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CCT Event Manager Tips - Understanding Contracted Places

While developing CCT Event Manager, one aspect we discovered was that event organisers found it difficult to keep track of their contracted places. When you sign a contract for an event at a CCT centre, it is based on a minimum number of adult, full time equivalent places for the duration of your event, in en-suite or non en-suite accommodation. CCT Event Manager helps you keep track of your capacities compared to these contracted places.

When you enter delegates onto CCT Event Manager, we ask that you let us know whether the delegate is an adult or child, and for children to specify their age, since pricing depends on the age of the child. Infants age 5 and under stay free of charge, and therefore don’t count towards your number of contracted places. Children age 6 to 16 are charged at 50% of an adult price, which therefore counts as 0.5 contracted place per child.

Part time delegates

If you have delegates who are only attending part of an event, they will only be counted for the days that they are staying overnight. For example, on a two night event, if an adult delegate is only staying one night they would count as 0.5 instead of 1 towards your overall contracted places.

Similarly, since contracted places are based on overnight stays, day visitors don’t count towards your contracted places.

Making changes to your contracted numbers

If you see that you’ve exceeded your number of contracted places, please contact our bookings team who can adjust your booking to increase your capacity. We advise you to contact us as soon as possible to ensure we can allocate the appropriate number of bedrooms to you for your stay.

Checking your contracted places

Contracted places in Booking ManagerYou can see an overview of your contracted places from your dashboard. Look on the right-hand side and you’ll see this summary.

If you have only en-suite or non en-suite rooms booked you will only see one set of numbers.

Clicking on the “Explain” link will bring up a more detailed view, showing you how these numbers have been calculated. The graphs and tables show the number of Adults, Children and Infants, and number of available contracted places. Note that these numbers are the number of contracted places, rather than the number of delegates, in this example there are 18 adults, 7 children and 5 infants attending the event.

Graph of Contacted Places

Viewing even more details

If this summary information doesn’t offer all the insight you require into these calculations, you can see detailed information by exporting your CCT Event Manager data to Excel. From your Dashboard, click the “Export Data” option. At the top of this page the system will ask what data you wish to export; select the tick box for “Bedroom details” and click the “Download CSV” button. In the Excel file that opens you will find a “Contracted Places” column next to each delegate, showing how many contracted places they have been calculated as.

We are here to help

If you need further assistance with understanding your contracted places, or need to make any changes to your booking, please contact our team on 0300 111 4444 or email info@cct.org.uk. We look forward to welcoming you to a CCT venue in the near future.

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For more information call: 0300 111 4444  or email: info@cct.org.uk

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