The Future is Now: How Corporate Event Venues are Going Digital

Posted on October 2, 2023October 2, 2023 by Bata

In today’s era of rapid digital transformation, corporate event venues are experiencing a profound revolution. These venues, along with event planners and operators, are adapting to meet the expectations of a tech-savvy clientele who demand immersive experiences, streamlined processes, and instant solutions. This article provides an in-depth exploration of the dynamic landscape within the corporate event venue industry as it embraces digital innovation. At the forefront of this transformation is Spazious, our pioneering company that offers cutting-edge tools and solutions to empower venues to thrive in the digital age.

The Digital Revolution in Corporate Event Venues

Corporate Event Venues: Embracing the New Digital Frontier

The journey towards digital transformation has touched virtually every aspect of our lives, and corporate event venues are no exception. With the emergence of advanced digital tools and platforms, these venues now have the capability to provide unparalleled convenience, efficiency, and personalization to their clients.

Streamlined Booking with Spazious M&E Instant Booking Tool

One of the most significant advancements in the industry is the shift towards online booking and instant confirmation. This not only saves time but also ensures a seamless experience for event planners and attendees alike. Spazious, a trailblazer in this field, offers its state-of-the-art M&E Instant Booking Tool, empowering venues to facilitate quick and hassle-free bookings. Event planners can secure their desired space with just a few clicks, receiving instant confirmation, and allowing them to focus on perfecting their events.

Immersive Event Planning with Spazious 3D Event Layout Simulator

The rise of 3D event layout simulation has emerged as a game-changer for event planners and venues alike. Spazious’ 3D Event Layout Simulator enables event planners to embark on captivating virtual tours of venues, experiment with seating arrangements, and visualize event setups with unparalleled precision. This immersive experience not only enhances event planning but also empowers venues to showcase their offerings in a compelling way, attracting more clients.

Efficient Sales and Distribution Management with Spazious

Streamlining sales and distribution management is another pivotal facet of the digital transformation sweeping through corporate event venues. Recognizing the significance of this, Spazious has developed the cutting-edge Events Sales and Distribution Management Platform, empowering venues to effectively manage their inventory, distribute it seamlessly across various channels, and optimize their revenue streams. This platform ensures venues remain competitive and maximize profitability in the digital age.

Leveraging Spazious for Digital Transformation

Incorporating Spazious products into your corporate event venue’s operations comes with an array of remarkable benefits, revolutionizing how you manage events and engage with clients:

1. 2D & 3D Diagramming

With Spazious, you can effortlessly create realistic 2D and 3D event diagrams in a matter of minutes. It’s a process that feels more like an enjoyable video game than a chore. This capability not only enhances your event planning but also allows clients to vividly visualize their ideal event setups, reducing the margin for error and ensuring that their vision becomes a reality.

2. Real-Time Bookings

Spazious enables you to make your meeting packages and meeting spaces instantly available on your website. This means that potential clients can book without the need to send traditional RFPs. It’s a seamless process that caters to the expectations of modern clients who crave instant solutions and convenience.

3. Smart Data and Analytics

Thanks to Spazious’ integration with Google Analytics, you gain access to invaluable insights. This data empowers you to make informed decisions that drive revenue growth. You’ll have a comprehensive understanding of everything happening around Spazious’ booking engine, leading to better insights and revenue optimization.

4. Expanding Beyond Meeting Spaces

Spazious allows you to broaden your service offering beyond just meeting spaces. You can now sell everything your clients need for their meetings, from food and beverage options to audiovisual equipment and additional services. These offerings can be seamlessly integrated into Spazious, making them readily available to your clients when booking their events.

5. Dynamic Pricing and Availability

Spazious allows you to apply dynamic pricing rules tailored to your venue’s needs. This flexibility enables you to maximize the revenue potential of your meeting spaces, ensuring that you capture the full value of your offerings.

