Accommodations & Room Types

An accommodation is anywhere your visitors sleep: a hotel, a hostel, a campsite, or the school gym with mattresses on the floor. Each one holds room types for you, and this page counts down what is left as you book groups in.

What the page tells you before you read a word#

The header carries the five figures a festival is run on:

Reading	What it means
Accommodations	How many places you have agreed rooms with
Rooms held	Every room across every contract
Beds contracted	What those rooms sleep in total
Beds free	What you can still put people into
Days to release	How long until unfilled rooms go back

Days to release is the gold one, and that is deliberate. It is the only figure here that gets worse on its own while nobody is looking. The bar underneath shows how much of your block is actually allocated.

Adding an accommodation#

Press New accommodation.

Field	Why it is there
Name	What you and the property call it. This goes on the rooming list they receive.
Address	Printed on the rooming list, so the front desk knows the sheet is theirs.
Contact name / email / phone	The person you actually deal with. Nothing is emailed automatically; this is your address book.
Release deadline	The date the property takes back rooms you have not filled.
Notes	Parking, breakfast times, the side entrance for coaches.

The release deadline is the one to fill in#

Every contract has a date after which unsold rooms go back on general sale — and you will miss it in the week your late entries arrive. Once it is set, every card shows it as a date and as a countdown, and the whole tournament's nearest deadline becomes the gold figure in the header.

Room types#

A room type is one line of your contract: 20 twins with private bathroom, €68 a night. Press Add room type.

Field	Notes
Name	Use the property's own wording — `Quarto Múltiplo 6 pax`, not "Room type 3". It goes on the sheet they receive and their manager has to recognise it.
Sleeps	How many people fit. A rooming list will not put more than this in one room.
Contracted	How many of them the property is holding for you.
Price	And whether it is per room or per person — the page prints which one under every price, so a rate is never ambiguous.

Reading a room-type row#

Each row answers a different question, and the two that look similar are not:

Booked — how many of that room type are committed right now.
Left — what remains on the tightest night of your festival.

They differ when your stays overlap unevenly. A type can have plenty booked and still show a healthy Left, or very little booked and almost nothing left, because one busy night decides it. Left is the one that tells you whether you can give another club four nights; Booked tells you how much of the contract you are using.

Filled is those two as a bar, and Block value at the bottom of each card is what the whole block is worth at list price — the number you are negotiating with, and the one your spreadsheet used to carry.

Over allotment#

Book more of a room type than the property is holding and the row turns amber, shows a negative Left, the card gets an OVER ALLOTMENT badge, and a banner at the top of the page names the property, the room type and by how many rooms.

This is a warning, not an error. Overselling on purpose and then calling the hotel is a normal Tuesday for a festival organiser, so nothing stops you. The banner exists so that it is never a thing you discover later.

Finding things quickly#

The chips filter by kind — Hotel, Hostel, School — plus Over allotment when anything is. The counts come from the whole list, so pressing one chip never changes the numbers on the others.

The list is sorted fullest first by default, because the rows you have to do something about are the ones with no room left. Press Sort to switch to alphabetical.

Both the filter and the sort live in the page address, so "the properties that are over allotment" is a link you can send a colleague.

Row actions#

The ⋯ on a room type opens Edit room type, Nights & rates, and Remove room type. The one on the card header edits or removes the whole accommodation.

When availability changes night by night#

Most contracts are flat: 20 twins, every night. Some are not — a hotel might hold 20 for Friday and Saturday but only 8 for Sunday.

Nights & rates is where you say so.

Declaring how many of a room type the property holds each night

Declare the whole range first, then change the nights that differ. The Check-out day is the morning people leave: the last night charged is the day before it, which is how properties count and how MyCup counts.

If you never open this dialog, the Contracted number applies to every night.

Getting it back out#

Allotment sheet in the header downloads the whole thing as a spreadsheet — contracted, booked and left per room type, plus a second tab of who is staying where. It is the file this page replaced, handed back, for when you need to argue with a property about a deadline or keep a copy after the tournament.

Accommodations without room types#

A school or a pavilion often has no room types at all — everyone is in one hall. Leave the room types empty and book groups straight against the accommodation. The rooming list then records who is staying without pretending there are rooms.

Deleting#

Deleting an accommodation removes its room types too, and says so first. Its bookings are deliberately kept, marked against a deleted accommodation, so you can see exactly who needs re-housing rather than having a club silently disappear from your plan.

Next steps#

Allocation — put groups into the rooms you have just declared

Documentation