Using Shoulder Dates

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Shoulder dates allow registrants to request rooms before or after the block date range. To distinguish them on the Hotel Request Form's calendars, shoulder dates are shaded black.

 
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1 Enable shoulder dates. Begin by selecting your event. Hover over Event Details and, under Travel, select Hotel Accommodations.
 
NOTE: If you're creating a Classic event and haven't set up the Hotel Request Form, do that first.

Add a hotel or click the name of an existing hotel. The Hotel Details tab will open by default. Click the neighboring tab, Room Block, then Edit.

Switch "Allow shoulder dates" to Yes. Use the dropdowns to establish the earliest and latest possible shoulder date. Select whether to allow registrants to choose rooms on these days and if your approval is required to do so.

 
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Click Save. Repeat this process for each hotel.

 
NOTE: Need to know when a shoulder date is requested? Add a planner alert. Just choose Hotel Request Submitted for the type and switch "Trigger this alert only if shoulder dates are requested" to Yes.
 
2 Establish room type capacities for shoulder dates. Click the name of the room type, then Edit

Scroll down to the Capacity & Rates section. Enter the number of rooms that are available. If you selected to calculate room rates by registration type, enter the price on a room for the shoulder dates.

 
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Click Save.

3 Manage pending requests. If you made your approval required, shoulder date requests will probably start to appear once registration opens.
 

Hover over the Invitee Management tab and, under Manage, select Hotel Requests.

The shoulder dates that need approval are in the Pending column.

 
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Check the box next to any registrant you want to approve, then hover over the Actions button and select Approve Pending Dates. Choose to send an email confirmation, then click Confirm.
 
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Check the box next to any registrant you want to deny, then hover over the Actions button and select Deny Pending Dates. Choose to send an email confirmation, then click Confirm.
 
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