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How can I request additional inventory from a hotel property?

Our Inventory Request feature is built to help your team request additional inventory from hotels where you’ve already contracted rooms.

How do I use the Inventory Request Feature?
When enabled, a Inventory Request page in the left-hand navigation provides a
central hub for all inventory requests, presented in filterable, card-style
summaries. Each card includes key information such as event name,
hotel, assigned user, event dates, and request status.
 
Screenshot 2025-08-29 at 11.22.48 AM
 
Users can create inventory requests from the Inventory Request page by clicking "Create New Request."
 
Screenshot 2025-08-29 at 11.30.28 AM
 
This will open a new request. After filling out the required fields, you will send this request to the hotel by hitting "Save and Send" which will update the request status to Submitted to Hotel.
 
Screenshot 2025-08-29 at 11.29.22 AM

Submitting a request to the hotel is as simple as updating the status to
“Submitted To Hotel”. This will trigger an email notification to that
selected hotel user(s).
 
  • Each request can include a message, a room block grid showing
    the inventory needed, or both.
  • Requests can be shared with multiple hotel contacts at once if
    you're unsure who the right recipient is.
  • Each request will be assigned an ID number for quick reference.
Hotel users can respond in several ways and include messages for
added flexibility:
  • Approve the request
  • Deny the request
  • Offer an alternative, such as a different room type or inventory
    amount
Once a hotel responds, the internal assignee will receive an email with a
link to the request. From there, they can update the status to reflect how
the inventory was used.
 
 
Additional Functionality
  • If a request hasn't been answered, your team can send a
    reminder by clicking the “Resend to hotel users” button.
 

Why This Matters
Managing inventory across multiple events and hotels has historically
required a mix of emails, spreadsheets, and manual follow-ups. This new
feature brings that entire workflow into one place, making it easier to:
 
  • Track requests at scale — no more digging through inboxes or shared
    docs
  • Standardize communication — hotel partners and internal teams all use
    the same system
  • Avoid miscommunication — detailed status tracking and request
    history keeps everyone aligned
  • Move faster — quickly create and respond to requests with structured
    inputs and notifications
  • See the full picture — filterable data and status visibility let you manage
    upcoming needs proactively
 
Important Statuses

Screenshot 2025-08-29 at 11.44.37 AM

Submitted To Hotel- internal team user submitted inventory request to Hotel

Approved By Hotel - the hotel approved the exact request 

Alternative Offer From Hotel - the hotel offered an alternative to what was requested

Denied By Hotel- the hotel denied the request & didn't offer any rooms 

Guest Notified - internal user notifies guest on status of request

Ready For Fulfillment - HoCo marks request as ready for fulfillment to identify internally to update guest reservation/block after communicating with guest 

Declined By Guest - guest notified HoCo that they did not want the room(s) offered

No Response From Guest - guest did not respond to HoCo's outreach surrounding request

Fulfilled - guest accepted room and internal user updated reservation/block

Not Fulfilled - close out inventory request at any time