Accommodation - How to View & Book Rooms

This article contains the following information on booking rooms through Hostology for yourself and your guests. This article will discuss:

1. What accommodation is available through Hostology?
2. How to book a room at your venue?
3. How to make a room available/unavailable to guests?
4. How to cancel a room booking
5. What happens when you book or cancel a room booking
6. How to View and book local accommodation?

NB - To book rooms you will need to know who you are inviting - so make sure you create your guest-list first to add them in! Check out how to do this here.

What accommodation is available through Hostology?

Hostology allows you to book and manage accommodation for your event. There are some amazing features that allow you to be in control of who gets which room (and make sure you choose the best for you!).

Firstly, to find the accommodation section in Hostology, simply select the "My Planning" option on the left hand menu on desktop, or the same option using the pop up menu on mobile. Then select the "Accommodation":

You will find three more tabs listed within the "Accommodation" section.  These are "Rooms", "Reserved" & "Local":

• "Rooms" - Rooms your venue has made available, will appear under the "Rooms" tab. (You can choose if your guests see these, or if you want to allocate them).
• "Reserved" - Rooms you have booked for yourself or a guest will appear in the "Reserved" tab.
• "Local" - Links to local accommodation will appear in the "local" tab. (Your guests will also see these options).

How to book a room at your venue?

If you are lucky enough to be able to book rooms at your venue, you will find them listed under the "Rooms" section within the accommodation part of the Planning section.

To book a room, first click on the room you would like to book:

This will open a new page, where you can see more information about the room. At the top right, you will see two options.

1. "Visible to Guest" Toggle - Your guests will be able to book the room directly - see below for more info!
2. "Book room" - This is how you can book the room for either yourself or your guests.

To book a room (You guessed it!) Select Book room.

This will the lead to a small pop-up screen. On this you will have the choice to select "Guest Types". Within this you can choose between:

1. Single Guests - An individual on your guest list that you want to book the room for
2. Guest Groups - A Group of Guests that you have created

Check out this article here for how to set up your guest list into groups and individuals.

Select your preferred option (NB - Guest groups will show the Surname of the lead guest and then bring through all information on other guests within their group). Then select either the guest name (for individual guests) or guest group surname (for guest groups).

Once you have chosen the correct guests, select "Book Room"

Once you have selected this, you will be taken to the next page, where you can choose the: Dates of the stay and allocate the amount to be paid by you and your guest. You can also add a note here about the room which will show to your venue, e.g. "They would like a Vegan Pillow". Once you accept the T's & C's you can then book the room by clicking 'Book room'.

Once you click on 'Book room' you will be asked if you want to notify your guest right away or notify later. If you click 'Notify later' the room will be booked and your guests will not receive an email asking them to confirm their booking. If you click 'Notify now' the room will be be booked and your guest will receive an email asking them to confirm their booking.

When choosing to notify later you can go back to the reserved tabs and notify all your guests by clicking 'Notify all guests' which will send an email to your guests to confirm their bookings

How to make a room available/unavailable to guests - and what does that mean?

In Hostology, you can decide to make rooms "Visible to Guests". But what does this mean? There are two choices:

1. "No" - When this is toggled to say "no", this room is not visible to any guests you have invited to your event.
2. "Yes" - When the toggle says "yes", any guest you have invited to your event will be able to see and book this room on a first come first serve basis. See here for how guests can see and book rooms

This allows you to decide if you want to allocate all the rooms at your event, or if you don't mind who stays where, you can allow your guests to book the available rooms.

To make a room available/unavailable to guests, click on a specific room to view its details. Then click on the toggle on the top right next to ‘visible to guest’.

How to cancel a room booking

To cancel a room booking you first need to go to the reserved tab within the accommodation section. Then go to the room booking that you want to cancel, and click on ‘Cancel booking’ then confirm you want to cancel the booking by clicking ‘cancel booking’ on the pop up window.

What happens when you book or cancel a room booking

When you book a room for a guest they are sent an email to notify them. The email will have a link for your guest to confirm their booking.

How to View and book local accommodation?