Hotel Booking

Juno selects and books hotels based on your organization’s travel policies, preferred partners, and your event location. Depending on how your host has set things up, you may be confirming a pre-selected hotel or choosing from a list of options.

How Hotel Selection Works

There are two ways your hotel may be presented:

Pre-Selected Hotel

Your organization has already chosen a hotel for you. You’ll see the property details — name, location, room type, and travel time to the event venue — and can confirm the booking. If you need a different room type or have accessibility requirements, you can submit a special request.

If the pre-selected hotel doesn’t work for you, you can request to browse alternative options.

Hotel Choices

Some organizations let you choose from a curated list of hotels. You’ll see available properties on a map alongside a list with details about each option. Select a hotel to view more details and choose your room.

Adjusting Your Dates

On the hotel selection page, you can adjust your check-in and check-out dates. Changing dates searches for updated availability.

Your recommended check-in and check-out dates come from the travel window your host has configured for the trip. Depending on their setup, Juno either calculates the covered nights around your event (optionally allowing extra shoulder nights) or applies custom rules based on how long your outbound flight takes. Nights within that window are in-policy; check-in or check-out dates outside it require approval before the booking is confirmed.

Room Block Reservations

Some events use room blocks — pre-arranged hotel reservations that your coordinator has set up with a specific hotel. If you’re assigned to a room block:

• Your hotel is pre-selected and you cannot change to a different property
• Your dates need to overlap the room block availability window. Dates fully inside the window are covered by the block; if you extend a few nights before or after it, those extra nights require your coordinator’s approval before the booking is confirmed
• Changes to your reservation must be coordinated through your event host

If your dates don’t overlap the room block window at all, you can’t book them on this screen. Open Scout chat and explain what you need, and Scout will help draft a message to your coordinator.

Skipping a Hotel You Don’t Need

If you already arranged a place to stay or do not need a hotel for this trip:

1. If the trip includes flights, complete or skip the flight step first. Juno shows booking steps in order, so the hotel step appears after flights. For hotel-only trips, the hotel step is available directly.
2. When the hotel step appears, select I don’t need a hotel.
3. Provide each detail your host requires: where you are staying, why you are opting out, or both.
4. Select Skip Hotel.

Skipping advances you to the next required step. This option is available before a hotel reservation is confirmed; changes to a confirmed reservation follow the process below.

After Booking

Once your hotel is confirmed, Juno sends a confirmation email with your reservation details. Your itinerary shows the hotel’s confirmation number. Depending on your organization’s travel support setup, it may also show an Agency record locator. These are separate references, so use the confirmation number when contacting the hotel directly.

Making Changes After Booking

Once a hotel is booked, you cannot modify a confirmed reservation yourself. How changes are handled depends on the type of booking:

• Standard hotel bookings — Contact Scout, who will connect you with a travel agent
• Room block bookings — Contact Scout, who will help draft a message to your coordinator (room blocks are managed by your coordinator, not the travel desk)

In either case, start by opening Scout chat from your dashboard and describing what you need changed.

Updating Loyalty Numbers After Booking

If you forgot to add your hotel loyalty number before booking, you can provide it when you check in at the hotel or by calling the hotel directly with your confirmation number.

Resending Confirmation Emails

If you need another copy of your hotel confirmation email:

From your dashboard: View your itinerary, select your hotel booking, and use the resend option.

Through Scout: Ask Scout to resend your confirmation email — for example, “Can you resend my hotel confirmation?”

Check-In Process

Juno prepays your hotel stay, so you don’t need to pay out of pocket to check in. At check-in:

1. Present your ID — Most hotels require a government-issued photo ID.
2. Provide a card for incidentals — Juno’s payment covers room cost, not incidentals (parking, room service, minibar). If allowed by policy, you may submit approved incidentals for reimbursement after check-out. Review your expense policy before incurring costs.

If the hotel says your reservation is unpaid

Occasionally a hotel says a confirmed reservation hasn’t been paid, or can’t find the payment. This is an error on the hotel’s side — your stay is covered by a credit card authorization Juno provided, and the front desk simply isn’t seeing it. It’s not your responsibility to pay for the room. If this happens:

1. Contact Scout via chat or phone at +1 (218) 275-5866. Scout will create a Juno support case so our team can contact the hotel and resolve the authorization.
2. Let the front desk know Juno will be in contact to sort out the payment.
3. Put down your own card for incidentals only — not for the room itself.
4. Confirm at check-out that your stay was covered by Juno’s authorization, and reply to Scout if the hotel tries to charge you for the room.

For other check-in issues, such as room availability, contact Scout via chat or phone at +1 (218) 275-5866.

During Your Stay

If you run into any issues during your stay, Scout can help. Common situations include:

• Hotel not suitable — You feel unsafe or unsatisfied with your accommodations
• Requirements not met — Specific needs (location, amenities, accessibility) that the hotel cannot meet
• Billing problems — The hotel asks you to cover your stay or charges unexpected fees
• Room problems — Issues with your room (noise, cleanliness, etc.)

Contact Scout via chat or phone at +1 (218) 275-5866 for help with any of these.