EventConnect Help Desk

How to manage a current contract and navigate the Contract Portal

Managing your hotel contracts is simple and efficient with EventConnect. Sign into the app and head to the Hotel Portal. Here you will see all requested, pending, and approved hotel contracts you’ve submitted as well as the dates and number of travel teams associated to each contract. Select a contract you would like to view by clicking on the contract name. This will bring you to the Contract Dashboard.

Here you will be able to view all details associated with the contract you selected. First, you will see how many travel teams are left unaccommodated and the possible room night opportunity from those teams. If you would like to capitalize on those room nights click “Add More Rooms”. Here you will be directed to a back office page where the ability to add room nights to each event night will be available. Second, you will see the current total reservations at your hotel. Lastly, you will see how many teams have reservations at your hotel and your total number of room nights. Also, important to note that if any teams are looking to book directly with you - the dashboard includes a link which can be sent to teams who are interested in booking at your property. This link will only show your hotel option and will offer the team the group contracted rate that you negotiated with EventConnect.

Moving down the page you will find more information detailing your current contract. The bar graph represents all nightly reservations by date. The blue bar represents reserved room nights, the gold represents blocked room nights, and grey represents contracted room nights. If you would like to view specific reservations, click on “Go To Reservations”. If you would like to add or manage rooms click on “Add/Manage Rooms”.

The pie chart represents all registered traveling teams. On the left we see how many traveling teams were projected for this event, the center shows how many traveling teams are currently registered, and the right shows how many teams are pending registration. At the bottom, we have a line graph that shows the registration pace of all traveling teams to visualize the speed your teams registered.

To manage hotel reservations we will enter the Reservations page via the menu on the left-hand side. Here you can view details and manage all current reservations that have been made. You can see information like names of managers, dates associated with reservations, special room requests, reservation statuses, and hotel reservation I.D.’s. Upon the negotiated cut,-off date you will be required to enter your Hotel Reservation I.D. number for all active reservations showing that you have confirmed the reservation made in the EventConnect software in your own hotel reservation management system.

If you need the Rooming List with credit card information you can have that faxed to you by clicking the “Fax Rooming List With Credit Card” button at the top right-hand corner of the screen. Alternatively, you can download the rooming list without credit card information in a .csv file by clicking “Export Rooming List” just below. Also under the Reservation tab you can view the changelog. This page will show in detail all changes that have been made and by whom.

In the Team Blocks tab under Team Blocks Requests you can view details about requested, approved, and declined requests made by teams. You will also see the team name, the number of requested rooms, check in/out dates, prices, and amenities. If you would like to view the room types being offered at your property you can click on the Room Contracts tab to see the different rooms as well as the quantity and price of each room by date.

At any time you can view your initial hotel contract by clicking the Hotel Contract tab. This page shows in detail the specifications of your hotel contract made with us when you created your event with our procurement staff. Here you can make any necessary changes and edits to that contract.