Venue Management - Setting up Accommodation

This article is to help you set up accommodation for your venue, if you do not have accommodation, there is no need to worry about this section, you can move to the next steps.

1. How does accommodation work?
2.  Setting up your "Extras"
3. Adding your general info and T's & C's
4. Connecting to Stripe
5. Local Accommodation
6. How to add a room
7. How it works for each event
8. Next Steps

How Does accommodation work?

To be able to add & manage room availability at your venue for events in Hostology, you'll need to create and set them up on your venue account, this is done at the "Venue Management" level and needs to be done by an admin/Super Admin. You can find the accommodation section by going to your venue and selecting 'Billable items' then 'Accommodation':

There you can add the details for your rooms, with pricing, images, extras etc. then connect your payments and allow your hosts and guests to book available rooms for their event.

Once you have created all of your rooms, you can then add them to events and allow your customers to book, or allocate rooms to guests - making the planning journey far simpler and allowing your customers to do a lot of the admin work for you. In this article, we will talk through the steps to creating and setting up your available rooms in Hostology.

If you have any questions on the best way to set this up for your venue, don't hesitate to contact us at [e-mail] and one of our consultants will be happy to assist.

 Setting up your "Extras"

You can simply start by adding a room! But, from experience, we recommend you create your "Extras" first so you can add these to rooms as you create them.

To do this, go to the extras tab. And create extras for either unit or per night basis. This is especially useful for cots, Z beds additional things like a bottle of champagne on arrival or single occupancy etc. Create these options now, as it means you can add them in when you are creating rooms... but don't worry you can always edit and update later!

First, we recommend you create your "Extras". Navigate to the extras tab where you will be able to add, edit and delete your extras:

To create an extra, click on 'Add new extra'. Here you can create extras for either unit or per night basis. This is especially useful for cots, Z beds additional things like a bottle of champagne on arrival or single occupancy etc. Once you have filled out the information click on 'Add item':

To edit an extra click the three dots next to the extra that you want to edit. Then edit the information and click 'Save item':

If you wish to delete an extra, click the three dots next to the extra that you want to delete, then click 'Delete'. A pop-up box will appear asking you to type 'DELETE', once doing this the extra will be deleted

Adding your general info and T's & C's

The next tab is dedicated to the room booking information. Here you can upload links and documents that will be shared with all guests booking into your rooms. We recommend you add your T's & C's here as well as any policy documents for accommodation - e.g. Rules, fire safety or escape docs etc!

To upload booking information you first need to navigate to the 'Booking information' tab and click on 'Add booking information':

Once you have selected the document you want to upload, click on 'Save'. If you want to add another then click on 'Save & add another'.

Connecting to Stripe

We use stripe. To connect with Stripe means you can take online payments for rooms through Hostology, where guests and hosts can pay you directly. On Hostology, Stripe takes a fee as a merchant - see here, And there is also a small admin fee of 25p per transaction from Hostology to cover costs. To connect your stripe account for taking payments for rooms, navigate to the 'Payment' tab and click on 'Connect with Stripe'. You will then need to follow the steps and fill out all the required information to connect to Stripe (the Pop-up page will guide you):

Local Accommodation

Lastly, we have an option for local accommodation - you should automatically be provided with the affiliate link to add in here - so please contact Hostology if you need to add this in. We provide a link to a hotel site provider, that is a value add for guests. They will always see rooms at your venue first though - so do not worry!

You can also add in local accommodation manually, to do this click on 'Add local accommodation', fill out the details and click on 'Add'. Alternatively click on 'Save & add another' to instantly be able to add another local accommodation to your venue.

How to add a room

Now that everything is in place, you can add a room. To do this navigate back to the 'Available' tab in accommodation. Click on 'Add new room' and enter the room details, you can even add an image if you wish! Once you have finished click on 'Add room' to add the room to your venue:

You can always edit a room once you have created it. To do this, click the three dots next to the room that you want to edit and click on 'Edit'. Then edit the information you want and click on 'Save room'. 

You can also delete by clicking the 3 dots next to the room you want to delete and clicking 'Delete' then 'OK':

How it works for each event

To see how you can use accommodation for your events, check out this article here. Also, you can check out this article, to see exactly what it looks like for your customers too. 

Next Steps

Check out this article about how to add & manage Suppliers

Check out this article about creating time-saving Workflows.