What is the Event Producer Portal?

The Event Producer Portal has been rebuilt from the ground up.

Introducing Event Producer Portal 2.0

The Event Producer Portal has been completely rebuilt. It now runs on the same underlying platform as the rest of EventPipe, which means it moves faster, behaves consistently with the tools your team already works in every day, and gives us a foundation we can keep extending. Rebuilding rather than adding to the existing portal also lets us take on the bigger request’s event producers have been making — deeper reporting and real export and filtering controls.

This release focuses on six areas: deeper reporting, expanded exports, new search and filtering, a mobile-friendly layout, a redesigned nightly availability grid, and simpler comp room accounting.

What's staying the same

Your event producers reach the portal exactly as they do today — same access, same permissions.
Nothing needs to be configured or turned on for the rebuilt portal.
Every event, hotel, group block, and reservation your event producers could see before is still there.

Greater Depth of Reporting

Most views have been expanded to carry more detail, so event producers can answer more of their own questions without calling your team.

Event list and event header

Event cards now show Public Peak Rooms Contracted and Available, along with Total Room Nights Booked, Reservations and a Pickup Percentage.
Event detail metrics are now broken out by Public, Private, and Comp. Previously these were blended into a single figure, which set the wrong expectation about how much attendee-facing inventory had moved.
Event timing is labeled Past, Active, or Upcoming beside each event, rather than only Past or Upcoming.

Hotel list and hotel header

Hotel cards carry address, city, state, distance to venue, hotel cutoff date, Public Peak Rooms Contracted and Available along with Total Room Nights Booked, Held and Comp Rooms Available. It also highlights if there is an attrition clause.
Hotel status is now visible on the hotel list and you can filter by multiple statuses

Group blocks and reservations

Group block cards and exports now identify whether the block is public or private, allow for viewing of the full rooming list and is exportable.
Reservation cards show status, whether the reservation came from a group block or was booked individually, registered team, guest name, email and phone, hotel, room type, check-in and check-out, and hotel confirmation number.
Reservation detail adds the hotel phone number, cutoff date and more.

Peak Rooms and Pickup, Calculated Consistently

A recurring piece of feedback was that summary figures were hard to trust because it was not clear what they counted. Peak metrics have been redefined and applied the same way everywhere they appear — the event list, the hotel list, and hotel detail.

Peak Rooms Contracted and Peak Rooms Available replace the previous peak figures and consistently include only Public inventory
How they are calculated: for each public room type on live hotels, we take the minimum contracted rooms across the peak nights — not the sum of those nights — and add those minimums together. Peak Rooms Available uses the same method against available rooms, counted only before the hotel cutoff date.
Pickup % is Total Public Peak Booked Nights divided by Total Public Peak Contracted Nights, summed across all peak nights, for live hotels. Unlike the Peak Rooms figures, pickup uses the summed peak-night totals.

The rules behind every summary number

Summary-level metrics count Public (attendee-facing) room blocks only, unless the label names a specific block type.
Availability figures require the hotel to be Live and before its cutoff date. Contracted figures require the hotel to be Live.
Booked figures count all booked reservations regardless of hotel status, cutoff date, or block type, since a booked reservation is expected to actualize.

One known limitation: for events with a gap between peak nights — a longer two-weekend event, for example — the system currently calculates from the first peak grouping only. Handling multiple peak groupings is on our list for a future release.

More Export Capability

Exports have been added across the portal, with more fields and, importantly, results that match what is on screen.

Exports respect your filters. What you filter down to is what you export — no more pulling the full list and cutting it down in Excel.
Event export includes room nights booked, contracted, and available for each of Public, Private, and Comp; reservation counts by the same three; peak contracted and available; pickup; and attrition.
Hotel export includes hotel name, address, city, state, distance, hotel cutoff date, Public/Private/Comp room nights contracted, booked and held, pickup, and attrition.
Reservation export includes status, group block, guest name, email and phone, hotel, room type, check-in and check-out, confirmation number, guest type, and the public/private/comp designation.
Group block export now carries the public/private designation alongside the existing block detail.

New Search, Sort, and Filtering

Every list in the portal now has real search, sort, and filter controls, so event producers with a large slate of events can get to the one record they want.

