What Is a Tour Series?
A Tour Series usually includes:
A recurring set of room blocks across multiple dates
Pre-negotiated rates
Large, organized leisure groups
Contracts that outline all dates and room allocations
Because Event Temple allows one date range per booking, each block within a Tour Series must be managed separately.
Best Practices for Managing Tour Series in Event Temple
1. Create Individual Bookings for Each Date
Since only one date range can be applied per booking, create a separate Booking for each arrival date in the Tour Series.
This approach ensures:
Accurate room block management
Independent pickup tracking for each date
Flexibility to adjust or cancel specific dates without affecting the full series
Proper handling of Lost status if a particular date is cancelled
2. Manage Room Blocks Independently
Within each booking:
Add the room block associated with that date
Update pickup as rooms are used
Modify, cancel, or reallocate blocks as needed
This method keeps each date cleanly separated and avoids complications with block adjustments across multiple dates.
3. Generating a Contract for the Tour Series
To provide the client with a single consolidated contract, follow these steps:
Open the first Booking in the Tour Series.
Use the Merge Document feature to generate the contract.
Since only the first booking’s date range will merge automatically, you will need to:
Manually add a grid or list of all contracted dates and room blocks into the contract template or document.
This ensures the client receives one unified contract while maintaining operational clarity within Event Temple.
Summary
Managing Tour Series in Event Temple works best when each arrival date is created as its own booking. This allows more precise control over room blocks, pickup, and cancellations while still enabling you to generate a single contract by merging from the first booking and manually adding the contracted date grid.