Managing Room Blocks

Room blocks are pre-arranged hotel reservations that you set up directly with a hotel for your event. This allows you to secure a block of rooms at a negotiated rate and manage group accommodations efficiently through Juno’s rooming list system.

Setting Up a Room Block

Once you have a contract in place with a hotel for the room block, you will need to add it to the Event as a hotel option.

1. Navigate to your Event Dashboard
2. Click “Configure hotels” (or go to event settings → Hotels tab)
3. Click “Add New Hotel Option”
4. Search for and select the hotel
5. Select the “Use a room block that I have arranged” booking type
6. Configure the room block details:
   • Room block size — Number of rooms reserved in your block
   • Earliest check-in date — First date travelers can check in (defaults to event start date)
   • Latest check-out date — Last date travelers can check out (defaults to event end date)
   • Rooming list cadence — How often the rooming list is sent to the hotel (Daily or Weekly)
   • Contact emails — One or more email addresses at the hotel where the rooming list should be sent

Date Coverage Warnings

When configuring room block dates, Juno checks whether the dates cover all nights of the event. You’ll see a warning if:

• The earliest check-in date is after the first night of the event
• The latest check-out date is before the last night of the event
• The check-in and check-out are on the same day (which wouldn’t cover any nights)

These warnings help you ensure guests have hotel coverage for the full duration of the event.

Understanding Date Restrictions

When travelers are assigned to a room block, their booking dates are restricted to the room block window you configure. This prevents them from accidentally selecting dates outside your hotel agreement.

Shoulder Nights Policy Still Applies

Setting a wide date range doesn’t mean all travelers automatically get those dates:

• Juno books travelers within your shoulder nights policy
• Dates outside policy require approval
• Extending the date range adds flexibility, it doesn’t guarantee everyone gets those dates

Monitoring Room Block Usage

From the event dashboard’s Overview tab, the Hotels card shows each room block with:

• The hotel name and image
• Which groups are assigned to this hotel
• Confirmed rooms — How many rooms have been booked
• Remaining rooms — How many rooms are still available in the block

This gives you a quick view of room block utilization without leaving the dashboard.

Room Block Table

For a detailed view, navigate to the Hotels sub-tab within the guest tables on the Overview tab. This table shows every room block reservation with:

• Guest name
• Check-in and check-out dates
• Special requests
• Reservation status

From this table, you can edit or cancel individual reservations.

Rooming Lists

Juno automatically sends a rooming list to the hotel contact emails you configured, at the cadence you selected (daily or weekly). The rooming list includes all current reservations for the room block.

You can also manually trigger a rooming list send at any time from the hotel option settings. This is useful if you need the hotel to have an immediate update after making changes.

Handling Date Change Requests

When a traveler contacts you asking for dates outside the current room block window, follow this process:

Step 1: Check with Your Hotel

Contact your hotel contact to verify:

• Can they accommodate the requested dates outside of your room block dates?
• Will this require modifying your room block agreement?

Step 2: Update the Room Block (If Agreed Upon)

If the hotel confirms they can accommodate:

1. Go to your Event Dashboard
2. Click “Configure hotels” to navigate to the Hotels tab
3. Find your room block hotel option and click edit
4. Update the dates:
   • Earliest Check-In — Change if the traveler needs to arrive earlier
   • Latest Check-Out — Change if the traveler needs to depart later

Date Extension Rules:

• ✅ You can always extend dates outward
• ❌ You cannot shorten dates if existing bookings would fall outside the new window

Step 3: Update the Individual Booking

After updating the room block dates:

1. Return to the Event Overview
2. Select the Hotels sub-tab within the guest tables
3. Find the row for that specific traveler’s booking in the table
4. Click the three-dot icon on the right side of that row
5. Click “Edit reservation”
6. Update their check-in and check-out dates. Dates must fall within the (now updated) room block window

Cancelling a Room Block Reservation

To cancel an individual guest’s room block reservation:

1. Navigate to the Hotels sub-tab within the guest tables on the event dashboard
2. Find the guest’s reservation row
3. Click the three-dot icon and select “Cancel reservation”
4. Confirm the cancellation

The room is released back to the block and becomes available for other guests.

Troubleshooting

”I can’t shorten the date range”

Check the Hotels sub-tab for existing bookings. At least one booking is using dates that would fall outside your new window.

”Traveler says they can’t select the dates they need”

Verify the room block dates in your event configuration. The traveler can only select dates within that window. If they need dates outside it, you’ll need to extend the range first.

”Room block shows full but I expected availability”

Check the room block size in your hotel option settings. The confirmed room count may have reached the block size. You can increase the room block size if you’ve arranged additional rooms with the hotel.