Hotel bookings for attendees

Period-dependent bookings can be used to correctly set up hotel offer packages, i.e. hotel booking options with contingents. This allows a selection field for the arrival and departure date to be displayed in the frontend of hotel offer packages, from which the number of nights and the resulting price are automatically calculated. If several room categories are available, a field for selecting the room category is also displayed.

If overnight stays are offered free of charge or do not extend over several days, a normal offer package can be used instead.

The Period-dependent booking tab for configuring hotel booking options is only visible if the Period-dependent bookings module is activated for the conference in the super admin module. The module is usually activated by Converia support.

Fig. 1: Display of a hotel offer in the registration process in the frontend

Price groups as room categories

For hotel offers, it is advisable to display room categories with their own price group (e.g. single room/double room/...). These price groups should generally have the following options: active & visible & hide in step 1. Corresponding offers are thus visible and bookable for all price groups in the offer selection step.

Fig. 2: Configuration of the hotel price groups

Zimmerkontingente konfigurieren

An offer package becomes a hotel offer by entering the available overnight stays (Fig. 3; point 1) and the reserved room contingents (Fig. 3; point 2/3) on the Period-dependent booking tab.

Fig. 3: Room allotments in the extended package configuration

Enter room prices

Room prices per night are entered in the normal price matrix in the price groups for the respective (hotel) offers.

Fig. 4: Room prices in the offer wizard

Alternatively, the normal, invisible speaker price group (active & invisible) can be used instead of room price categories for speakers with free overnight stays. In this price group, the price is set to “0”. This means that the corresponding packages in the hotels can only be booked by speakers via a special invitation link or with a voucher code.

If you book paid hotel rooms in Converia, these will also appear on the participants' invoice, possibly together with the conference participation booking.