Package attendance

The package attendance, along with the Event Create Day designation on each package event, are used to calculate the number of guests attending the event. After you add a package to a booking, the Booking Package Attendance page displays. Use this page to enter the attendance and select the services to include in the package.

Same-day meeting package

For same-day packages, where all events occur on a single day with no guestrooms, you only need to enter the appropriate attendance for each day of events. Before the booking's arrival, you can update the package attendance on the Booking Package Attendance page, and the attendance for all package events is automatically updated.

24-Hour meeting package

Package attendance for a 24-hour meeting package is different because the package price 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.

Package attendance

In the following example, attendance numbers are not entered for June 4. The attendance for June 4 events pulls from June 3, the previous evening of guestroom consumption.

Package Name	Attendance Type	2 June	3 June	4 June
Complete Meeting Package	Agreed or Forecast	50	40

Events created on the booking

Event	Event Date	Event Create Day	Event Attendance
Dinner	2 June	Day Of	50
Breakfast	3 June	Next Day	50
Meeting	3 June	Next Day	50
Lunch	3 June	Next Day	50
Dinner	3 June	Day Of	40
Breakfast	4 June	Next Day	40
Meeting	4 June	Next Day	40
Lunch	4 June	Next Day	40

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 is updated to 78. All events with a Next Day designation, also display an attendance of 78.

Unlike same-day packages, the package attendance for 24-hour packages is updated 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 changes you make to the room block, however, update the package attendance on this page for future reference. All associated package events also are updated with the new attendance numbers.

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.