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Category: Event Management

Smart Management of Small Business Events: How Technology Simplifies Your Processes

Posted on by Julio Montes

Smart Management of Small Business Events: How Technology Simplifies Your Processes

How can hotels and other venues take the most out of small business events? In this blog post, we will explain how technology can revolutionize the business management of spaces for these small groups. 

If you are a hotel or event space owner, you understand the unique challenges of catering to small-scale corporate gatherings of up to 50 people. These intimate events, often organized for business meetings and other corporate purposes, require meticulous planning and coordination. Fortunately, technological advancements have paved the way for more innovative and efficient management of small business events. Whether it’s automating tasks, streamlining reservations, coordinating additional services, or enhancing communication with clients, we have you covered! 

Let’s discover how technology can transform how you handle small business events, elevating your services to new heights of success.

Small Business Events - microevents in hotels and venues

Streamline the Management of Your Small Business Events

Let’s be clear! Organizing spaces for small business events can be challenging for hotels. Despite digitalization in hospitality, hotels, and venues still manage their meetings and events business manually. 

In fact, hotels usually miss many opportunities with micro-events (with 50 people or less). And did you know that micro events account for half of the corporate meetings globally? Why do hotels miss these opportunities if we are talking about a segment with such importance? 

In this context, the need for more technology usage, small sales teams, tight budgets, and the need for personalized experiences add complexity to the process. Fortunately, technology offers practical solutions to simplify and enhance event management.

We will explain three areas where technology can help hotels optimize their sales process with small business events. 

– Task Automation and Reservation Management

We will agree that sales teams cannot spend the same time managing a small group as a big one. The ideal would be to automate the sales process for a small business event and focus on big groups. 

In other words, the event planner must do most of the booking process. Therefore, the hotel or venue has to facilitate this technology for booking small business events. Likewise, utilizing intelligent space management systems that suggest the most appropriate areas based on event size, amenities, and client preferences.

In addition, the technology must be customer-centric and very usable. Take into account that if the event planners must close the booking themselves, it must be a straightforward process. 

Booking Engine with 2D and 3D diagramming platform

– Efficient Coordination of F&B and Additional Services

Managing logistics and operations is another hurdle in event management. But especially when we spend time coordinating extra services in small business events. 

In this context, hotels must work with Event Management Software. This technology provides tools to simplify processes, such as automating tasks like generating itineraries and managing equipment and catering orders. This allows your staff to focus on delivering outstanding service.

Spazious offers hotels and independent venues an event management tool from which they can manage all their deals. Plus, you can add an Instant Booking for meetings and events, from where event planners can book their small business events without the help or supervision of a sales representative. 

Moreover, it is connected with additional services such as F&B (food and beverage), AV services, and everything the hotel or venue can offer. Coordinating different departments and the event’s setup with technology is easier than ever!

– Effective Communication with Customers in small business events

Effective client communication is crucial for successful events. Dedicated technology exists to enable real-time collaboration, sharing updates, confirming details, and addressing changes efficiently. This ensures smooth communication and alignment between clients and your team.

For instance, hotels must know about the existence of Spazious 2D & 3D diagramming platforms. Whether you have never heard of this technology, you must understand that it helps avoid misunderstandings between sales teams and event planners. From the platform, both can set up and personalize the event space for small business events! 

Here’s an example:

3D diagramming at Meliá United Kingdom

Benefits of Embracing Technology for Small Business Event Management

Adopting the right technological solutions can optimize operational efficiency, minimize errors, and enhance customer satisfaction. Ultimately leading to increased profitability and creating personalized and memorable experiences for your small business events. 

  • Optimized operational efficiency
  • Reduced errors
  • Enhanced customer satisfaction
  • Improved attendee engagement
  • Streamlined workflows
  • Accurate and real-time information
  • Personalized event experiences
  • Data-driven insights
  • Increased profitability
  • Efficient resource allocation
  • Seamless event execution
  • Enhanced brand reputation
  • Targeted communications and recommendations
  • Improved attendee registration and management
  • Interactive event experiences
  • Enhanced networking opportunities
  • Efficient event check-ins
  • Virtual and hybrid event capabilities
  • Time and cost savings
  • Access to advanced event management tools and software.

Companies that have embraced technology have witnessed increased profitability, improved efficiency, and enhanced attendee experiences. From seamless event check-ins and personalized agendas to interactive event apps and virtual engagement platforms, technology has revolutionized how small business events are executed, leaving a lasting impression on attendees.

