We designed and implemented a dedicated website from which guests could book their rooms, with the client providing all the details regarding the room block including stay dates, number of rooms, single and twin occupancy B&B rates, cancellation policy. Their event logo and a welcome note were also added for further personalisation of the site.
Requests for special dietary information and return flight details for each guest were also added to the online booking process so that this information could be captured at the time of booking. Each booker received a comprehensive branded confirmation with an individual booking reference and hotel and reservation details.
Our management of the room bookings included verifying each reservation, emailing confirmations, managing booking amendments, regularly updating the client and hotel regarding room take up, releasing unsold rooms according to agreed deadlines, and production of comprehensive rooming lists including special dietary information and return flight details.
As the client had arranged the room block directly with the hotel, we worked on a transaction fee basis per booking made via the system and invoiced this to the client after the event.
Our management of the room bookings for the event meant that the client was successfully able to concentrate on organising all other elements of their conference.