How you can use this feature
When viewing the Room Blocks for your event hotels, you will notice several new tools.
- A banner will appear at the top of the page giving you a summary of your earned comp rooms. In the following example, 4 comp rooms have been earned, and 3 of them have been transferred to a comp room block to be used as comp rooms. Based on the number of rooms in your public and private blocks, as well as your comp ratio, we can also calculate the maximum number of earned comps you could earn. In this case, the maximum is 7. If you believe that it’s likely you will earn your maximum number of comp rooms, or close to it, you are able to transfer the rooms prior to earning them. If you have transferred more room nights than it is possible to earn, the banner will display in yellow rather than blue as a warning.
- Within public and private room block grids, a new button will be shown labeled “Transfer Earned Comps”. This button will allow you to move inventory from public or private room blocks to a comp room block representing inventory being designated as a comp room because it was earned according to your comp ratio. Clicking this button will launch a modal that allows you to select what inventory from this room block should be transferred, and what comp room block it should go to. It should be noted that you can only select a comp room block that matches the room type you are transferring from. Once this action has been confirmed, the inventory will automatically transfer and the banner at the top of the room block page will be updated accordingly.
How to control whether this is turned on for your events
This setting can be controlled at the event level and is called “Track Earned Comp Rooms”. It can be found under the Hotel Information section.
By default this setting will be turned on for new events, but if you would prefer that it be set to off for new events by default, this can be adjusted. To do so, navigate to your Company Settings by selecting it from the dropdown of your user profile in the top right of your screen. From here, set the Track Earned Comp Rooms: Set New Events ON by default to “No”. This can be found in the Feature Settings section.
What this means for your existing events
Existing events will have this setting turned off, but if you would like to use it right away, you can do so by editing your event and turning it on. There are two important things to keep in mind if you turn this feature on for existing events:
- For Event Hotels that have already been added to your event, you must make sure that the Total Guaranteed Comp Room Nights value in the Property Policies tab of your event hotels is accurate. If it is not, this will throw off the calculation of how many comp rooms were guaranteed versus earned.
- For any RFPs that have not been fully executed to the point that you have created the Event Hotel, you must ensure that the room block grid accurately reflects the number of guaranteed comp room nights. The sum of the comp rooms in the room block grid will be used in the Total Guaranteed Comp Room Nights field of your Event Hotel’s Property Policies tab. Additional information regarding the RFP process can be found in the Changes to the RFP process section below.
Earned Comp Rooms Report
Regardless of whether you elect to use this feature for your events, you will have access to a new report in the Reports tab titled Earned Comp Rooms Report. This report can be filtered to specific events, or across multiple events based on their start dates. It will provide a breakdown of the number of comp rooms booked, earned, and any balances. If it is helpful to export this report, you will be able to do so by selecting the Export button.
How this impacts your Event Producers
When the “Track Earned Comp Rooms” setting of your events is turned on, your event producers will gain an additional data point in their portal that gives them insight into the number of available comp room nights.
