Managing Arranged Stays

An arranged stay is lodging you have already arranged for your event’s guests: a hotel room block, apartments, corporate housing, or a rental home. A hotel room block is the most common kind of arranged stay. Juno collects guest reservations against the rooms or units you have secured and, if you choose, emails the property a guest list on a regular cadence.

Setting Up an Arranged Stay

Once you have an agreement in place with the property, 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. Select Guests stay at lodging I have already arranged
5. Under Property, choose how to identify the property:
   • Find in hotel search: search for and select the hotel
   • Enter property details: enter the property yourself (see below)
6. In the Availability and guest list section, configure the stay:
   • Rooms or units: number of rooms or units reserved for your guests
   • Earliest check-in: first date travelers can check in (defaults to event start date)
   • Latest check-out: last date travelers can check out (defaults to event end date)
   • Guest list cadence: how often the guest list is sent 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 you leave this empty, no guest list is emailed

Properties Not in Hotel Search

If the property does not appear in hotel search, for example an apartment building, corporate housing, or a rental home, switch the Property toggle to Enter property details. Provide the property name and address (both required). You can also add a description, phone number, website, amenities, and photos so guests know what to expect. Guests see the property in their booking flow exactly like a searched hotel, and the hotel option card shows an Arranged stay badge.

Date Coverage Warnings

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

• The earliest check-in is after the first night of the event
• The latest check-out 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 lodging coverage for the full duration of the event.

Understanding Date Restrictions

When travelers are assigned to an arranged stay, their booking dates must overlap the arranged dates you configure. Dates that fall fully inside the arranged dates book against your reserved rooms or units directly. Travelers can also extend a few nights before or after the arranged dates. Those partial-overlap dates are allowed but routed to you for approval before the booking is confirmed. Dates that don’t overlap the arranged dates at all stay blocked, so travelers can’t accidentally book entirely outside your agreement with the property.

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 Arranged Stay Usage

From the event dashboard’s Overview tab, the Hotels card shows each arranged stay with:

• The property name and image
• Which groups are assigned to this property
• Confirmed rooms: how many rooms or units have been booked
• Remaining rooms: how many rooms or units are still available

This gives you a quick view of arranged stay utilization without leaving the dashboard.

Arranged Stay Table

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

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

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

Guest Lists

If you set guest list recipients, Juno automatically sends a guest list to those addresses at the cadence you selected (daily or weekly). The guest list includes all current reservations for the arranged stay. If no recipients are set, no guest list is emailed.

You can also send the guest list immediately at any time: open the hotel option card’s menu and select Send guest list now. This is useful if you need the property to have an immediate update after making changes.

Handling Date Change Requests

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

Step 1: Check with Your Property

Contact the property to verify:

• Can they accommodate the requested dates outside of the arranged dates?
• Will this require modifying your agreement with the property?

Step 2: Update the Arranged Stay (If Agreed Upon)

If the property confirms they can accommodate:

1. Go to your Event Dashboard
2. Click “Configure hotels” to navigate to the Hotels tab
3. Find the arranged stay’s 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 arranged 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) arranged dates

Cancelling an Arranged Stay Reservation

To cancel an individual guest’s arranged stay 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 or unit is released 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 arranged 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.

”The arranged stay shows full but I expected availability”

Check the Rooms or units value in your hotel option settings. The confirmed count may have reached that number. You can increase it if you’ve arranged additional rooms or units with the property.