Once you’ve explored hotels in BoomPop and added your favorites to a shortlist, the next step is requesting availability and pricing. This is how you move from browsing to real options.
In the video below, we’ll walk through exactly how this works—from starting your request in the Shortlist to reviewing and sending it.
Then, you’ll find written instructions that break each step down in more detail, so you can move at your own pace and double‑check anything along the way.
Start from Your Shortlist
All availability requests begin in the Shortlist tab of your event. Select one or more hotels (you can choose all now, or add more later) Click Request Availability to begin.
BoomPop will automatically include the dates and guest count you entered when building your event. You can update these at any point before sending.
Why this matters: Starting from your shortlist lets you send one consistent request instead of repeating the same details property by property.
Confirm Dates and Guest Count
If you’re flexible or comparing options, you can include multiple date ranges in a single request.
Add additional date options
Adjust guest counts per date if needed
Hotels will see all of your potential scenarios at once, which helps them respond faster and more accurately.
Share Your Room Needs
You can keep this simple or get very specific— both work.
Options include:
Available room type: Enter the total number of rooms needed per night if you’re flexible
Specific room types: Choose room types and quantities
Detailed breakdowns: Provide exact counts by room type if required
There’s also an open notes field if you want to share preferences, context, or special considerations.
Why this matters: Clear room details reduce follow-up questions and help hotels price your request correctly the first time.
Let us know if you’ll need dedicated meeting or breakout space during your stay. You can customize needs by day (e.g., full day vs. morning only) and choose your room setup style (like classroom or theater layout).
Request Meeting Space (Optional)
If your event includes meetings or programming, you can include meeting space details directly in your request.
You can specify:
Space for your full group, including dates, times, and headcount
Room configurations, so hotels know how to set the space
Breakout rooms, including:
Number of rooms
Guests per room
Length of time needed
You can also toggle on Audio & Visual (AV) support so hotels include those services in their proposals.
Customize Food and Beverage
Food and beverage details are fully adjustable.
Add meals you’ll need
Update guest counts per meal
Remove default meals that don’t apply
Use the open notes field to flag dietary needs, timing preferences, or other context you want hotels to consider.
Add Contract Details
To help hotels route and price proposals correctly, you’ll be asked for a few business details.
This includes:
Your company’s industry
Your business’s legal address
The country and state of the contract signer (if different)
Some hotels use this information to determine who responds to your request, so providing it upfront helps avoid delays later.
Review and Send to Hotels
Before sending, you’ll see a full summary of your request.
At this stage, you can, also add any remaining hotels from your shortlist.
Then, click next to find the final review screen. Edit any section as needed— double-check details across rooms, meeting space, and food and beverage.
When you’re ready, accept the Terms of Use and click Send Now. Your request will be sent to all selected hotels at once.
What Happens After You Send
Most hotels respond within two business days.
You can track everything in the Bookings tab, where you’ll be able to:
See request status
Open individual hotel proposals
Review pricing and availability
Message hotels directly once they’ve responded
Related Guides and Next Steps
If you’d like more help as you narrow down your options, these guides walk through what to do next:
These resources pair well with the availability request flow and can help you move from proposals to a confirmed booking with confidence.
TL;DR
Start your request from the Shortlist tab
Send one availability request to multiple hotels at once
Customize rooms, meeting space, AV, and food and beverage as needed
Review and send when ready—no duplicate work required
Track responses and message hotels directly from the Bookings tab
Requesting availability is the fastest way to turn hotel research into real, comparable options—and BoomPop keeps the process simple from start to finish.