Coordinating a Room Block

If your event organizer has carved out a block of hotel rooms for your group — a delegation, a team, or a sponsor — you may be invited to coordinate it. As a coordinator, you can book rooms against that allocation for your group's members, import a guest list in bulk, and track how much of the block has been used.

Before You Start

• You need a coordinator invitation from your event organizer. Coordinator access isn't self-service — an organizer assigns you to a sub-block or a registration group.
• Sign in with the email address the invitation was sent to. Accepting the invitation links coordinator access to your ema account.

Accepting Your Invitation

Open the invitation link in the email your event organizer sent you. The page shows which room block and event you're being invited to coordinate. Choose Accept Invitation.

Once accepted, choose Continue to Coordinator Portal to sign in and start managing your allocation. If the invitation link is invalid or has expired, ask your organizer to send a fresh one.

Where to Find It

Me > Coordinator Portal

After accepting an invitation, return to the Coordinator Portal any time to manage your block. If you coordinate for more than one event, choose the event from the dropdown first.

Two Kinds of Coordinator Access

What you can do depends on how your organizer set up your access:

Sub-block coordinator vs. registration group manager

If you coordinate a sub-block, you own a carved-out allocation of rooms and can create new bookings against it, run a bulk guest import, and see billing for the block. If you manage a registration group with no sub-block of its own, you can view and manage bookings your group's members already have, but new bookings must be created by the accommodation team or a sub-block coordinator.

Managing a Sub-Block

Open a sub-block from your dashboard to reach its workspace, organized into three tabs.

Allocation

Shows your block's rooms night by night: how many are allocated, how many have been picked up (booked), and how many remain. Use the date range to check a specific window, such as the nights around your group's arrival.

A billing summary shows either prepurchased room-nights (with a status such as Draft, Invoiced, Paid, Partially Consumed, Settled, or Forfeited, and how many room-nights remain) or an open order total, depending on how your organizer has set up billing for the block. This is a read-only summary — settlement and invoicing actions are handled by the event organizer.

Bookings

Lists every booking made against your block. Choose New booking to book a room for a guest:

1. Choose the guest — a member of your group, or someone already booked into the block.
2. Choose the room type — only room types allocated to your block are offered; you can't book outside your own allocation.
3. Set check-in and checkout dates and the number of rooms.
4. Choose Get quote to see the nightly rate, tax, and total before you commit.
5. Choose Create booking.

Get a quote before you can create a booking

Create booking stays disabled until you've pulled a quote for the dates and room type you've chosen. If you change any of the details afterward, get a new quote before creating the booking.

Each booking shows its status (Held, Confirmed, Cancelled, or No Show) and guarantee status (None, Pending, Guaranteed, or Failed). Open Manage booking on an active booking for the actions your organizer allows — this can include changing dates, adjusting the room count, changing room type, or editing special requests. Cancel booking is separated out as a destructive action, and the menu disappears once a booking is cancelled or marked no-show. View details shows the nightly rate breakdown and the full history of changes made to the booking.

Import Guests

Bulk-create bookings from a CSV file instead of entering them one at a time. The file needs these columns: firstName, lastName, email, checkIn, checkOut, roomTypeCode, qty. Files are limited to 5 MB.

1. Upload your CSV. Each row is checked and shown as Ready or Error, along with whether it links to an existing registrant or creates a new placeholder registrant.
2. Fix and re-upload if you see errors, or download the error report to work from.
3. Choose Commit to create the bookings. You'll be asked to confirm — this creates real bookings for every ready row and can't be undone from this screen.
4. After committing, each row shows as Created, Skipped, or Error, with an error report available to download.

Importing a delegation's guest list

A team manager coordinating a 20-room sub-block for their delegation exports their traveler list to CSV, matches the columns to firstName/lastName/email/checkIn/checkOut/roomTypeCode/qty, previews it to catch two rows with a mismatched room type code, fixes those, and commits — creating 20 bookings in one pass instead of using the New Booking form 20 times.

Managing a Registration Group

If you manage a registration group instead of (or as well as) a sub-block, your workspace shows each group and its members' existing accommodation bookings. You can view and manage those bookings the same way as sub-block bookings, but you can't create new ones here — a booking for a group member without their own sub-block allocation has to be created by the accommodation team or a sub-block coordinator.

Related

• Booking a Hotel Room — the guest-facing booking flow your group's members use directly.
• Managed Registrations — a related but separate way of acting on behalf of other attendees, for registrations rather than accommodation.