Your Hotel List - MeetMax Support Desk

Your Hotel List

Hotel

The Hotel tab allows you to manage hotel room blocks for your event. Use the Hotel function if as the Host you are paying for or guaranteeing the room block. If attendees are responsible for paying for their hotel Do Not use the hotel function. Instead provide a link to the Hotel website via the Messages tab. See the table below for further description of when to use the Hotel function and when to use a link to the hotel reservation website.

To turn on the Hotel function:

From the 'Main' tab select 'Edit Conference'.
Scroll down to the list of tabs for both attendees and companies.
Check the 'Hotels' box.
If you are permitting your attendees to bring a guest also check off the Guest box. In the 'Max Guests' field put the maximum number of guests your attendee may bring. If you are not permitting guests put a 0 in the field.
Select 'submit' to save your changes.
Once you have set up hotel access return to the Hotel tab and begin with 'Add Hotel'.

Important note: As a security precaution MeetMax does not store Attendee credit card details for future processing by the conference hotel. If your Attendees are responsible for their own hotel charges and you want to include hotel reservations in your online registration process you will need to include, on the Hotel page, a link to the hotel's own reservation page where Attendees can make a hotel reservation and provide their credit card information directly to the hotel.

To add a link to the hotel reservation's page: Go to the Messages function and use the choose_hotel.html page

When to Use the Hotel Function OR Link to Hotel Website:

Event has No Fee Host Paying for Hotel	Event has a Fee Host Guaranteeing or Paying for Hotel block	Event has No fee Host Guaranteeing Hotel Attendee Paying for Hotel	Event has a Fee Attending Paying for Hotel	Event has No Fee Attendee Paying for Hotel
Use Hotel Function	Use Hotel function	Use Hotel function	Use link to hotel website	Use link to hotel website
No attendee price, List price in hotel name for information only	No attendee price, List price in hotel name for information only	List attendee price

Hotel List

The Hotel List displays a list of the hotels where rooms have been reserved for your event along with the number of rooms taken. On the Hotel List tab you can edit or delete existing hotel blocks or view individual attendee/company hotel reservations.

To view individual attendee or company hotel reservations: click on the number in the 'Taken' column.

To edit hotel information:

Select 'Edit' on the date you want to edit
Here you can change the number of rooms in the block for that date, the attendee price or host cost
Select 'submit' to save your changes
You have to select each individual date in order to change this information for more than one date

To delete hotel information:

Select 'delete' on the line of the date you want to delete
You will be asked to confirm you want to delete
If yes, select 'Yes I'm Sure' otherwise select 'Cancel'
To delete an entire block you have to select and delete each individual block

To put information about the event hotel, text and graphics on the hotel reservation pages:

Go to the 'Messages' tab
Select the 'choose_hotel.html' page from the list of messages
Add the information you want your attendees to see

Add Confirmation

Use theAdd Confirmation tab to generate the rooming list to send to the hotel and receive back confirmation numbers.

To Add Confirmation:

Begin by sending the rooming/reservation list to the hotel to receive back confirmation numbers
You can send the list of reservations to the hotel using the three options in the upper right corner of this page: Excel, Email and Print.
- To download the reservation list to an Excel file: Select 'Excel' to download the file. Once you save the file you can send it separately via external email.
- To Email the reservation spreadsheet directly to your hotel contact:
- - - Select 'Email' in the upper right corner of the page.
- - - Enter the email address of the hotel representative you want to receive the reservation list.
- - - In the 'message' area you can enter an additional message in the body of the text.
- - - The list of all hotel reservations is included in the body of the email (note: even though not visible on the screen).
- To Print the reservation spreadsheet: Select 'Print' in the upper right corner of the page, the file will print and can then be faxed to the hotel contact.
Once you have received the reservation confirmation numbers back from your hotel contact, select the 'Add Confirmation' tab or box
- Enter the confirmation code in the 'Confirmation' field.
- As you add a confirmation code MeetMax automatically locks the hotel reservation and the Attendee can no longer make changes to his/her reservation.
- Once a confirmation code has been entered the attendees see it on their schedule
- For ease of data entry, from the Add Confirmation page you can display only those reservations without confirmations. To do this:
  - Select the 'show only reservations without confirmation' box.
  - The screen will automatically display only those reservations still needing a confirmation.
  - To refresh the entire list of reservations click on the 'Add Confirmation' tab.

Note: You should at some point generate a baseline report of your hotel reservations. You would typically do this after you have added the confirmation numbers or when you send the room list to the hotel. To do this go to the Change Report tab and follow instructions there.