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30% attrition · due Aug 14
AI-powered room block management
Hotel room blocks,
without the busy work.
Turn signed hotel contracts into a live room-block plan. Track pickup and deadlines, collect guest names, and catch hotel rooming-list differences before they become bills.
The hidden coordination tax
One room block. Five places to manage it.
The contract knew the deadline. The spreadsheet knew the pickup. The email thread knew what the hotel promised. None of them knew each other.
Import Excel
Pickup spreadsheet
142 of 220 room nights
Copy hotel email
Hotel email
“Attached is our latest list”
Push deadlines
Calendar deadline
Rooming list due · 9 days
Ask from Slack
Slack question
Who still owes guest names?
One operating plan
One platform for every room block
From signed contract to checked rooming list.
See what you agreed to, what is at risk, where each guest belongs, and whether the hotel's list matches yours.
What did we agree to?
Blocks turns rates, dates, commitments, and deadlines into the checklist your team runs.
The Franklin Grand — signed contract
Nova Leadership Summit 2026 · 320 rooms
14 pages
Group sales agreement
The Franklin Grand · Denver, Colorado
Section 5 — Attrition
Group agrees to pick up no fewer than eighty percent (80%) of the contracted room nights, measured cumulatively across the Block rather than night by night.
Sample contract excerpt · fictional hotel and event
Contract plan
The terms your team has to run
Cutoff date
45 days before arrival
Aug 22
Show the contract wording
From Section 4
“Any guest rooms not reserved from the Group Block by 5:00 p.m. Mountain Time on August 22, 2026 (the "Cut-off Date") will be released”…
Attrition
Cumulative room nights
80%
Quoted in the excerpt
Room rate
Plus tax & fees
$219
Show the contract wording
From the contract
“Guest Room Rate: $219.00 per room, per night, single or double occupancy, exclusive of applicable taxes and fees.”
Rooming list due
Hotel template required
Sep 8
Show the contract wording
From Section 6
“A complete rooming list, on the Hotel’s standard template, is due to the Hotel no later than September 8, 2026.”
Deadlines added to the event plan
What is at risk?
Pickup and attrition exposure stay visible by night and hotel, before penalties hit.
Nova Leadership Summit 2026
Pickup by hotel · next cutoff in 12 days
2,440 room nights
The Franklin Grand
Cutoff Aug 22
470 / 1120
room nights picked up
42%
Harbor Court
Cutoff Aug 25
540 / 760
room nights picked up
71%
The Monarch
Cutoff Aug 27
520 / 560
room nights picked up
93%
Needs attention
The Franklin Grand is below pace.
650 room nights are unfilled, and pickup is 426 short of the 80% attrition commitment, before the Aug 22 cutoff.
Attrition exposure
$93,000
The Franklin Grand · illustrative
Risk visible before the cutoff
Who goes in which room?
Blocks drafts a plan checked against each night's capacity. Refine it in plain English, then approve. Move a room to another hotel with its names, roommates, and travel details.
Nova Leadership Summit 2026
Assign Rooms · drafted the moment you open it
Draft — not yet applied
38 of 40 requests placed across 3 hotels
Executive team
Placed by your instruction
The Franklin Grand
12 rooms
Production crew
Kept together · checked night by night
Harbor Court
16 rooms
Marketing
Preferred hotel honored
The Monarch
10 rooms
2 left unassigned — awaiting dates from their department
Tell Blocks what to change
“Keep each department in one hotel — executives at The Franklin Grand.”
Blocks redrafts the whole plan from your instruction — and names anything it couldn’t act on, with the reason.
Nothing is booked until you approve
Approve 38 assignments · leave 2 unassignedDoes the hotel rooming list match ours?
Blocks reads the hotel's list on its own terms — its room codes, even a scanned page — and groups the real differences for review.
