Create event rates in your booking engine
Event Rates are ideal for creating special, short-term offers tied to specific events like:
Conferences
Weddings
Corporate or negotiated business
These rates are typically private and accessed using a promo code or deep link—making them perfect for targeted audiences.
⚠️Important: Not connected to your PMS or Channel Manager
This means:
Inventory, pricing, and restrictions are managed separately.
You’ll need to manually manage availability to avoid overbooking.
Benefits of event rates
Quickly set up short-term, exclusive rates.
Allocate specific room inventory outside of your general availability.
Optionally allow bookings on shoulder dates (before or after the event) by pulling fallback pricing from another rate—encouraging longer stays.
Watch this video below outlining how to create an event rate
⚠️Important: Event rates are not enabled by default for any property. If you are interested in using this facility, please speak to your account manager or contact our support team [email protected].
To create event rates follow the steps below:
Go into SHR booking engine.
On the left navigation panel select rates & packages, then select browse event rates.
To create a rate select the create event rate button.
In the general tab is where you will decide your rate set up.
Rate setup
Rate code: Just like other rates in SHR BE, each Event Rate needs an internal and external Rate Code for tracking and system reference.
Promo code: You can quickly generate a Promo Code that guests will use to access the rate. This is automatically created in the SHR CRM, making setup faster and easier. You can even link two different Event Rates to the same promo code if needed.
Status: Set the availability of the rate:
Active – Available for booking
Suspended – Temporarily hidden
Deleted – Fully removed from use
Price Type: Choose how you want to price your Event Rate. You have three options:
Per Room Price
A fixed price per room, regardless of the number of guests.
Non-Linear Price
Pricing that changes based on the number of occupants.
You can also set specific child supplements.
Note: These two price types override any fallback rate pricing. If you leave a price blank for a certain combination, it won’t be bookable—even if the fallback rate is available.
3. Percentage Off:
Apply a discount (e.g. 10% off) based on a fallback rate.
The fallback rate must be selected separately and determines the base pricing.
Fallback rate
When setting up an Event Rate with a percentage discount or optional shoulder dates, you'll need to assign a Fallback Rate. This ensures pricing can be pulled from an existing rate when needed.
A Fallback Rate does two things:
Supports percentage-based discounts (e.g., 10% off a standard rate).
Covers shoulder dates — letting guests extend their stay before or after the event.
Choosing a fallback rate: select a fallback rate from your property's existing general rates.
You cannot use:
Blended rates
Linked rates
Package rates
Shoulder days: shoulder days let guests book extra nights before or after the event at fallback pricing.
For events with non-continuous dates, shoulder pricing only applies to the first and last dates of the event.
Guests can book other nights in between as usual (based on availability).
Inherit rooms: You can choose to inherit room types from the fallback rate—even if those rooms don’t have a specific event rate mapped.
If enabled, these rooms will be bookable at their fallback pricing (subject to availability).
This setup gives you flexibility to manage exclusive event pricing, while still offering guests the convenience to extend their stay.
Inventory blocks
When setting up an Event Rate, you can optionally reserve a dedicated block of room inventory just for that rate. If no block is created, the rate will use your general room availability.
Creating a New Inventory Block
To reserve rooms specifically for your event:
Select “Create New Inventory Block.”
Enter a Block Code and Title.
Set availability for each room type using the prices grid.
This ensures those rooms are held only for guests booking through the Event Rate.
Sharing Inventory Blocks
Need multiple Event Rates to use the same block of rooms?
Simply select an existing inventory block when setting up additional rates.
This is useful for events with different pricing options but shared room allocations.
Policies
This works in the same way as the general rate editor. Specify a tax policy and cancellation policy. Depending on your property configuration a tax policy selection may not be required.
Advanced tab
Cutoff: When configuring an Event Rate, you can control when guests are allowed to book by setting optional timing rules.
Set a minimum number of days in advance that a guest must book.
The event rate will not be available for stays booked inside this lead-in window.
This rule also applies to any shoulder dates linked to the event rate.
Example: If you set a 3-day lead-in, guests must book at least 3 days before their stay.
Set a final date after which the event rate will no longer appear—even if guests have a promo code.
Guests can still use the promo code to access general rates, but the event rate itself will be hidden after the cutoff date.
These options are useful when managing limited-time offers or ensuring enough notice for operational planning.
Meals: Indicate if breakfast is included in the rate.
Advanced: Optionally specify an email address for notification of booking on this rate.
Deposit: Select the appropriate deposit type from the list of options already set up for your property.
This controls how and when payment is collected at the time of booking.
Rooms tab
Select the rooms that will be bookable on the event rate. The room selection works in the same way as for general rates.
Images tab
Select imagery for this rate which will be displayed to guests on the booking engine. This process works the same as for general rates.
Prices tab
Days/Prices Grid
To use the prices grid (which can also control room allocation if a dedicated inventory block is being used), first ensure that at least one room is mapped to the event rate. Please see the Rooms section for more information.
To add pricing (and optionally room availability) for specific dates, begin by clicking on the add/remove dates button. A small popup calendar will appear allowing you to manage the dates.
Select the dates on which the event rate applies by clicking on the calendar.
To apply your date changes, click the ‘apply changes’ button at the bottom of the calendar. If you want to discard your changes, you can click the ‘Cancel’ button and the popup will close without changes being applied.
Depending on the price management type selected for this rate, several different options are provided.
Per Room Pricing
A price input is displayed for each date selected. Enter the price for each individual day, or all dates can be quickly updated by entering a price in the All Days column. Specify a per-room price. If child occupants are permitted on the rate, use ‘0’ as the child supplement price for any room.
Non-Linear Pricing
A price input is displayed for each date selected. Enter the price for each individual day, or all dates can be quickly updated by entering a price in the All Days column. Specify the room price based on the number of adult occupants in each room. Child price supplements can also be specified for each child band. For free child stays, enter ‘0’ for the child price.
Percentage Discount
An input box is displayed for each date. Specify the percentage discount that applies or all dates can be quickly configured by entering a discount in the All days column. Percentage discounts apply for all prices on the nominated fallback rate.
Inventory Allocation
If you are creating a new inventory block for the event rate, you will be required to enter an allocation of each room type on each day. Any days that do not have an allocation specified (where the field is left blank) will revert to the general availability allocation for that date. An allocation value of 0 causes the day and room combination to be unavailable.
Allocation changes inside one rate will also affect the same day and room combination of all other rates sharing the same inventory block.
The number of sold rooms displayed is not the number of rooms sold for this rate, but the number of rooms sold form the inventory block.
To remove any dates from the event rate, click the remove day button underneath that date. Conversely, you can add more dates to the event rate by clicking on the add/remove dates button at the bottom of the prices grid.
Users can access event rates using a promo code. Where a promo code is used in conjunction with a date search, the dates are not changed but if the event dates are not those specified by the guest, a prompt will be displayed on the main results page.
Where a user supplies a promo code without a date search a full rate view (only the event rate) is displayed and the user immediately sees the available dates around the event date.
A visual indication is provided on the inventory management screen of any dates which have separate inventory blocks configured.
Clicking on the icon will show availability on all blocks configured for that date. This is a read-only view and it is not possible to update availability values directly from this screen.
Dynamic room substitution rules do not apply on event rates.