Below is a description of each field. Note that all fields that are required are denoted with an asterisk!

Event Name: Provide the full name of the event. It is useful to add the year of the event if this event is reoccurring.

Event Status: There are four possible Event Statuses; Disabled, Preview, Scheduled, and Live.

1. Disabled: Your event is not yet live, and you are required to enter an Expected Launch Date.  This will not automatically launch your event and can be changed at any time.
   
2. Preview: This allows you walk through the front end reservation process without turning your event live. Click here to learn more about Preview Mode.
   
3. Scheduled: Set a launch date and time and the system will automatically turn your event live at that time.
   
4. Live: immediately turns your event live.

Venue: Enter the actual name of the venue. (For example, you would want to put "Vancouver Convention Center")

Address: Provide the address of event location. This address will be used to display the hotels in distance order from the event location. If multiple locations, just fill in the City and State of the event. 

Event Dates:

• Start: Select the earliest date that activities for this event will occur. This date is not necessarily when guests will check-in. Note: This field cannot be changed after the first reservation has been made.
  
• End: Select the latest date that activities for this event will occur. This date is not necessarily when guests will check-out. Note: This field cannot be changed after the first reservation has been made.
  
• Cut-off: Select the date that any rooms not sold have to be returned to the hotel according to the hotel contract. Each hotel can have its own cut-off date which can be modified later in the process at the Event Hotel level. Set this as the earliest hotel cut-off date.
  
• Cut-off Hour: Select the exact time of day on the cut-off date for the system to automatically shut off all reservation sales. Note: The system will default the time of day to Hour 0 or 12:00am.
  

Check-in:

• Start: Select the earliest date that delegates can check-in for this event. TIP: Review the hotel contract for inventory before the event and check with the meeting planner regarding early arrivals by event staff. Note: This field cannot be changed after the first reservation has been made.
  
• End: Select the latest date that delegates can check-in for this event. Check with hotels or the event planner to see if there is a minimum night stay or a specific date is required. Note: This field cannot be changed after the first reservation has been made.
  
• Default: Select the date that the majority of delegates will be checking-in or the date delegates are encouraged to check-in. This is the date that will appear by default in the reservation system. Note: This field cannot be changed after the first reservation has been made.
  

Check-out:

• Start: Select the earliest date that delegates can check-out for this event. Make sure to consider staff who arrive early just for one night or minimum night stay restrictions. Note: This field cannot be changed after the first reservation has been made.
  
• End: Select the latest date that delegates can check-out for this event. Review the hotel contracts and speak with the meeting planner for inventory post the event, weekend stay-over, and staff dates. Note: This field cannot be changed after the first reservation has been made.
  
• Default: Select the date that the majority of delegates will be checking-out or the date guests are encouraged to check-out. This is the date that will appear by default in the reservation system. Note: This field cannot be changed after the first reservation has been made.
  

Event Settings:

• Distance Unit: Select how you would like the distance from the event to the hotels to be measured. This can be done in Miles, Kilometers or Blocks.  Note: This will only be possible if there was an exact address given in the Event Address field.
  
• Google Maps: Select whether to show the Google Maps integration feature on the Front-End, and what order it should appear in with the hotel list. Click here to learn more about Google Maps integration.
  
• Allow Child Information: Check this box if you would like the system to ask for the number of adults and number of children in the room. The guest will need to provide the number of children, name, and age of each child. Do not check the box if you would like the system to simply ask how many guests per room. Sometimes the number of children will not affect the room rate whereas the number of adults will affect the room rate.
  
• Hide ETA: Check this box if you want to prevent guests from entering an estimated time they will arrive at the hotel.
  
• Hide Hotel Loyalty #: Check this box if you want to prevent guests from entering a hotel loyalty/rewards program number here.
  
• Hide Tax: Check this box if you want to hide the additional cost of tax from the reservation total at checkout.
  

Sub-block Settings

• Sub-block Label: If you are using sub-blocks, you can create a label name that the delegates will most likely understand. This field will display when the delegate is selecting their dates. If you are not using sub-blocks or wish to call it “Pass Code”, leave the field blank. Click here to learn more about sub-blocks.
  
• Hide Sub-block Pass Code: Check this box if you want to prevent guests from being able to enter the group code associated with their sub-block. Click here for more information on what this checkbox does on the Front-End.
  
• Hide Sub-block Name: Check this box if you want to hide the sub-block name at the top of the reservation process. Click here to see what this change looks like on the Front-End.
  
• Always Move Inventory From Main: Check this box if you would like to always pull inventory from the main block when allocating rooms to sub-blocks. Leaving this unchecked will prompt you each time you allocate inventory to a sub-block to choose between either pulling from the main-block's pool of allocated rooms, or to create new inventory for that sub-blocks allocation. Tip: if you're guaranteed a certain number of rooms in a hotel contract, and you've allocated that many rooms to the main-block, make sure you aren't exceeding that number by allocating new inventory to a sub-block!
  
• Sub-block Instructions: Create instructions on how guests should use this field. This information will appear directly below the label during the reservation process.
  

Click here for more information about the Additional Information labels.