Hotel rooming list check — The Franklin Grand
Matched by confirmation number
Received
320
Sent to hotel
319
Returned by hotel
2
Differences
GuestYour listHotel rooming listDifference
Priya Patel
FG-4467
Not found
Missing from hotel- Your list
- FG-4467
- Hotel list
- Not found
Marcus Chen
Oct 6–9
Oct 7–9
Date mismatch- Your list
- Oct 6–9
- Hotel list
- Oct 7–9
Sarah Lopez
Sarah Lopez
Sara Lopez
Matched · no action- Your list
- Sarah Lopez
- Hotel list
- Sara Lopez
Correction email drafted
Only the 2 differences are included. The matched spelling is not.
2 corrections ready to send
Capacity after the contract is signed
Run more events. Not more paperwork.
Room-block costs hide in three places: attrition penalties, staff hours, and errors that surface at check-in. Blocks keeps the dollars, the deadlines, and the differences in front of you while there is still time to act.
See every deadline the contract set.
Cutoffs and rooming-list due dates stay beside the contract terms that set them, including what missing a deadline can cost.
Learn more →See the cost of unfilled nights.
See pickup, contracted cost, and attrition exposure by hotel and date, including a shortfall forecast before rooms are assigned.
Learn more →Know what needs attention next.
Missing names, approaching deadlines, overdue hotel replies, and department changes awaiting your approval rise to the top, so you know what to act on next.
Learn more →Catch errors before check-in.
Review name, date, and room differences together before they reach the front desk.
Learn more →The post-contract advantage
The rooming list round-trip, handled.
Collect names, send the hotel rooming list, track the reply, and check what comes back. Blocks keeps the round-trip in one place, and you approve every change.
01Department portal
Collect the names
Department leads submit requests and guest names through a private portal. Remind anyone outstanding in one click. Attendees can book and pay for their rooms on a branded page. Each guest can receive a personal link for contact, loyalty, and travel details.
Up to five guests per room, within the room type's limit. Travel details stay with each person.
02Hotel portal
Send the hotel rooming list
The hotel gets a private page to view and download the rooming list in the format it needs. You see when it was first opened.
03Hotel reply
Track the hotel reply
See what you sent, what you are waiting on, and what came back. A quiet hotel surfaces as overdue with a follow-up ready to send — it goes out on your click, and nothing clears itself.
04You approve
Check the hotel rooming list
Start with the list the hotel emails back, including scanned pages and the hotel's room codes. Blocks groups the differences for review. You approve every reservation change.
What the check actually looks like
The hotel sent its list back. Blocks lined it up against what you sent and found the one row that changed.
Our record: Marcus Chen, 6–9 October 2026. The hotel's list: 7–9 October 2026. Same confirmation number, one night short.
You decide what happens next: ignore it, correct our record to match the hotel, or flag it so the hotel confirms. Nothing changes a reservation until you choose.
What the organization keeps
Blocks remembers.
Every hotel you have worked with, and everyone you have hosted — contacts, contracts, history — there for whoever picks the event up next.
Hotels
Every property you have worked with
Keep the hotel relationship when the coordinator changes. Your directory keeps hotel contacts, past events, and contracts together, and fills in the contact when you add a hotel to a new event.
- One row per property, across every event and contract
- Searchable by name, brand or city
- Contacts stay private to your organization
People
Everyone you have hosted
Search by name or email to see a guest’s past events, hotels, room blocks, travel for each stay, and loyalty details. The next list starts from what you already know instead of from a blank row.
- Every event a person has been on, and where they stayed
- “Add known people” drops a whole group into the next list
- Recognize returning guests without entering them again
Fits your existing operation
Start without starting over.
Bring the files you already trust, give each collaborator the right view, and keep people—not software—in charge of every proposed change.
Slack
Email
Excel
PDF
Calendar
Import what you already have
Upload hotel contracts and import your current spreadsheets, or reuse last year's list: its dates shift to the new event and every team opens with the rooms it had. Blocks structures the terms, room nights, and deadlines.
Share private links
Department leads, hotels, and guests can use their private links without creating an account. Leads submit guest names, hotels receive and return the rooming list, and each guest fills in their own details.
Review every proposed change
Ask Blocks from the web or Slack, review the proposed next step, and approve every change before it reaches a reservation.
Export clean finance data
Share a current view of spend and room nights, then export clean CSV or Excel data for the finance workflow you already run.