Spazious: Technology to Optimize Meeting and Event Business

Spazious is an innovative technology solution designed to optimize the management of group events. Plus, a technology with which your sales teams must work if your hotels usually lose opportunities with small business events. It offers a comprehensive suite of digital tools specifically tailored to meet the unique needs of event venues and organizers.

By leveraging Spazious, event venues and organizers can benefit from various advantages. The platform streamlines and automates multiple aspects of event management, saving time and reducing errors. It provides real-time availability updates, allowing for efficient space allocation and preventing double bookings. The interactive diagramming feature ensures precise planning and layout customization, enhancing the overall event experience. With its intuitive interface and comprehensive functionalities, Spazious simplifies the entire event management process.

Digital Commercialization of M&E

To experience the power of Spazious firsthand and discover how it can revolutionize your small business event management, we invite you to visit their website and request a demo.

Let’s explore how Spazious can optimize event operations, increase productivity, and elevate customer satisfaction. Take advantage of the opportunity to unlock the full potential of your small business events with Spazious.

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Technology to Manage Your Event Space Business

Posted on by Julio Montes

Technology to Manage Your Event Space Business

Technology is critical to promoting and boosting your event space business. That’s why MICE sales managers at Hotels and independent venues must know about technological advances and tools. 

This blog article explores innovative solutions designed specifically for event space businesses. Discover how these technologies, including Spazious, can streamline operations, enhance customer experiences, and maximize revenue.

How is technology used in the events industry?

Technology plays a crucial role in the events industry, enhancing various aspects of event planning, management, and attendee experience. Here are several ways in which technology is commonly used:

  1. Event Registration and Ticketing: Online registration platforms and ticketing systems allow attendees to easily register for events, purchase tickets, and receive digital confirmations. This streamlines the registration process and eliminates the need for paper tickets.
  2. Event Management Software: Event management platforms provide comprehensive tools to streamline event spaces planning and organization. These platforms help manage tasks such as scheduling, venue selection, budgeting, vendor management, and communication with stakeholders.
  3. Mobile Event Apps: Dedicated event apps enable attendees to access event schedules, maps, speaker profiles, and other event information on their smartphones or tablets. In addition, these apps often include features such as personalized schedules, real-time updates, social networking, and interactive Q&A sessions.
  4. Cashless Payments and NFC Technology: Cashless payment systems and Near Field Communication (NFC) technology is another trend you must know. Likewise, it enable attendees to make purchases at events without physical cash or cards. Contactless payment methods and wearable devices simplify transactions and enhance the overall attendee experience.
  5. Augmented Reality (AR) and Virtual Reality (VR): AR and VR technologies are utilized to provide immersive experiences, offer virtual venue tours, and create interactive displays within events. In fact, many hotels are creating this immersive content to help automate and speed up processes. For example, the site inspection can become virtual.
Event Space Business - Ritz

How is technology changing event management?

Technology is revolutionizing event management by introducing various innovative tools and approaches. Let’s explore how specific technologies are changing the landscape:

– Instant Bookings: increasing and streamlining RFPs

Technology has enabled instant bookings for event venues, accommodations, and services. Online platforms and booking systems provide real-time availability, pricing, and instant confirmation, simplifying the booking process for event planners. This saves time and eliminates the need for manual inquiries and negotiations.

– Event management technology: optimize sales

Event management technology platforms offer comprehensive solutions to streamline various event planning and organization aspects. These platforms provide features like attendee registration, ticketing, agenda management, budgeting, vendor management, communication tools, and analytics. Event managers can efficiently collaborate, track progress, and manage tasks, resulting in more efficient and organized events.

– Virtual Reality: high-quality content to promote the event space business

VR technology has made significant advancements in the events industry. It allows event organizers to create immersive experiences, virtual venue tours, and interactive displays. VR can transport attendees to virtual environments, enabling them to explore a venue before the event, visualize setups, or engage in virtual product demonstrations. This technology enhances attendee engagement and helps event planners showcase their offerings uniquely and interactively.

Diagramming platform for event and meeting spaces - Spazious

– Online Site Inspections

Traditionally, event planners would conduct physical site inspections to evaluate venues. However, technology now enables online site inspections. Virtual tours, high-quality photos, and 360-degree videos provide detailed views of event spaces. 

Event planners can assess various aspects such as layout, capacity, amenities, and ambiance remotely. This saves time and resources, especially for destination events where physical visits may be challenging.

