Managing Room Block Pick-Up

One of the single most important factors in running a financially successful event is effective room block management. The room block is often committed months or years in advance of the actual event. Today’s addition to the Event Communications Center is a spreadsheet that can be used to track the room block from the date of contract signing up through the event itself.

As we have discussed in previous posts, adding a new spreadsheet to the Event Communications Center is a 2-step process.

  1. Create the room block pick-up report as a Google Docs spreadsheet
  2. Embed the spreadsheet into a page in the Event Communications Center site.

The spreadsheet consists of 2 worksheets. The first, shown below is used to track the room block forecast prior to the event. In some contracts there will be predefined dates when the room block can be adjusted. The fields in this worksheet include the forecast milestone, the forecast date, the adjustment that would ideally be made, the contractual maximum adjustment, the actual rooms that will be adjusted, and the net commitment as of this date.

Room block pickup forecast worksheet.

The second worksheet shows the actual room pickup once reservations are open. This can often be provided by the event hotel as a weekly report. By adding the actual numbers to this worksheet the planner can track the pickup week by week before the event. In additional to alerting the planner to any critical issues with the room block for this event, the provides a way to compare pickup for future events which can provide the event planner better intelligence for managing the room block.

If you look at the top of the page, you will see it says: “Private to only me”. In order for this spreadsheet to be viewable on the demo event site, we will need to change that to “Public on the web” by clicking on the “Share” button on the upper right side of the page.

Actual room block pickup worksheet.

Now that the spreadsheet is in place, it is a simple matter to create a new page in the ECC where we embed the spreadsheet. The spreadsheet itself can be modified to better conform to the requirements of your particular event.

Room block pick-up spreadsheet in Event Communications CenterFor more information on how you can set up an Event Communications Center for your event, go to: http://www.meetingplannertoolkit.com/google-apps-for-events/. Or join the conversation with us directly on Facebook at Meeting Planner Toolkit.

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