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, an arranged stay 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 haven’t arranged lodging at a property
• As a fallback option if an arranged stay fills up

Arranged Stay

An arranged stay is lodging you have already arranged for your guests: a hotel room block (the most common kind), apartments, corporate housing, or a rental home. Juno manages the guest assignment and, if you set recipients, sends a guest list to the property on your behalf. If the property isn’t in hotel search, you can enter its details manually.

When to use an arranged stay:

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

For detailed arranged stay setup and management, see Managing Arranged Stays.

Adding a Hotel Option

1. Click Add New Hotel Option
2. Choose the booking type: Guests book directly with the hotel or Guests stay at lodging I have already arranged
3. Identify the property. For direct book, search for the hotel by name. For an arranged stay, use the Property toggle: Find in hotel search to search by name, or Enter property details to add a property that isn’t in hotel search (name and address required; description, phone, website, amenities, and photos optional). Search results are sorted by proximity to your event location, and hotels already added to the event are excluded

Direct Book Configuration

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

Arranged Stay Configuration

The Availability and guest list section contains:

• Rooms or units (required): the number of rooms or units you’ve reserved
• Earliest check-in (required): the first date guests can check in. Defaults to the event start date
• Latest check-out (required): the last date guests can check out. Defaults to the event end date
• Guest list cadence (required): how often Juno sends the guest list to the property: Daily or Weekly
• Guest list recipients (optional): one or more email addresses at the property where the guest list should be sent. If none are set, no guest list is emailed

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 arranged stays, you can:

• ✅ Extend the check-in/check-out date range outward at any time
• Update the rooms or units, guest list cadence, and guest list recipients
• Send the guest list immediately from the card menu with Send guest list now

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 (arranged stay 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.