Accommodation booking for attendees
The accommodation module in the SF-CONFERENCE system collects room bookings together with the participant's registration - with no side spreadsheets, no correspondence with the front desk and no manual tracking of vacancies. The organizer describes hotels, rooms, variants and periods, and the participant picks a room in the very form in which they register. In this article we take a closer look at its features.
Accommodation as a form field
An overnight stay is an ordinary registration form field in the system - just like the participation type or the invoice details. You add it in the Forms tab by picking the "Accommodation" input type. From then on it behaves like any other field: you can give it your own name and description, mark it as required, and show it in the participant's summary or after the entry ticket is scanned.
The most interesting part, though, is the availability conditions section. The field can be tied to an answer given earlier in the form - shown, for instance, only to people who chose to attend with an overnight stay. Participants commuting in will not see the hotel list at all, so the form stays short for everyone.
How the participant picks a room
In the registration form the participant sees the hotels along with their available variants, and once one of them is picked - the list of periods with prices. They can also leave a note, asking for a room on a lower floor for example. It all happens within a single registration step, without leaving for the hotels' own websites.
Periods marked as required come pre-selected, and each one carries the price that applies to the chosen variant, so the participant knows from the outset what the stay will cost.
Hotel catalogue
Hotels are kept in a separate panel tab. Each entry carries a name - separately in every language of the event - an address and a website, so participants can review the offer before making a choice. The number of properties is not limited: you can propose a single hotel next to the conference centre, or a dozen options across different price ranges, from a bed in a shared room to a suite.
Rooms and variants
Inside a hotel you create rooms. A room mainly states how many people it holds, while variants describe the ways it can be used: the same double room can be offered for single and for double occupancy. Each variant takes up a set number of places, so availability decreases correctly no matter what the participants choose.
A variant can be narrowed down by availability conditions - offering suites to speakers only, for example. A variant meant for two people additionally asks for the accompanying person's details.
Periods and availability
Availabilities are the periods a room can be booked for: a single night or a date range. For each period you enter the number of rooms and, where needed, the number of blocked rooms together with a comment explaining the reason - useful when rooms are held for special guests. Periods marked as required are selected for the participant automatically, so nights falling on the conference days are never missed by accident.
Prices
Prices are set in a table pairing every variant with every period. The same room can therefore cost one amount for the night before the conference and another during the event itself, and a suite can be priced differently from a single room. You enter the amounts in every currency the event supports, and the system adds them to the participant's payment and includes them on the invoice.
Vacancy control
The system counts bookings as they come in and watches the limits. Once the rooms for a given period run out, the variant stops being offered to the next people in line, so overbooking cannot happen. The organizer sees at all times how many places are left and in which properties.
Attendee accommodation without spreadsheets
The accommodation module in the SF-CONFERENCE system ties a hotel catalogue, flexible room variants, periods and prices to the form in which the participant makes their choice. It is simple to set up, and still expressive enough to mirror unusual arrangements made with the hotels.
Accommodation bookings therefore live in the same place as registrations, payments and invoices, and the organizer never has to reconcile two separate lists.
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