 

The Power of Technology in Event Space Business

Event space businesses require efficient and effective management to ensure smooth operations and deliver outstanding experiences. Thanks to advancements in technology, powerful tools are now available that can revolutionize how event spaces are managed. One such solution is Spazious, a comprehensive platform for boosting the events and meetings business.

Enhancing Efficiency with Spazious, the e-vent Company

Spazious is an all-in-one technology platform that empowers event space businesses with advanced tools and features. By leveraging this innovative solution, event space owners and managers can optimize their operations, streamline bookings, and provide a seamless experience for event organizers and attendees.

Key Features of Spazious:

  1. Comprehensive Booking Management 

Spazious simplifies booking by offering a centralized platform to manage inquiries, reservations, and cancellations. With real-time availability updates, double bookings are avoided, and efficient space allocation is ensured.

  1. Interactive Floor Plans and Virtual Tours for event space business

One of the standout features of Spazious is its interactive floor plans. This allows potential clients to visualize the event space, explore different layouts, and determine the suitability of the venue for their specific needs. Additionally, virtual tours provide a lifelike experience, saving time and effort for clients who can assess the venue remotely.

  1. Online Payments and Invoicing

Spazious integrates secure online payment gateways, enabling seamless transactions for event organizers. Gone are the days of cumbersome paperwork and manual invoicing. Spazious generates automated invoices, tracks payments, and manages financial records, streamlining the billing process and reducing administrative overhead.

Technology Tools for Event Marketing and Promotion

In addition to efficient management, effective marketing and promotion play a crucial role in the success of any event space business. Let’s explore some technology tools that can elevate your marketing efforts.

– Leveraging Social Media Platforms

Social media platforms like Facebook, Instagram, and LinkedIn have become powerful marketing tools. By strategically utilizing these platforms, event space businesses can amplify their reach and engage with potential clients. Through precise targeting options and event-specific campaigns, social media advertising can attract attendees and generate buzz around your event space.

– Implementing Event Space Business Software

Event management software is a game-changer for event space businesses. These tools streamline various aspects of event planning and execution, including logistics, registrations, and attendee management. With centralized communication, ticketing, and on-site check-in capabilities, event management software provides a seamless experience for both organizers and attendees.

– Embracing Data Analytics

Data analytics tools offer valuable insights that can help event space businesses make informed decisions. By tracking attendance patterns, analyzing customer behavior, and identifying popular event types, event space owners and managers can gain a deep understanding of their operations. This knowledge enables targeted marketing efforts and strategic decision-making, ultimately driving business growth.

 

Digital Commercialization of M&E

In today’s competitive event space industry, staying technologically equipped is essential to drive business growth and deliver exceptional experiences. Embracing innovative solutions like Spazious, leveraging social media platforms, event management software, and data analytics, event space businesses can streamline operations, attract more clients, and thrive in this dynamic industry. Stay ahead of the curve and unlock the full potential of your event space business with cutting-edge technology.

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Spazious: Streamline Your Meetings & Events with an Advanced Online Booking System

Posted on by Julio Montes

Spazious: Streamline Your Meetings & Events with an Advanced Online Booking System

In today’s fast-paced world, efficient meetings and events management is crucial for businesses and organizations, and here is where an online booking system plays a key role.

With its user-friendly interface and powerful features, Spazious revolutionizes how meetings and events are planned, scheduled, and organized. Plus, in this blog post, we will explore the key benefits and functionalities of Spazious, positioning it as a top-notch online booking system for all your meeting and event needs.

What is a Hotel Booking System?

A hotel booking system is a software or online platform that enables individuals and businesses to make reservations and book accommodations at hotels or other lodging establishments. It is a central hub where customers can search for available rooms, compare prices, and secure bookings.

In addition, hotel booking systems typically provide users with a user-friendly interface that allows them to input their desired check-in and check-out dates, select the number of rooms and guests, and specify any additional preferences or requirements. The system then searches the hotel database and presents the available options based on the criteria.

Moreover, according to their needs, hotels have different types of Bookings Systems. It is frequent for hotels to have a booking system for their rooms. In fact, hotels use their booking engine and appear in OTAs and marketplaces such as Booking or Agoda. 

However, hotels that also offer spaces for meetings and events can use a different booking system. Many hotels still use traditional methods to manage these events. It’s time to use technology in the MICE business!

Online Booking System for hotels

Why is it essential to have an online booking system?

