edit the details of the accommodation reservation, i.e. the quantities of rooms types, select the reservation and click the Edit Details button.  Make your changes in the Accommodation Reservation window and click Save.
Click to expand/collapse textEdit a Sharing Occupant's Accommodation Arrangement
1.When you have multiple attendees sharing accommodation, one attendee will be designated the "Primary Occupant", and the other attendees will be designated "Sharing With Primary Occupant".
2.To edit the accommodation arrangement records for the sharing occupants, find the applicable accommodation booking record and click the Edit button to the right of the selection grid.
3.In the Attendee Accommodation [Edit] window, you will see that this record is flagged as Sharing With Primary Occupant.

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4.By default, the Room Details Same as Primary Occupant checkbox will be checked, so that the times, rates and billing are the same for this occupant and the primary occupant.  However, if you want to change these details for the current occupant, uncheck the box and make changes as necessary.
5.When you are done, click Save.