As a manager of an event venue, you have to manage group reservations. Indeed, when you organize an event which lasts several days, it is interesting to be able to propose to your customer the possibility of lodging its participants.
At this stage, it is therefore necessary to pre-book the rooms that you offer in the form of a block of accommodation in a software and thus be able to follow up on the bookings as they come in.
How do I manage group reservations?
The best way to get organized is to use a central reservation system that will allow you to gather all the information.
Because to have an optimized management of the hosting dedicated to an event, it is important to take into account certain aspects:
- It is necessary to pre-book a quota of rooms
- It is recommended to set up a platform available online 24/24
- You will need to edit rooming liststhat summarize the reservations
Moreover, the use of a group reservation management software will allow you to visualize in real time the quotas that are still available at each moment.
One of the necessary features is the possibility to create a landing page or mini site where you can summarize the details of the available rooms and their rates and so the participants can make their reservation directly.
It will also be important to be able to extract rooming lists and to send them to the different interlocutors concerned
Secure access via an extranet to event organizers would be a plus.
Use Lab Event to manage your group bookings
Lab Event, the first ERP / CRM software dedicated to the event industry, has a module that will allow you to create your own reservation center in order to manage reservationsrelated to the accommodation of participants in your event
You will be able to create a mini site dedicated to your event with the possibility to personalize it with your graphic charter and invite the participants by sending them a link to the site.
In this landing page, you can fill in the categories of rooms offered with descriptions and photos. Participants will be able to book their accommodation online 24/7.
Also, in Lab Event you will be able to create a different pricing according to the profile of the different participants (exhibitors, congressmen, experts or students, etc) and according to the date of reservation. This trick will allow you to increase your sales, eventually.
The software also allows you to indicate the maximum number of rooms that are available per room type, so you can manage blocks of rooms and avoid duplicate reservations.
You will also be able to connect the software with your payment tool so that participants can validate their reservation online.
Also, with Lab Event you will be able to edit an updated list of participants and export it in pdf.