# Brex travel group events

Get answers to all of your questions regarding Brex

**URL Source:** https://www.brex.com/support/brex-travel-group-events

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## Overview

   The group events feature lets account, card, travel admins, and any other users with the [specific product capability](https://www.brex.com/custom-roles) plan travel for groups of employees and see costs incurred against a spend limit as bookings are made. Event organizers can take the actions detailed below.
<!-- plans: Premium, Enterprise, Smart card -->

## Create group travel events

**Step 1:** From your Brex dashboard, go to _Travel_ > _Events_.  
  
**Step 2:** Click _Create event.  
  
_**Step 3:** Enter your event name, destination, start date, end dates, and (optional) a link to the agenda.  
  
You can restrict booking types by disabling options to book flights, lodging, car rentals, or rail. These will show up as restricted or pre-booked in the RSVP form for users. By default, these options are enabled.  
  
**Step 4:** After filling out this information, click _Create event._

## Create guest lists

**Step 1:** After you’ve created your group event, click _Build guest list_ under _Manage attendees. _You’ll have several options:

- **Add manually**: Search the names of attendees and click _Add to guest list_. This is better suited for smaller events.
- **Add via CSV**: Upload a CSV of names and email addresses and click _Add to guest list._
- **Add by direct reports**_: _Search for a manager. You’ll see a hierarchy icon on their name that you can click to add all of their direct reports.

**Step 2: **After creating a guest list, the names of the guest list will populate at the bottom with a status of _Not invited._

## Manage your hotel room blocks

A hotel room block is a series of hotel rooms that you’ve already booked outside of Brex, which you can communicate to your attendees when they make their travel arrangements. If you indicated that you already had pre-booked lodging when you created your group travel event, you can provide more info on that here. Otherwise, skip this section.  
  
**Step 1: **After filling out all your other event details, send invitations to attendees before importing hotel room blocks.  
  
**Step 2: **Once you’ve sent your invitations and your team has responded, click _Manage hotel room blocks_ on the right.  
  
**Step 3: **Click _Download attendee list_ and open the CSV.  
  
**Step 4:** Fill out columns A through L, adding a line item for every room you have booked. Save the file once complete. Make sure to keep the file in CSV format.  
  
**Step 5:** Back in your Brex dashboard, upload the file and click _Review_. If everything looks correct, click _Upload_.  
  
If you need to make changes in the future, you can edit the CSV and re-upload it.

## Set up spend limits

**Step 1:** Under _Manage spend limit_**, **click _Set up a spend limit. _You’ll have two options to attach your spend limit:  
  
**Step 2a:** Request a spend limit by filling in the spend limit purpose, entering the spend limit limit to request, choosing the spend limit owner(s), and clicking _Add spend limit to event_.  
  
**Step 2b: **Use an existing group travel spend limit by choosing the spend limit you want to use and clicking _Add spend limit to event_.

## Invite guests

**Step 1:** From your created guest list, click _Manage attendees > Send invites.  
  
_**Step 2:** Guests will be asked the following:

- To confirm their attendance
- Whether or not they need to book travel or accommodation
- For any dietary or accessibility requirements

**Step 3: **When invites are sent, the guests’ _Attendance status_ under _Attendee list_ will switch from _Not invited_ to _Awaiting response_.  
  
**Note:** You cannot send invites without a spend limit.

## Send event reminders

There are two options to send reminders to guests who have neither responded to the invitation nor have fully completed their bookings.  
  
**Option 1:** Send a manual reminder by going to _Manage guests _> _Send reminders > Send reminder _(under _Manual reminders_).  
  
**Option 2:** Set up an automatic reminder by going to _Manage guests >_ _Send reminders_. Toggle on _Automatic reminders_.

## Accept invitations

When an employee is invited to a group event, they’ll receive both an email and a push notification via their mobile device that allows them to RSVP. The notification can be found in _Tasks_ in the Brex dashboard. The mobile notification can be found under _Tasks_** **at the bottom of the Brex app. Employees can RSVP by following these steps:  
  
**Step 1:** Click RSVP.  
  
**Step 2:** Choose from the following:

- _I’m attending and I need to book._
- _I’m attending but do not need to book._
- _I cannot attend this event._

**Step 3: **Depending on the option selected above, confirm whether you need to book a flight, hotel, or rental car.  
  
**Step 4: **Input any dietary restrictions and accessibility requirements. You can make modifications to these elections at any time.  
  
Once you confirm the type of bookings you need, the trip that you were invited to will show up in the _Trips_** **tab. To get started booking your trip that you were invited to, click _Book trip_.