Having an online booking system is essential for several reasons:

  • Convenience for Customers

In today’s digital age, people expect convenience and ease of use when making reservations. Firstly, an online booking system allows customers to browse available options, compare prices, and make bookings from the comfort of their homes or on the go, 24/7. It also eliminates the need for phone calls or physical visits to make reservations, providing a seamless and user-friendly experience.

  • Increased Accessibility

An online booking system makes your hotel or accommodation accessible to a broader audience. It enables potential customers from different geographic locations and time zones to make reservations at any time. In addition, you can attract more guests and increase occupancy rates by reaching a broader market.

  • Real-Time Availability and Instant Confirmation

With an online booking system, customers can instantly see the availability of rooms, dates, and rates in real-time. As a result, this reduces the risk of double bookings and eliminates the frustration of finding out that the desired space is unavailable after spending time on phone calls or emails. Moreover, customers receive immediate confirmation of their bookings, giving them peace of mind and reassurance.

  • Streamlined Reservation Management

Managing reservations manually can be time-consuming and prone to errors. Then, an online booking system automates the process, allowing you to handle bookings, room inventory, and customer information efficiently. It simplifies tasks such as check-ins, check-outs, and room assignments, reducing the chances of mistakes and improving operational efficiency.

  • Integration and Channel Management

Many online booking systems integrate with other platforms and channels, such as OTAs and GDS, providing seamless connectivity and distribution. Indeed, this integration enables your hotel to reach a wider audience through various online travel platforms, increasing your visibility and chances of bookings. In other words, centralized management of multiple distribution channels helps maintain consistent rates, availability, and information across all platforms.

  • Data and Analytics

An online booking system provides valuable data and analytics to help you make informed decisions. You can gather insights on booking patterns, customer preferences, peak seasons, and revenue generation. This data can guide your marketing strategies, pricing decisions, and operational improvements, ultimately leading to better business performance.

  • Cost Savings and Efficiency

Implementing an online booking system can lead to cost savings in the long run. It reduces the need for manual paperwork, phone operators, and administrative staff dedicated to handling reservations. Automating processes saves time and allows the team to focus on other essential aspects of guest services, enhancing overall efficiency.

Digital Commercialization of M&E

Spazious: the platform to boost your M&E reservations

Spazious is an innovative platform designed to streamline and enhance your meetings and events (M&E) reservations.

With its user-friendly interface and powerful features, Spazious aims to revolutionize how organizations plan, schedule, and manage their M&E bookings. By leveraging advanced technology, Spazious provides a comprehensive solution to meet the specific needs of businesses and ensure a seamless reservation experience.

Booking Engine with 2D and 3D diagramming platform
Diagramming platform for event and meeting spaces - Spazious

Why Choose Spazious as Your Go-To Online Booking System?

1. Intuitive Booking Process

Take into account that planning and scheduling meetings and events can be time-consuming, often involving numerous back-and-forth communications. However, with Spazious, the booking process becomes a breeze. 

Its intuitive user interface simplifies reservations, ensuring quick and hassle-free bookings. Thus, you can easily find the perfect time slot by accessing real-time availability updates and utilizing multiple calendar views. Spazious guides you through a simple step-by-step booking process, eliminating any confusion or errors that may arise.

2. Versatile and Centralized Space Management

Spazious offers a comprehensive suite of features for efficient space management. Whether you’re organizing a small meeting or a large-scale event, Spazious has got you covered. 

Furthermore, Spazious allows for centralized management of multiple venues and locations, enabling seamless coordination across different sites. Real-time monitoring of space availability ensures that double bookings are avoided, saving you valuable time and resources. Automated reminders and notifications keep all participants informed about their scheduled events.

3. Comprehensive Resource and Equipment Management

Managing resources and equipment can be challenging when organizing meetings and events. However, Spazious simplifies the process by offering comprehensive resource management capabilities. You can effortlessly reserve necessary resources, such as audiovisual equipment and F&B, to ensure a smooth and successful event. In other words, ensure the availability of resources and eliminate conflicts. 

Moreover, Spazious also provides an integrated inventory management system, allowing you to track and allocate resources efficiently. Automated reminders prompt participants to return or renew resources, guaranteeing their availability for future events. 

4. Enhanced Collaboration and Communication

Effective communication and collaboration are vital for successful meetings and events. Spazious offers a range of features to facilitate seamless interaction between organizers, participants, and venue staff. An instant messaging and notification system enables quick communication and updates. 