Events

Filter by date range, keyword, and event status.
Sort by earliest start date, or event name A–Z or Z–A.
The list loads with Active, Configured, Closed, Reconciled, and Inactive selected, so events appear immediately without adjusting or clearing filters first.

Hotels

Filter and sort by hotel status, with a default sort that surfaces Live hotels first, then orders by hotel name.

Group blocks

Filter by group block type and status; sort by organization name, status, or type; search by organization, ID, or name.

Reservations

Filter by reservation type, reservation status, and hotel.
Sort by create date, primary guest, room type, check-in date, or status.
Search by guest name or athlete name.

Mobile-Friendly Design

The portal is now fully responsive. Event producers can pull up pickup numbers, check a hotel’s availability, or look up a guest reservation from a phone or tablet — on site, at the venue, in a hotel lobby, or at a conference — without pinching and scrolling their way around a desktop layout.

This applies across the portal, not to simply a subset of pages: event list, event detail, hotels, group blocks, reservations, and the availability grid.

New Event-Level Availability Tab

The portal now has an Availability tab at the event level — a single view of what is still open across every hotel on the event, in the same spirit as the Pickup tab your team works in on the admin side. Previously this meant opening each hotel in turn and assembling the picture by hand.

Every hotel, every night, on one screen. The tab lays out hotels and their room types against each night of the event, so an event producer can see where rooms remain, on which nights, and at which properties — without clicking into one hotel at a time.
Public, Private, and Comp. The view respects the same block-type filters as the Pickup tab in the admin portal, so an event producer can look at attendee-facing inventory, private blocks, or comp inventory. The default filter is set to public inventory.

Simplified Comp Room Accounting

Comp room reporting in the previous portal relied on presumptive logic about comp ratios and potential earned comps, and that logic had flaws that produced numbers no one could reconcile.

The figure is a straight count of the comp room nights available in the actual comp room blocks on each event hotel. It is a number your team can trace back to the blocks themselves.

Showing earned comp policies — comp ratio, potential earned comps, and staff room allocations — is under consideration for a future release.

Accuracy and Stability

The rebuild gave us the opportunity to audit the portal end to end rather than patch around it.

Key metric calculations were reviewed end to end, and we corrected a case where non-live hotels were being counted in contracted totals. They no longer are.
Sourcing is now consistent across the portal. Availability and contracted totals pull from public blocks on live hotels, with availability additionally limited to before the cutoff date. Booked totals count all booked reservations, since those are expected to actualize.
A backlog of minor defects was cleared as part of the rebuild — hotel images that failed to load, distance-to-venue figures that were inconsistent with the booking site, exports that ignored the selected sort order, group block display and export errors, and some layout and navigation inconsistencies.

Frequently Asked Questions

Q: Do our event producers need to do anything to start using the new portal?

A: No. They reach the portal the same way they do today, with the same access and permissions. There is nothing to install, enable, or configure.

Q: How do I setup new Event Producer with access?

A: Explain that if they are not setup they will need to get setup, talk to CS about this. [Pending Patty/Jeff Meeting]

Q: Does Pickup % include private and comp inventory?

A: No. Pickup % is Total Public Peak Booked divided by Total Public Peak Contracted, for live hotels, summed across the peak nights.

Q: The hotel level nightly availability grid shows different numbers than before. What is it counting now?

A: Public block availability. The header is labeled Public Nightly Availability to make that explicit. Private and comp inventory is not included in that grid at the hotel detail level.

Q: Is there a mobile app?

A: No app is required. The portal is fully responsive, so event producers can use it in a browser on a phone or tablet.

Q: Is the previous version of the portal still accessible?

A: No, that portal has been retired.

Q: Will existing bookmarks and saved links to the portal still work?

A: A bookmark to the Event Producer Portal login page will still work, however any bookmarks or saved links to specific events will need to be updated.

Q: Is there updated training material or documentation for our event producers?

A: Link to the Knowledge Base Article, and maybe a setup a new Event Producer User KBA or loom [Pending Patty/Jeff Meeting]

Q: Who do we contact if a figure in the portal looks wrong?

A: Support Ticket? [Pending Patty/Jeff Meeting]

For anything not covered here, reach out to your account team. We are glad to walk through the calculation logic behind any figure in the portal.