Hospitality
A hospitality record in Novex tracks accommodation and guest-care arrangements for an event — hotels, room blocks, check-in/out dates and the guests they belong to. It’s where you manage overnight stays for attendees, VIPs and, importantly, your speakers.
When to use hospitality
Add hospitality whenever an event involves overnight stays: a multi-day conference with out-of-town delegates, an awards weekend, or any event flying in speakers and VIPs. Speaker travel and accommodation are handled here rather than in a separate module, so a speaker’s stay sits next to the rest of your guest-care logistics.
Create a hospitality booking
- Open Hospitality and choose + New.
- Select the event.
- Record the hotel / property and the room type or block.
- Set check-in and check-out dates and the number of rooms or nights.
- Assign the guest(s) — an attendee, a VIP, or a speaker.
- Add the cost and any notes (early check-in, billing instructions, loyalty numbers).
- Save. The booking appears against the event.
Speaker travel
For speakers, use hospitality to hold the full travel picture in one place:
- Create the hospitality record and link it to the speaker.
- Capture their hotel and stay dates.
- Pair it with a transport record for airport pickup and venue runs.
- Keep arrival/departure timing aligned with the run-of-show so speakers are on-site before their session.
| Field | Purpose |
|---|---|
| Event | Event the stay supports |
| Property | Hotel or accommodation |
| Dates | Check-in / check-out |
| Guest | Attendee, VIP or speaker |
| Cost | Charge fed to finance |
Tips & limits
- Book room blocks against the property early; rates and availability tighten close to large events.
- Confirm speaker stays before publishing the agenda so any travel constraint surfaces early.
- Pair every inbound guest with transport so no one lands without a pickup.