For example, Spazious offers a 2D and 3D diagramming platform. Instead of making many phone calls between the hotel and the event planner, use Spazious. The event configurator helps personalize and set up events in the hotel spaces. It feels like a video game and can be easily shared with organizers and hotel staff. 

In conclusion, Spazious sets the bar high regarding online booking systems for meetings and events. Its user-friendly interface, seamless booking process, versatile space management capabilities, comprehensive resource and equipment management, and enhanced collaboration features make it an exceptional choice for businesses and organizations. 

By embracing Spazious, you can optimize your meeting and event planning process, bid farewell to cumbersome manual processes, and embrace efficiency and convenience. Don’t wait any longer—start streamlining your meetings and events with Spazious today!

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Meeting Room Scheduling at Hotels and Event Venues

Posted on by Julio Montes

Meeting Room Scheduling at Hotels and Event Venues: main benefits

Efficient meeting room scheduling is essential for smooth operations and customer satisfaction in the fast-paced world of hotels and event venues. With the advent of meeting room scheduling software, managing and optimizing meeting spaces has become more accessible.

This article will explore the benefits of implementing a meeting room scheduling system and why hotels and event venues should consider using one like Spazious.

What is a Meeting Room Scheduling System?

A meeting room scheduling system is a software solution that enables hotels and event venues to manage their meeting spaces effectively.

Likewise, it provides a centralized platform where managers can view real-time availability, make reservations, and optimize room utilization.

These systems streamline the entire scheduling process, eliminating the need for manual tracking and reducing the risk of errors or double bookings, among others.

Spazious - We Bring Your Events to Life!

Who can benefit from Meeting Room Scheduling?

On the one hand, meeting room scheduling systems benefit many businesses, such as hotels, conference centers, event venues, and co-working spaces. 

Likewise, these systems are precious for establishments with multiple meeting rooms of varying sizes and configurations. In other words, spaces that host events and meetings of different typologies. Whether hosting corporate meetings, conferences, or social events, efficiently scheduling and managing meeting spaces is crucial for maximizing revenue and ensuring customer satisfaction.

On the other hand, event planners and corporate professionals looking for meeting spaces can also benefit from this technology. Nowadays, these professionals spend much time searching for specific locations for their meetings and events. Moreover, they are waiting for a quotation and a response to their RFP.  

In conclusion, a meeting room scheduling system makes this process more efficient for hotels and planners. It helps hotels close more rooms and increase their revenue. Planners save time and obtain an immediate meeting room reservation and quotation. 

How much does this software cost?

The cost of meeting room scheduling software varies depending on various features, including the provider. 

In fact, different pricing models exist, including monthly subscriptions or pay-per-use / pay-per-reservations options. In this last case, the hotel will pay a commission for every meeting room booked through the booking engine. Hotels and event venues must evaluate their needs and budget before choosing a meeting room scheduling system. 

Diagramming platform for event and meeting spaces - Spazious

Why consider a Meeting Room Booking in Hotels?

There are different benefits hotels, and other venues will experience by using a meeting room booking system. Most of them directly affect its revenue increment and process optimization. 

#1 Optimize Room Utilization

One of the primary benefits of implementing a meeting room scheduling system is the optimization of room utilization. Hotels and event venues often have various meeting spaces, ranging from small conference rooms to large ballrooms. With a meeting room scheduling system, managers can easily view the availability of each room in real-time, avoid double bookings, and maximize the utilization of their meeting spaces.

This efficient allocation of resources ensures that every room is used and reduces the frustration of scheduling conflicts for staff and clients.

#2 Enhance Customer Experience

A seamless and user-friendly booking experience is crucial for customer satisfaction. Meeting room scheduling software offers a convenient platform for clients to search for available meeting rooms based on their specific requirements. 

By integrating such software into their websites or mobile apps, hotels, and event venues can provide clients with a hassle-free booking process. Clients can check availability, select the desired room, and make reservations within minutes. This enhances customer satisfaction and frees up staff to focus on delivering exceptional service during the event.

#3 Streamline Operations and Increase Efficiency

Manual meeting room scheduling can be time-consuming and prone to errors. By implementing a meeting room scheduling system, hotels and event venues can automate the entire process, reducing the risk of mistakes and streamlining operations. 

With a centralized platform, managers can handle reservations, generate invoices, and manage customer data seamlessly. This automation saves time and minimizes the chances of double bookings and scheduling conflicts. Staff can then focus on other critical aspects of their business, such as event planning and customer service.

