Allotments and Conference booking reservations

From the conference plan it is possible to link events with a conference room reservation to a new allotment. This to ensure that all reservations that will be picked up from the allotment will have the same event number, which keeps all reservations (conference and rooms) of the same event together. The link can easily be made with a right click on the conference room reservation from within the conference plan or the reservation list and then choose the 'Allotment' option. This will open the allotment list with the linked allotment. If there is no allotment linked yet, you can then create a new allotment which is automatically linked.

Creating a linked allotment from the Conference plan

Follow the next steps to create a linked allotment:

Select Conference plan from the Reservations menu. A window to search for a specific day appears, enter search criteria and choose OK. Select the conference booking or create a new one.
Right click on the booking and select Allotment from the context menu.
Click New and create the allotment with all details.
Save the allotment.
Room reservations can now be picked up from the allotment by following the following procedure Allotment reservations.

Note. All reservation picked up from this allotment will have the same event number as the conference reservation and can easily be found.

Note. It is not possible to link an event to an existing allotment!!

Link indicators

In the conference plan, an '(!)' in front of the name indicates that there is a linked allotment.
In the allotment browse, the linked event number is shown. Click on that number to open a list with reservations that belong to that event.
Right click on an allotment and choose 'view event' to open a list with reservations that belong to the event that is linked to the allotment.
When you change the status of an allotment (incl. cancelling), the system asks if you would like to see the reservations that belong to the linked event.
When you change the status of a conference reservation (incl. cancelling), the system asks if you would like to see the linked allotment.
Reservations picked from an allotment are almost the same as a standard reservation. The only difference is that an allotment reservation affects the number of rooms left in the allotment allocation and not the hotel availability and that allotments may have different rates.