The Event Producer Portal is where you go to answer housing questions about your own events without waiting on anyone. It's connected to the same system your housing partner works in, so what you see is current as of right now — not a report someone pulled on Monday.
The portal is read-only. You can look at everything and export what you need, but bookings, blocks, and contracts are managed by your housing partner.
In this article
- Getting access
- Finding your events
- Looking inside an event
- What the numbers mean
- Checking what’s still open
- Group blocks and rooming lists
- Finding a guest
- Exporting
- Using it on your phone
- Common questions
Getting access
Your housing partner sets up portal access for your organization. If you need an account, or you want to add someone else on your team, contact them and they’ll send an invite.
Once you’re set up, you’ll see every event associated with your organization. Access follows your organization, so as new events are added you’ll see them appear without asking for anything else.
Finding your events
You land on a list of your events. Each event card carries the headline housing numbers, so in most cases you can answer a quick question straight from this screen.
Each event shows its status, dates, location, and five headline figures. Click Show Details to break the numbers out by Public, Private, and Comp.
Events are labeled Past, Active, or Upcoming so you can tell at a glance where each one sits. You can search by keyword, filter by date range and event status, and sort by earliest start date or event name.
Looking inside an event
Open an event and you’ll find four tabs: Hotels, Availability, Group Blocks, and Reservations. The Hotels tab is the default — it lists every property on the event with its own set of numbers.
Each hotel card shows address, distance to venue, the hotel cutoff date, and its own pickup figure. The summary strip at the top totals the whole event.
A few things worth knowing on this screen:
- Hotel cutoff date is the last day rooms can be booked out of the block at the contracted rate. Availability figures stop counting a hotel once it’s past cutoff.
- Attrition flags whether that property’s contract carries an attrition clause.
- Status tells you where the hotel sits in setup. Only Live hotels are open for booking, and the list sorts Live properties to the top by default. You can filter by more than one status at a time.
- The Public / Private / Comp / Other Metrics tabs at the top switch the summary between block types.
What the numbers mean
This is the part worth reading once carefully. The summary figures are precise about what they count, and knowing the rules saves you from misreading them.
Public, Private, and Comp
Every room block on an event is one of three types:
|
Block type |
What it holds |
|---|---|
|
Public |
Attendee-facing inventory. This is what your participants book from the booking site. |
|
Private |
Blocks held for a specific team or organization rather than the general attendee pool. |
|
Comp |
Complimentary rooms available in the comp blocks on each hotel. |
Summary-level figures count Public inventory only, unless the label says otherwise. That’s deliberate — when you ask “how are we doing on rooms,” you almost always mean attendee-facing rooms. To see Private or Comp, switch tabs on the summary or filter the view.
The headline metrics
|
Peak Rooms Contracted How many rooms you have on the books across the peak nights of the event. For each public room type on a Live hotel, the portal takes the smallest number of contracted rooms across the peak nights — not the total of those nights — and adds those minimums together. Thinking of it as “rooms you can count on for every peak night” is close to right. |
|
Peak Rooms Available The same calculation run against rooms still open rather than rooms contracted, counted only for hotels that are Live and before their cutoff date. |
|
Room Nights Booked A straight count of booked room nights. This one counts all booked reservations regardless of hotel status, cutoff date, or block type, because a booked reservation is expected to actualize. |
|
Pickup Percentage Total Public Peak Booked Nights divided by Total Public Peak Contracted Nights, summed across all peak nights, for Live hotels. Note that pickup uses the summed peak-night totals, while the Peak Rooms figures use minimums. The two are answering different questions, so they won’t divide into each other cleanly. |
|
Comp Rooms Available A straight count of the comp room nights available in the actual comp blocks on each hotel. It reflects what’s really in the blocks, not a projection off a comp ratio. |
The rules behind every summary number
|
Figure |
What has to be true for it to count |
|---|---|
|
Available |
Hotel is Live and the date is before its cutoff |
|
Contracted |
Hotel is Live |
|
Booked |
Counts everything booked, in any status, any block type |
|
One limitation to know about If your event has a gap between peak nights — a two-weekend tournament, for example — the portal currently calculates from the first peak grouping only. Support for multiple peak groupings is planned. If you run split-weekend events, ask your housing partner for the full picture on those. |
Checking what’s still open
The Availability tab is the fastest way to answer “where can we still put people?” It lays every hotel and room type against every night of the event on one screen, so you don’t have to open properties one at a time.
Event totals run across the top, with each hotel expandable to its room types. Use Show Metrics to switch between Contracted, Booked, Held, and Available.
Two sets of controls sit above the grid:
- Show Room Block Types — All, Public, Private, or Comp. It opens on Public.
- Show Metrics — Contracted, Booked, Held, or Available.
Each individual hotel also has its own nightly grid on its detail page. That grid is labeled Public Nightly Availability and shows public block availability only — if you want private or comp inventory for that property, use the event-level Availability tab instead.
Group blocks and rooming lists
The Group Blocks tab lists the blocks on your event, each marked public or private, with its status and release date. Open a block and the Room List tab gives you the full rooming list.
Every room in the block, with guest contact details, hotel, room type, dates, registered team, and confirmation number. Exportable in full.
You can filter blocks by type and status, sort by organization name, status, or type, and search by organization, block ID, or block name.
Finding a guest
The Reservations tab covers every reservation on the event. Reservation cards show status, whether the booking came from a group block or was made individually, the registered team, guest name, email and phone, hotel, room type, check-in and check-out dates, and the hotel confirmation number. Open one and you’ll also get the hotel’s phone number and cutoff date.
To track down a specific person, search by guest name or athlete name. You can also filter by reservation type, status, and hotel, then sort by create date, primary guest, room type, check-in date, or status.
Exporting
Every list in the portal exports, and exports respect your filters — what you’ve narrowed the screen down to is exactly what comes out of the file. No pulling the full list and trimming it in Excel.
|
Export |
What’s in it |
|---|---|
|
Events |
Room nights booked, contracted, and available for Public, Private, and Comp; reservation counts by the same three; peak contracted and available; pickup; attrition |
|
Hotels |
Hotel name, address, city, state, distance, cutoff date, Public/Private/Comp room nights contracted, booked and held, pickup, attrition |
|
Reservations |
Status, group block, guest name, email and phone, hotel, room type, check-in and check-out, confirmation number, guest type, public/private/comp |
|
Group blocks |
Block detail plus the public/private designation, and the full rooming list |
Using it on your phone
The portal works in a phone or tablet browser — no app to install. Pull up pickup numbers on site, check a property’s availability from the venue, or look up a guest’s reservation while you’re standing in a hotel lobby.
Every screen is responsive, including the availability grid. Bookmark the login page on your phone’s home screen for quick access.