#4 Obtain Real-Time Reports and Statistics

Meeting room scheduling systems provide valuable insights through real-time reports and statistics. Managers can analyze room utilization, booking patterns, and revenue generation data. This information enables informed decision-making to optimize meeting room offerings and pricing strategies. 

By identifying trends, peak booking periods, and popular room configurations, hotels and event venues can allocate resources effectively. Thus, plan for peak seasons, and improve overall profitability.

#5 Integration with Other Systems and Technologies

A robust meeting room scheduling system can seamlessly integrate with other methods used by hotels and event venues, such as property management systems (PMS) and customer relationship management (CRM) tools. This integration ensures smooth data flow, eliminates duplicate entries, and reduces the risk of errors. 

It also enables the sharing of customer information across different systems, providing a holistic view of the customer journey and enabling personalized and targeted marketing efforts.

Spazious: the 360º solution to manage Meetings & Events

If you are looking for software specialized in events and meetings management, discover Spazious and its innovative technology.

Spazious is a 360-degree solution for managing hotel meetings and events business, as it includes three different platforms in one unique space. 

Spazious offers an Instant Booking Engine for Meetings and Events to capture instant leads and bookings. With it, hotels increase the number of secure reservations and revenue for M&E business. Also, event planners receive an instant response to their RFP. Used to waiting an average of 48 hours to get an answer from the hotel, Spazious helps save 97% of the time (from 48 hours to a maximum of 1 hour to confirm the reservation). 

To manage the deals, sales, and distribution features of meetings and events management, Spazious includes their iSEM®. Through Immersive Sales and Event Management, hotels and event venues can improve their sales process. It will help them save time, costs and automate repetitive tasks. It is immersive, as sales teams and event planners can use the 2D and 3D event configurator from it.

As a matter of fact, the Diagramming Platform is the third solution Spazious offers. Events can be configured and personalized from the platform. Making a room reservation has always been challenging and exciting. It feels like playing a video game! As a result, hotels refrain from committing errors in the event or meeting setup. This configuration also helps take into account the total amount of the event. 

Find out more about Spazious and ask for a demo here!

Digital Commercialization of M&E

In conclusion, implementing a meeting room scheduling system like Spazious can significantly enhance the efficiency and profitability of hotels and event venues.Moreover, by optimizing room utilization, enhancing customer experience, streamlining operations, accessing real-time reports, and integrating with other systems, hotels and event venues can stay ahead in the competitive market, provide exceptional service to their clients, and maximize revenue generation. 

To sum up, investing in a meeting room scheduling system is wise for any establishment looking to streamline its operations and provide a seamless booking experience.

What is an event scheduling software and its benefits for hotels

Posted on by Julio Montes

What is an event scheduling software and its benefits for hotels

Using an event scheduling software represents an ace in the hole for many leaders in the hospitality and event industry, particularly in the MICE segment. Today, many hotels and venues struggle to offer the most optimized experience for their clients. In addition, the implementation of an event management software often translates into frictionless, enhanced processes for businesses themselves.

Keep reading to find out what an event scheduling software exactly is, and how it’s enhancing organizations’ processes and their possibilities in providing outstanding experiences for their clients.

 

What is an Event Scheduling Software?

An event scheduling software is a digital tool that helps organizations plan, schedule, and manage events. 

There are many types of event management software. Each company must choose the technology that best suits its needs. In the case of hotels and resorts that offer spaces for meetings and events, it is important to take into consideration the following points. 

Mainly, a space for event management and hotel sales contacts. Also, a booking engine where you can close bookings instantly. In addition, the software must have functionalities that go beyond, and coordinate other services such as F&B, rooms, the set up of the event… And in many cases, it must be integrated with other hotel technologies (PMS, others…)

Some common features of an event scheduling software include:

  • A calendar.
  • Booking tools for the reservation of event spaces, equipment, rooms, and F&B options.
  • Communication features in the form of notifications and other types of messages between the hotel and the client.
  • Generating RFPs or instant bookings.
  • Instant quotation for the event, with revenue management criteria. 
  • Generating reports on m&e sales and performance.

 

Nowadays, some event management technologies include a 3D diagramming platform with which both hotels and clients can set up spaces. In fact, personalization makes clients be more interested in a specific product or service. 

Many organizations are lagging behind in the implementation of event scheduling software. In fact, many are still mainly relying on offline processes or Excel sheets. 

