One of the main functions of CCT Event Manager is to help event organisers manage room requests, requirements and assignments.
If you have both en-suite and non en-suite bedrooms assigned to your event, the first thing you need to do is to collect these preferences on your booking form, and select the correct room type on each booking when you enter it in CCT Event Manager. If you have a guest that requires an accessible bedroom, tick the 'Disabled' checkbox underneath the room type.
If you have part-time delegates on your event, make sure the correct overnight stays are ticked, as some rooms may only be available on certain days. If any of your delegates have specific requests that you need to remember later, type these into the 'Organiser Notes' box. These will be shown to you on the Room Assignment screen, so for example if a delegate wants a specific bedroom, or to share with another delegate, you can keep a note here.
Approximately eight weeks before your event, your bedroom assignments will be made available on the CCT Event Manager system. You’ll receive an email informing you the bedrooms are now available, along with your assigned meeting rooms. When you are ready, you can access the Assign Bedrooms page, once delegates have already been added to the system. Those delegates who have yet to have a room assigned to them will have an 'Assign Room' button next to their name. By clicking this button, you will be taken through to the Room Assignment screen.
The Room Assignment screen is optimised to help you assign rooms as quickly and easily as possible. Only rooms matching the correct selection of en-suite or non en-suite and rooms available for the dates of that delegates bookings will be shown. Rooms that currently aren’t assigned will be shown at the top, with rooms that have one or more occupant already shown towards the bottom of the list.
Each room will show a description of the room, along with appropriate icons for the bed configuration. You may see double beds, single beds, bunkbeds and sofa beds here. In the 'Occupants' column, icons will be shown for how many people are assigned to the room already. You’ll see different icons for adults, children and under fives. If you hover over a person’s icon, you’ll see their name.
To assign a bedroom, simply select a room from the list and it will be highlighted. You can put as many people in each room as you wish, although you need to be aware of the capacity of the room. Cots are available for babies, and Z-beds can be placed in larger rooms to help accommodate families. Simply tick the appropriate box at the top of the screen to specify that you need one.
Once you’ve selected a bedroom, click the 'Save and Next' button and you’ll be shown the next delegate who isn’t currently assigned a bedroom, so you can repeat the process.
If you need to change an assignment, you can do this by selecting the 'Change Room' button from the Room Assignment screen. You can change room assignments as often as you need to. Just don’t forget to submit your final details to the centre once all rooms are assigned, and repeat this if you make any changes.
Here are a few quick tips that will make your room assignment process even easier:
- If you have an advance party, assign these bedrooms first, as there are likely to be less rooms of this type available. To help you identify these they are marked with a red star on the Room Assignment screen.
- Then assign your accessible bedrooms to delegates who require them. On the Room Assignment screen they are shown with a disabled symbol, and these bedrooms are also marked with this symbol in the list, and will be shown at the top for disabled delegates.
- If a booking is a group or family booking, with more than one delegate on the booking, when you go to assign the bedroom for the first delegate, the other delegates will show on tabs across the top, so you can easily flick between them to assign them into the same room if required.
- If you want to check where bedrooms are located, a 'Download Bedroom Site Plan' link appears at the top of the Room Assignment screen. This can also be accessed from the bottom right hand corner of the Dashboard screen.
This is just one of the many ways CCT Event Manager helps to make your life as an event organiser easier. As always, if you require any further assistance in using the system, please contact us on 0300 111 4444 or by emailing eventmanager@cct.org.uk and we’ll be happy to help.
