Releasing Inventory Process
 

Releasing Rooms

 If there is no pick-up and you’re releasing a block prior to cut-off please follow the steps below: 

 

• OMS

  • On Inventory Tracking, change status to “Closed out in BMS- no pickup”

• EventPipe

  • Disable property & add a note

• Email to Hotel

  • Send hotel email letting them know we are releasing rooms.  

 

***See end of document for email sample to hotel.

 

Some reasons why we do this? To be a good hotel partner, we want to allow hotels ample time to resell their rooms if we believe we are not going to sell them due to various event circumstances. 

 

 

Closing Block Out Early

If a property has pick-up but you’re releasing the remaining inventory back to them prior to the contracted cut-off date please follow the below steps:

  

• OMS

  •  On proposal tab, change the cut-off date to today and put a note

  • Do NOT change status on Inventory Tracking

• EventPipe

  • Change cutoff date to today and put a note

  • Do NOT disable property – leave it LIVE

• Message or email Hotel Relations and let us know so we can go ahead and grant access to the property contacts.
   

Some reasons why we do this? A hotel is unable to sell anymore rooms, so we are giving back what we haven’t sold yet. We may have sold all our rooms and we may then close the block early to allow the hotel extra time to process the reservations.
 

***See end of document for email sample to hotel.

​

 

Reducing a Block

You may want to reduce a block (all or some nights) if you feel like we are not going to sell the number of rooms we have contracted. 
 

• OMS

  • Within the event, put a note under the hotel stating you reduced certain nights. 

  • Do NOT change status on Inventory Tracking

• EventPipe

  • Put a note stating you reduced certain nights

  • Do NOT disable property – leave it LIVE

• Email to Hotel

  • Send hotel email letting them know you reduced BLANK nights to BLANK number.  

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Email Sample for releasing rooms
 

Hello,

 

I’m reaching out regarding our upcoming block below. Unfortunately, we have not seen pick-up in the block. Since registration has slowed down and we’re approaching cut-off, I would like to go ahead and release the rooms we’re holding to give you ample time to sell.

 

<event name - Hotel Name>

 

We will be sure to reach out if we have any last minute teams in need of housing.

 

Thank you!