6. Virtual Reality and 360º Virtual Tours

Spazious provides the capability to transport your clients to any space with VR-ready 3D tours and videos. Additionally, you can offer clients a spectacular 360º and 3D recreation of your property. These immersive experiences allow clients to fully comprehend what your venue has to offer, creating a stronger connection and trust.

Empowering Your Venue’s Digital Future with Spazious

The future of corporate event venues is undeniably digital, and Spazious stands at the forefront of this transformative journey. By leveraging cutting-edge tools such as the M&E Instant Booking Tool, 3D Event Layout Simulator, and Events Sales and Distribution Management Platform, Spazious empowers venues not just to survive but to thrive in the digital age.

As the corporate event industry continues its relentless evolution, staying competitive necessitates more than adhering to traditional practices. It demands a commitment to innovation and a willingness to embrace digital solutions. The digital transformation in corporate event venues is not just about keeping pace; it’s about staying ahead, providing exceptional value to clients, and securing a prosperous future. The future is now, and Spazious is leading the way.

Embrace the future with Spazious and discover how your corporate event venue can not only survive but thrive in the digital age. Reach out to us for a demo or more information today.

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

Posted on June 26, 2023June 26, 2023 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.

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.

– 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:

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.

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.

Meeting Room Scheduling at Hotels and Event Venues

Posted on June 12, 2023June 19, 2023 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.

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.

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!

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.

5 time-saving tips for managing corporate event venues

Posted on March 8, 2023April 10, 2023 by Loreto Pérez Cuchet

5 time-saving tips for managing corporate event venues

Managing corporate event venues today implies handling several challenges when it comes to organizing meetings and events. One of the key difficulties has to do with the number and variety of departments that are involved in MICE management. Sales, F&B, catering, and room service, among others.

How are companies facing these challenges?

Find out 5 tips to save time and become extremely efficient at managing corporate event venues.

Why the efficient management of Corporate Event Venues is important

The current context surrounding corporate event venues pushes them towards finding efficient management solutions.

Firstly, there’s the growing competition in the event venue industry. In general, many hotels and venues compete for the same clients. Then, to stay ahead of the competition, operators must offer unique experiences that align with what their clients are looking for. In other words, exceed their client’s expectations.

Secondly, other factors such as cost management continue pressing their influence on management processes in hotels, resorts, and independent venues. As a result, guaranteeing resource efficiency in areas such as logistics and staff management is key to staying ahead.

Fortunately, the use of technology is facilitating multiple operations when it comes to MICE management, like generating sales, revenue, and distribution platforms for event operators.

Among the benefits of such platforms are:

Easy to use. As these platforms are digital, they have been created under user experience criteria.

More instantaneous. Also, event planners can now see prices instantly and avoid having to contact many hotels or generate many RFPs.
Convenient for users. In addition, the event information can be easily shared in internal communications from event planners to CFO, management, or marketing…
Specific technology. Hotels or independent venues can manage all their events in one place for all teams and spend less time managing leads.

Let’s see some of the ways technology is enabling more efficient management of corporate event venues.

Tips for efficient management of business event venues

Tip #1: Streamline the Booking Process

Simplifying the Booking Process

Hotels can greatly benefit from simplifying their booking processes, offering a better experience for both their clients and themselves.

In order to do so, platforms including all-in-one digital tools are very interesting. To manage corporate event venues an instant booking combined with sales & catering software, would be a great acquisition.

Through the right tool, sales teams are able to:

Manage availability in real-time and automatically, avoiding the time inefficiency of manual booking or reschedules.
Assign rates for extra services.
Control costs for all events and manage the revenue at the hotel.
Reduce the amount of RFPs they receive every day. The right platform will allow hotels to offer both meeting packages (DDRs) and meeting spaces for their website visitors. This technology will allow bookings to be made without the need of sending an RFP.

The Benefits of Automating the Booking Process for Event and Meeting Venues

Automating and offering real-time booking services means invaluable advantages in terms of time savings. Thus, both hoteliers and event planners will focus on other aspects.

