Ten Most Effective Ways to use Technology as a Meeting Selling Tool

By Greg Pesik President and CEO, Passkey International | October 28, 2008

Technology is a key catalyst to group meeting success and hotels should embrace these solutions to make their venue more attractive to planners-whether for large groups and corporations, private weddings and parties. Here is a look at some of the must have technologies of today.

1. Collaborative Online Block Management Solutions

Room block management is a huge challenge. Why? It's difficult to accurately predict how many rooms you will need to accommodate your guests BEFORE you know how many will be attending. Set aside too many and you may be eating the cost of rooms that never get used. Set aside too few and you will have angry attendees who are forced to stay elsewhere.

Collaborative online block management solutions let planners and hotels give attendees the opportunity to make their reservation online in a contracted block. In many instances the reservation site is tied directly to the event site, making the process even easier. Planners and hotels can then monitor all activity in real-time through reports and event information. If a block is almost full, the planner can quickly add additional rooms. If a block is under-booked, the planner can release rooms and save money. While these solutions cannot predict attendance, they can remove the guessing game.

2. Automated Room List

A second area that hotels have begun looking at are room list management tools. When a planner has established its final list of attendees, standard practice requires they email the list or drop it off with the hotel. However with heightened security concerns, sending confidential information via email or dropping it off at the front desk no longer falls into the "best practices" category (imagine how many eyes view a registration list that has been faxed over to the hotel's front desk or in sent via email). Additionally, these methods are plagued by errors usually stemming from the manual entry of reservations.

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Coming up in September 2018...

Hotel Group Meetings: The Need for Speed

2017 was a banner year in the Hotel Group Meetings marketplace and that trend is expected to continue throughout 2018. Planners are experiencing a renewed sense of confidence due to a reinvigorated economy and increased job creation, which typically provides a boost in corporate meetings. Given this promising outlook, planners are maintaining a fast and furious pace, and they are utilizing an array of technologies to speed things up. For example, planner requests and proposals are expected to be turned around quickly; the mantra seems to be “as soon as possible, or sooner!” To that end, the use of electronic Request for Proposals (eRFPs) to source hotels and venues has increased in recent years, bringing many timely benefits to the Meetings industry. As a result, in order for hotels to attract and book meetings, they have to be willing to operate with a sense of urgency, which is the new baseline for success. Once on property, the need for speed doesn't diminish. Poken is a cloud-based event management platform, which enables attendees to easily and quickly connect, network and share contact info. ClickShare is a wireless presentation system that permits others in the meeting room to share their laptop with the presenter screen at the push of a button. Skype is useful in order to engage with remote participants in real time, and dedicated apps are being routinely used to drive registration and communication before, during and after a meeting. Finally, text messaging is replacing emailing and phone calls simply because it's quicker. The September Hotel Business Review will examine issues relevant to group meetings and will report on what some hotels are doing to promote this sector of their operations.