Managing Hotel Options

Hotel options are configured at the event level and referenced by groups. You can add multiple hotel options to a single event — for example, a room block at the conference hotel and a direct book fallback at a nearby property. Groups manage the settings for which hotel options to use and in what order of preference.

Accessing Hotel Options

From your event dashboard:

1. Click Configure hotels from the quick action cards, or
2. Open the event settings and select the Hotels tab

Types of Hotel Options

Direct Book

With a direct book option, guests search for and book rooms directly through Juno at available rates. You can set a maximum price per night — bookings at or below this amount are auto-approved, while bookings above it require coordinator approval.

When to use direct book:

• When you don’t have a room block at a property
• As a fallback option if a room block fills up

Room Block

A room block is a pre-arranged set of rooms you’ve negotiated directly with a hotel. Juno manages the guest assignment and sends a rooming list to the hotel on your behalf.

When to use a room block:

• When you’ve secured a group rate at a specific hotel
• When you need to guarantee room availability for your event
• When you want to closely control where guests stay

For detailed room block setup and management, see Managing Room Blocks.

Adding a Hotel Option

1. Click Add New Hotel Option
2. Search for a hotel — Type the hotel name to search. Results are sorted by proximity to your event location. Hotels already added to the event are excluded from search results
3. Choose the booking type:

Direct Book Configuration

• Maximum price per night (optional) — Set a nightly rate threshold. Bookings at or below this price are auto-approved

Room Block Configuration

• Room block size (required) — The number of rooms you’ve reserved
• Earliest check-in date (required) — The first date guests can check in. Defaults to the event start date
• Latest check-out date (required) — The last date guests can check out. Defaults to the event end date
• Rooming list cadence (required) — How often Juno sends the rooming list to the hotel: Daily or Weekly
• Contact emails (required) — One or more email addresses at the hotel where the rooming list should be sent

4. Click Save to add the hotel option

Editing a Hotel Option

1. Navigate to the Hotels tab in your event settings
2. Click the edit icon next to the hotel option you want to modify
3. Update the configuration as needed
4. Click Save

For room blocks, you can:

• ✅ Extend the check-in/check-out date range outward at any time
• Update the room block size, rooming list cadence, and contact emails

Removing a Hotel Option

1. Navigate to the Hotels tab
2. Click the delete icon next to the hotel option

If the hotel option has no existing reservations, it is removed entirely.

If the hotel option has existing reservations, it will no longer be offered to new guests, but existing reservations remain intact.

How Hotel Options Connect to Groups

Hotel options exist at the event level, but groups control which options guests see:

• If a group uses Policy Default, the organization’s travel policy determines hotel selection
• If a group uses Custom Stack Rank, the coordinator selects specific hotel options from the event and orders them by preference. This stack rank is configured per group in the group settings

When a guest in a group with a custom stack rank books a hotel:

1. Juno presents the first hotel option in the group’s ranked list
2. If that hotel is unavailable (room block full, dates don’t match, etc.), Juno moves to the next option
3. This continues down the list until an available option is found

This means the same event can have different groups staying at different hotels, all managed from one event dashboard.