Overview: Booking packages
A package is a collection of services that are sold for a flat daily rate on a per person basis. Your property can offer a variety of corporate and social event packages. A package can include events, guestrooms, and other items
Your administrator has created the packages that are available at your property. An important piece of every package is the attendance. Package attendance is managed differently depending on whether you are working with a same-day package or a 24-hour package.
To manage package attendance for same-day packages
Use the Booking Package Attendance page to enter and manage the package attendance for a same-day package. Because all events occur on a single day with no guestrooms, you only need to enter the appropriate package attendance for each day of events.
The attendance numbers apply to the package events
To manage package attendance for 24-hour packages
Unlike same-day packages, the package attendance for 24-hour packages updates from the room block rather than the Booking Package Attendance page. This page becomes read-only when a room block is created for the package. Any updates to the package attendance need to be made from the Room Block Details window. When you create a package room block, you have two options. You can:
-
Enter the package attendance on the Booking Package Attendance page and then create the room block - 24-Hour meeting packages can include services that take place on different days. The attendance for Next Day events is calculated by the number of guests who consumed guestrooms the previous night. When you save the package attendance and create a room block, the attendance numbers are used to calculate the number of single-occupancy rooms needed. If you block rooms in multiple occupancies, you need to update the values. The occupancies you enter need to equal the corresponding package attendance for that day.
For example, if the package attendance is 75 and you block in single, double, and triple occupancies, your room block numbers could be: 30/15/5 (30 + 30 + 15 = 75 attendees). If a discrepancy exists between your room block numbers and the package attendance, the room block information overrides the package attendance. In other words, if your package attendance is 75 but you block 78 rooms, the package attendance updates to 78. All events with a Next Day designation, also display an attendance of 78.
- Create the room block without entering the package attendance on the Booking Package Attendance page - The guestroom and occupancy values you enter in the Room Block Details window are used to calculate the package attendance. Any changes made to the room block reflect on the Booking Package Attendance page.
Exceptions to consider
The following describes some exceptions to the way attendance is managed for package events
Events
If the Apply Package Attendance check box is not selected on the package event, the total package attendance does not apply to the event. Instead, you need to use the Package Booking Event page to enter the attendance. You can specify the attendance for certain events, such as breakout sessions, where you do not want to the total package attendance to apply.
If additional guests attend an event outside of the package, those individuals are considered to be non-package attendees. Non-package attendees are charged for the services consumed outside of the package price. You can track non-package attendees on the Booking Event page. For more information, see Manage non-package attendance on events.
Other Income Items
An other income item uses the package attendance when the Charge To value on the Package Other Income page is set to Master. Any changes you make on the Booking Package Attendance page reflect in the item quantity and revenue calculations. If Charge To is set to Individual, the other income item is still considered a package service. However, you need to enter the item quantity in the Price and Attendance grid on the Booking Other Income page.
To add a package to a booking
- Select the package you want to add to the booking.
- Enter the package attendance.
- Create the package events.
- Create the package room block, if needed.
- Create the package other income items.
- Review the per person package pricing.
Learn more...
Overview: Event package revenue breakdowns
Overview: Booking package discounts
Add a discount to booking packages
Add menus and items to package events
Video: Add menus and items to package events