However, this trend might quickly transform in just a few years: 78% of hoteliers are planning to increase their investment in hotel tech in the next three years, according to the ‘Revenue Management Outlook & Trends Survey 2022’ published by Duetto.

event scheduling software and its benefits for hotels
event scheduling software and its benefits for hotels
Digital Commercialization of M&E

Benefits of Using an Event Scheduling Software for Hotels and Venues

In the commercialization of MICE business, event scheduling software can be a valuable asset for hotels. Firstly, they provide invaluable help in streamlining event management and reducing administrative burdens. Secondly, this technology helps optimize the sales team’s workload, while increasing the hotel’s revenue. 

The following are the two most outstanding transformations and advantages that businesses typically experience when implementing an event scheduling software: 

  • Through automation, it can help reduce time and labor costs by 97%, according to Spazious data. 
  • These platforms also facilitate communication and collaboration processes between event planners and hotel/venue staff. This translates into higher client satisfaction, as customers appreciate companies that help them save time.

Features to Look for in Technology for Events and Meetings

  • Customizable: a custom platform provides help with the specific needs of a hotel or venue, as well as their particular workflows. As a side note, it can also be a powerful branding tool for potential clients and attendees during their booking stages with a white label instant booking. Plus, customization at the booking process can help improve customer experience and client retention. 
  • Automated scheduling: the right event scheduling software will be able to connect the event booking with other hotel services (F&B, rooms, media…) and help teams follow the sales process at every stage. This, in turn, reduces the risk of human error and increases process efficiency.
  • Real-time availability: the use of event scheduling software must ensure real-time information for booking event spaces, resources, and staff so that there is no risk of overlapping events.
  • Online payment processing: the software must be able to automate payment processing (thus reducing administrative tasks for human teams) as well as eliminate the risk of payment errors and fraud. 

Companies should take these features into account when evaluating different event scheduling software options in order to select the best fit. Other considerations as part of a thorough research might also include: 

  • The tool’s ease of use.
  • Possibility of integration with other potential digital platforms the company is already using.
  • Available customer support.

Finally, accessing a demo for the platform can be a crucial step to pick the right tool.

Spazious Instant Booking for Meetings & Events

Spazious offers an event scheduling software that combines the power of immersive technologies with the latest booking engine capabilities.  Made by hoteliers for hoteliers, its design is based on +15 years of experience in operating online booking platforms.

This tool is able to transform how meetings, events & weddings are booked as a cloud-based solution that provides the most innovative features. All technology development tries to help hotels sell their spaces in a quicker and easier manner.

As such, it includes the following features: 

  • Real-time bookings for both meeting packages (DDRs) and meeting spaces. 
  • Customization possibilities so that the interface matches the brand’s guidelines and the website looks (white label).
  • Smart data and analytics to monitor all processes within the platform.
  • The possibility to incorporate extra services (food and beverage, audiovisuals….) as part of the booking.

Dynamic pricing module, helping companies and revenue management teams work on their long-term strategies.

Revenue Management Module at Spazious
Book through an Instant Booking the M&E

How Event Management Software Can Improve Customer Satisfaction

We’ve already mentioned how an event scheduling software can bring a series of benefits for businesses. But this type of platform is also becoming a key component in enhancing customer experiences for attendees as well. 

First of all, it provides a seamless registration process, as well as a platform for managing registration at any time. Secondly, it allows companies to customize the event experience for attendees, so that their preferences and particular requirements are met. Thirdly, the event scheduling software can also be a particularly efficient communication tool between event planners, attendees, and others such as vendors, reducing the risk of miscommunication. Finally, because it provides real-time updates, the platform can act as a central platform that keeps attendees informed at all times, reducing miscommunication risks.

Additionally, attendees will benefit from an improvement in the accuracy of scheduling and booking. 

 

All in all, features such as real-time availability and automated tasks, as well as improved communication, will play a key role in enhancing overall customer experiences.

What is more, hotels and venues will see a boost to their productivity and efficiency and a thorough transformation in how they are able to book their event spaces. Take the next step and request a demo to experience the benefits of an event scheduling software by yourself.

Using a hotel booking engine for M&E: benefits and examples

Posted on by Julio Montes

Using a hotel booking engine for meetings & events: benefits and examples

The use of a hotel booking engine for rooms is now widespread. Although, hotels, resorts, independent venues, and many operators, still haven’t discovered the advantages of instant booking for MICE management.