In addition, by making this process digital, we avoid misunderstandings. There is an improvement in communication, in the booking experience, and within the hotel organization. This, in turn, can lead to higher customer satisfaction, loyalty, and increased revenue.

Tip #2: Optimize Communication

Effective Communication with Corporate Event Planners

Effective communication is characterized by being clear, concise, timely, and responsive. Furthermore, in the MICE business, there’s also a need to be tailored to the client’s needs.

The use of technological tools allows corporate event venues to handle communication in a more efficient and seamless way. As a result, processes such as managing or replying to requests are facilitated. Ultimately, increasing conversion rates.

The Advantages of Using an All-In-One Event Management System

An all-in-one event management system streamlines communication, as it brings together all people involved and all aspects related to event planning. Registration, ticketing, venue management, and marketing promotion.

This leads to improved collaboration between team members, stakeholders, and vendors. Teams will see how information and data are accessible to everyone involved in the event planning process.

At the same time, this translates into an enhanced experience for corporate event planners. They will see how their reservation process and access to information are clear and simple.

Tip #3: Maximize Space Usage

While it may not be immediately obvious, space usage in corporate event venues is directly linked to revenue management. A digital tool will allow hotels to easily manage all spaces, as well as coordinate departments.

However, many hotels, resorts, and independent venues still use Excel sheets. That’s why the right digital platform to the equation can really make a difference.

Tips for Maximizing Space Usage in Corporate Event Venues

Some classic tips in this area involve optimizing seating arrangements and designing and incorporating multi-functional spaces that can be easily transformed to accommodate different types of events.

At the same time, corporate event venues are advised to leverage technology in this area too. This includes a series of possibilities: generating digital signage; video walls, and interactive displays to maximize space usage; employing hyper-realistic 3D event simulators that allow event planners to use the space in more creative ways.

Benefits of Efficient Space Management in M&E Venues

It’s no secret to corporate event venues that efficient space management leads to increased capacity in terms of attendees, which can increase revenue.

But there are additional advantages to this: efficient space management also provides an enhanced attendee experience, allowing them to move around freely and interact with others, and creating a flexible environment that can adapt to changes in the event program or the number of attendees.

As a result, this has positive repercussions in brand image for companies in the field of meetings and events.

Tip #4: Use Technology

The Role of Technology in Efficiently Managing Event Venues

As we’ve seen throughout the article, technology is playing a key role in facilitating work for managing event venues. This includes advantages in the following areas:

Seamless online booking and registration, managing attendees’ information, preferences, and requirements more efficiently.
Event planning through all-in-one platforms for managing all aspects of MICE management, in hotels, resorts and independent venues. Including scheduling, communication, and marketing reduces errors, and increases efficiency.
Hyper-realistic, immersive 3D event simulators facilitate the work of event planners and venues. In a process known as 2D & 3D Diagramming, it’s possible to create and share event design layouts enhancing communication and leaving less room for errors.

Smart data and analytics are provided, allowing hotels and venues to gain insights about their processes in order to take better decisions. Thus, more revenue.

Tip #5: Implement Effective Staffing and Vendor Management

Identifying, selecting, and coordinating staff and vendors remains a key operation for the success of corporate events management.

This includes communication between sales and the F&B department, among others. The use of technology can help organize and track operations related to each event.

Spazious: i-SEM® for MICE management

If you are looking for a 360º solution for MICE management, find out more about Spazious.

This is an i-SEM® (immersive sales and events management) software that places into a unique platform different modules that will help you grow your MICE business by close more deals in half the time.

Spazious includes:

White label Instant Booking for MICE from which the event planners will book their events easily feeling like they’re booking from the hotel website.
A sales and catering platform from which the sales teams will manage and follow leads and event reservations. Plus, Spazious includes a dynamic revenue management module to plan and automate the hotel strategy.
3D diagramming platform from where event planners can create their event layouts. In addition, they will have an improved and immersive booking experience.

Want to learn more about how technology and platforms like Spazious are helping corporate event venues reduce errors, save time, and increase efficiency? Get in touch with us and speak directly to our team.