Planning a room for a conference, meeting, ceremony or any other event can be a headache for various reasons. The most obvious thing is to try to find the ideal time slot and date for the participants. But there are some hurdles to overcome. Nowadays, there are event management software designed to allow you to display your availabilities on the same schedule and to book your rooms when you need them.
Using a CRM to manage your room schedule can make all the difference.
Why do you need a room schedule
Many event planners use inefficient booking processes to manage their various venues. When you manage several rooms and several events at the same time, the fatal error is to commitbooking mistakes. Imagine having to call a client to let it know that the space you have reserved for their event is finally not available because already booked for another event on the same booking date.
Planning an event is hard enough and you don’t want to find yourself dealing with booking conflicts. Fortunately, there are solutions to avoid finding yourself in embarrassing situations with your clients. Starting with a well-structured room scheduleis part of it.
Simplify booking with a CRM
Many companies are not using the right software solutions. However, you know how important it is to optimize the booking of your rooms or spaces. The best way to ensure a perfect booking is to rely on an event management software. What you may not realize is that with a CRM or Customer Relationship Management, you can manage your room schedule as you would with Google Calendar or Outlook.
By linking a room schedule to a CRM, you can:
Have a centralized solution
Some CRMs have been developed specifically to meet the needs of your business in terms of event management and space reservation.
One of the main features of these management software is that they store your data in the cloud and allow real-time access. Your staff have access to all the information they need to manage your rooms and can therefore maximize their use.
Avoid double booking of rooms
If you can’t quickly determine which room is available at what time, it mean that your current room schedule is obsolete.
Lab Event’s room scheduleallows you to get an overview of your reservations and availabilities so you don’t have to promise your clients a room when it is already reserved.
Have an access to more details about your reservations
If you are planning to book a room for a future event, you may need additional equipment. With Lab Event, you will be able to reserve a room for an event, include different types of resources or any other element that meets your clients’ needs.
Lab Event’s event management software will give you access to different planning views for a better overview of the occupation of your rooms. You can use the filter function to display only rooms you want to see on your schedule, display the occupation of your rooms by event follow-up or by time scale.
All previous and future events are stored in the room schedule so that they can be accessed at any time.