Let’s take a look at how this type of tool can help streamline all processes.

What are Hotel Booking Engines for Meetings & Events

An instant booking platform is typically referred to as a software application used by hotels and accommodation providers to enable guests to book rooms directly through the hotel’s website. 

It acts as an online reservation system that allows guests to search for available rooms and make reservations. Also, it provides real-time availability and pricing information. 

Moving from B2C to B2B concept, hotel booking engines can be applied for booking meetings and events. This platform will help hotels and venues to improve their MICE management. Take into account that this process is currently developed offline, and using Excel.

As such, instant bookings applied to M&E enables operators to manage reservations in real-time. These tools are also useful for collecting payments and managing clients’ information, such as contact details and special requests.

 

Discover how to digitize your MICE segment by downloading this Guide. You will learn how to use technology and digitalization to boost your visibility, bookings and revenue.

Digital Commercialization of M&E
Booking Engine for meetings and events at hotels

Benefits of Using a Hotel Booking Engine for Meetings & Events

Streamlined Booking Process for Event Planners

A hotel booking engine provides an easy registration that simplifies all processes. In addition, it generates real-time updates concerning the availability and event information. Plus, it allows payments.

It also provides the possibility to automate communication between hotels and planners. Thus, this translates into time savings and fewer efforts for event planners, leading to greater user satisfaction.

Increased Visibility and Access to Event Spaces

A hotel booking engine for events and meetings typically integrates a marketing strategy to promote the event spaces listed on their platform. This can turn into increased visibility and more bookings, which also means a revenue increment. 

At the same time, hotels and venues can also offer virtual tours that can be displayed on the booking engine. These are simulations that offer a 360-degree view of the spaces that generate engaging online experiences, enhancing the booking process. In addition, recent research has shown that virtual tours on hotel websites can increase conversion rates between 16% to 67%. 

More Efficient Management of Event Attendee Accommodations

Hotel and venues booking platforms can be integrated with accommodation services, simplifying the booking process on all sides while providing added value in both areas. This includes the generation of personalized rates and discounts for clients or the offer of analytics and reports for operators, from where to develop Business Intelligence and make informed decision

Hotel Booking Engine for Meetings and Events

Example of Hotel Booking Engines for Meetings & Events: meet Spazious the i-SEM®

Spazious is an immersive sales and events management platform dedicated to streamlining booking processes for hotels and event venues. This software helps companies move forward from manually managing the booking and scheduling of event spaces.

Features and Benefits of Spazious

  • Real-Time Bookings: meeting packages (DDRs) and your meeting spaces are available to website visitors through Spazious.
  • Sales and catering options: the platform facilitates offering clients additional services such as food and beverage or audiovisual equipment, among others.
  • Integration: events and accommodation information are reunited in a single access point for teams in real time. 
  • Sales approach: the platform is designed with a sales perspective, helping companies close deals while automating the management of leads
  • Unique digital options: Spacious integrates the possibility of generating realistic 2D and 3D designs through the diagramming platform. In addition, hoteliers can add virtual tours, minimizing requests for on-site inspections.
  • Communication enhancements: event layouts are easily shared, so that everyone involved can “see” ideas and planning, leaving less room for error. Plus, from each virtual tour’s frame, marketing teams can extract high-quality images. 

Key Considerations When Selecting a Hotel Booking Engine

Operators looking to incorporate a hotel booking engine for their meetings and events should make sure the platform they choose aligns with their needs. 

 

Some important features to look for in this type of engine include:

 

  • An intuitive user experience and navigation, so that its implementation doesn’t face many obstacles.
  • Possibility to integrate the booking engine with other software systems that the hotel is already using.
  • Potential for personalization according to each business’s needs.
  • Secure and reliable payment system.
  • Access to reporting and analytics.
  • Cost and ROI considerations.

Questions to Ask Potential Hotel Booking Engine Providers

  • What are the features and functionalities of the hotel booking engine?
  • Can it be integrated with the hotel’s website and present software?
  • Can it be customized according to the needs of my business?
  • Does it offer secure and reliable payment?
  • Is there available customer support? Do they offer training to get started?
  • What are the pricing models?
  • Can the company provide successful cases of implementation of the hotel booking engine for other businesses?

 

If you’re looking for a reliable hotel booking engine that helps your company move away from inefficiencies regarding MICE management, look no further. Get in touch with us and speak to our team about how Spazious can help boost your sales.

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