Built for teams who live in room blocks
Whether you manage two complicated blocks a year or two hundred events, Blocks fits how you already work.
Event Production
Concurrent shows and festival crews across dozens of hotels — every contract, cutoff and rooming list in one view.
Learn moreSports & League Travel
The same hotels and the same lists every season. Clone last season's event and carry its rates and contacts forward.
Learn moreCorporate Events
Dozens of departments submitting names against one attrition threshold, with spend finance can see as it moves.
Learn moreFilm & Entertainment
Crew and cast across location shoots, where a unit move rewrites the housing plan — Blocks moves the rooms with it.
Learn moreFrequently asked questions
How Blocks fits into your hotel room block operation — and where your team stays in control.
Can I import my existing spreadsheets and tools?
Yes. Blocks imports existing room block spreadsheets, rooming lists, guest data, and hotel contract PDFs. Your team can also work through Slack and email, while deadlines sync to Google Calendar or another calendar through ICS. Department leads, hotels, and guests can use their private links without creating an account.
Does Blocks send emails to hotels automatically?
No. Negotiation messages are drafts that you edit and send from your own mailbox. Operational messages such as a rooming-list send or guest-name reminder go out only when your team clicks send, with replies kept on the event record. Nothing goes to a hotel or a guest without your click. Blocks does email your own team — deadline reminders and a daily digest, which each person controls in their notification settings.
How does Blocks check the hotel rooming list?
Blocks compares the hotel rooming list with your reservations, matching by confirmation number first. It groups name, date, room-type, missing-guest, and extra-guest discrepancies into one review. You choose which corrections to send, and nothing changes on a reservation until you approve it.
What does Blocks manage after a hotel contract is signed?
Blocks turns the signed contract into the operating plan for the block. It tracks room nights, pickup, cutoffs, attrition exposure, guest names, hotel replies, and the hotel rooming list in one place, drafts a room-assignment plan you review and approve, and surfaces what needs attention next. After the event it checks the room charges on the hotel’s final bill against your contract.
Does Blocks review hotel contracts? Is that legal advice?
Blocks reviews contracts against your negotiation playbook and points each flag back to the relevant wording. It also extracts the terms your team needs to run the block. This is business decision support, not legal advice; rely on your own counsel for legal questions.
How does Blocks track attrition risk and cutoff dates?
Blocks tracks contracted and picked-up room nights by date and hotel, then calculates the remaining exposure against the applicable contract terms. Cutoffs and other deadlines stay visible on the block and can sync to your calendar, so a slow hotel or approaching penalty does not hide in a spreadsheet.
Can guests fill in their own details?
Yes, when you turn guest pages on for an event. Each guest can get a personal link — private, no login, one link per person — showing their own reservation and hotel details, where they fill in contact information, loyalty numbers, and travel. Everything flows back to your guest list, and you see who has been sent a link, who has filled things in, and who you are still waiting on.
Can two people share a room?
Yes — up to five people in one room, within whatever the room type itself allows. The first is the primary guest and the others are roommates, and every occupant carries through to the hotel rooming list, the printable list, and the audit. Each of them can get their own personal link, so a roommate fills in their own contact and travel details instead of the primary guest doing it for them. A shared room's cost can be split across departments by percentage for reporting, without changing who owns the room.
Can Blocks track crew flights, rides and per-diem dates with the rooms?
Yes, when you turn travel collection on for the event — every travel field is off until you do. Each person then carries their own flights, ground transport, on-site supervisor, and per-diem dates, so two roommates can be on different flights with different rides. The hiring manager states the position, the supervisor, and whether airfare is provided; the traveller fills in their own flights on their personal page, or forwards an itinerary for Blocks to read back leg by leg for them to confirm. Blocks records per-diem dates, not amounts, and one export gives you a row per person with a column for every night of the event.
Have more questions? Check our glossary of terms or get in touch.
Ask your AI about Blocks
Have your AI assistant explain what Blocks does and whether it fits the way you manage room blocks.
Bring us your next room block.
See how your team can track deadlines, place guests, and check the hotel’s list in one live plan.