Hotel management – Simple ways out of the Excel chaos …
Hotel management for multi-day events can quickly become a nerve-wracking puzzle with many guests and just as many hotels. Without the right tools, it’s easy to lose track of bookings, double room occupancy or remaining contingents …
Both our “GuestHub” project software and our “Eventry” licensing solution offer various options for easily mapping hotel bookings for guests and event organizers and meaningfully integrating them into the registration process.
In the simplest case, if the guest is a self-payer or a hotel offer is only an optional service for the guests, a hotel page is created in the system that lists all the important information about the available hotels and also links directly to the corresponding booking pages at the hotel. Special discount or event codes can also be stored here if call-off quotas have been agreed with the hotels.
If you would like to offer the guest a direct selection of defined hotels during the registration process, this is the second option. The corresponding hotels, room types and allotments are created in the backend of “GuestHub” or “Eventry” and offered to the guest for selection in the online registration. Hotels whose allotments are fully booked are either no longer displayed or are grayed out and can no longer be selected. Statistics in the backend provide real-time booking overviews and the remaining available contingents at a glance. New hotels can be created or activated at any time and allotments can also be quickly adjusted with two clicks. Freely configurable rooming and arrival lists as well as change reports can be generated and sent to the hotels at the touch of a button.
If you want to keep the actual allocation of guests to certain hotels and room types open for as long as possible (e.g. in order to be able to return unneeded hotel rooms within a cancellation period) or if you need to take different hotel and guest categories or other parameters into account when allocating rooms, a third option is available. In this case, only the desired accommodation, the room type and the planned arrival and departure dates are initially requested in the online registration. The allocation and actual booking are then made by the organizer in the backend according to the specific criteria.
Both systems offer the option of viewing, filtering and selecting guests’ wishes and then booking them into specific hotels. This can be done either at individual guest level or for selected groups via mass allocation. The hotel assigned in this way is then communicated to the guest in a corresponding hotel information mailing shortly before the event.
A combination of the different options is also possible through “GuestHub”. “GuestHub” offers the possibility of category-specific deviations in the online registration. The key to this is the personalized login code, which is communicated to the guest along with the invitation. After entering the code on the landing page, the guest is redirected to the corresponding registration option, which may differ, for example, in the hotel booking process. Here the “normal” guest can choose a hotel directly, for example, while the “VIP guest” only enters his preferences and is later booked into a (perhaps better quality) hotel by the organizer. In a personal meeting we would be happy to discuss which options are most suitable for your event.
