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A stay is one attendee housed in one room type for a span of nights: who, which hotel, which room type, check-in to check-out, and how far along the hotel is — requested, confirmed, checked in. The Stays page is the event’s rooming list. A stay is a reservation, never a physical room. If the hotel later assigns a room number, you can record it — but a stay never requires one to exist.

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Arrange a stay

1

Click Arrange stay

Pick the attendee (search by name or email), the hotel and room type, and the check-in and check-out dates. Nights are the hotel’s local dates.
2

Attribute it to a room block — or not

Optionally pick the room block this stay draws from. Attribution is what feeds that block’s pickup; choosing Outside every block means the person is housed but counted against no contract.
3

Track it through its lifecycle

The stay starts as Requested. Move it along as reality happens — reserved with the hotel, confirmed by the hotel, checked in, checked out.

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The lifecycle

Requested → Reserved → Confirmed → Checked in → Checked out, with two exits:
A stay counts against its room block’s nightly pickup while it is not cancelled or a no-show — those two release the pickup for every night, without erasing the record. Nothing is ever deleted: who was housed where must stay answerable.

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The hotel record

All optional, filled in as the hotel volunteers them: the hotel confirmation number (what “Confirmed” is evidenced by), the room number — added late, if at all — and external reservation/room IDs for hotels synced with an outside system.

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Guests

A room often holds more than the attendee the stay belongs to. The Guests list records who shares the room — a name first, optionally linked to another registered attendee — and is edited as one list.

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Everything leaves a trace

  • Every change to a stay — created, dates moved, status changed, room number recorded — appears on the attendee’s activity timeline on their detail page, alongside their registration history.
  • Automations can react to two housing moments: Stay confirmed by the hotel and Guest checked in at the hotel. “Email the guest their confirmation number” is a flow you wire, filtered by ticket type like any other trigger.
  • All operations land in the event’s audit log.

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The rooming list

Export CSV on the Stays page downloads the table — attendee, hotel, room type, nights, status, confirmation and room numbers. That file is the rooming list you exchange with the hotel.

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Rules to know

  • One stay = one attendee in one room type for a span of nights; the room number is optional and late.
  • Attributed stays feed their block’s pickup; unattributed stays mean housed outside every block.
  • Confirmed means “the hotel answered” — the confirmation number is evidence, not a precondition.
  • Cancelled is reinstatable (as a fresh request); a no-show can still check in.
  • Cancelled and no-show release pickup immediately; records are never deleted.
  • A full block never prevents a stay — see over-block flagging.