Group Request

With a single click, you can enable Group Bookings on your Booking Engine settings and allow your customers to enquire about events for multiple days with accommodation. Easy user experience captures the customer requirements clearly so you can approach them with an offer.

How to enable group bookings to your Booking Engine

Take a look at the virtual demonstration below to lear how to enable group booking possibility.

For internal purposes, you can change the group booking status from Pending Supplier to Pending Customer, Confirmed, or even Cancel. However, this does not trigger any notification to the customer in the first phase.

Group booking user journey

Once the group booking is enabled to your booking engine your customers can approach you with multi-day, multi-room and bedroom RFPs directly from the Booking Engine.

Sending Group request

• Venues: Customer selects the venue, or venues if you have multiple venues enableded for your organisation, where to send the RFP
• Event details: Customer selects
  • Start date,
  • End date,
  • Date flexibility: My dates are strict or My dates are flexible
  • Event type: Dropdown selector values can be defined from organisation settings
  • Event name: free text field
  • Counf of attendees
• Content: Customers can select wished services for each day. They can easily copy the same service request for other days with "Copy requirements for next day" button. 
  
  • Meeting rooms: Start time, End time, Layout, count of attendees
  • Equipment: Customers can select additional equipment for their event.
    • They can define the service time and amount of services needed
  • Food & Beverage: Customers can select breakfast, lunch or dinner with service time preference and amount of services needed
  • Bedrooms: What type of bedrooms are needed and how many. Customers can also indicate if they would like to have the bedroom with or without breakfast. 
  • Notes: Any additional notes that the hotelier should take into account when replying to the RFP. 
  
  
  
• Your information: Customers have three options to choose from
  • Corporate: Customer is booking on behalf of a company they represent. The following information is requested
    • Organisation name
    • VAT ID
    • Country of residence
    • First name, Last name
    • Email
    • Phone
  • Agency: a professional booker booking for a client
    • Agency name
    • Country of residence
    • First name, Last name
    • Email
    • Phone
  • Private booker: bookings for personal events
    • Country of residence
    • First name, Last name
    • Email
    • Phone

Finally the meeting bookers need to agree with the terms and conditions set by the venue on the basis of the requested services. 

Group request as a venue user

As a venue user, you are notified when you receive a group booking request. You can also find them by logging in to MeetingPackage and navigating to the Group request section (screenshot above). 

In the Group request view you will see 

• The booker
• Venue or venues to request for proposal
• Event name
• Create date of the group request
• Assigned to
• Account
• Event dates
• Day count of the event
• Bedrooms included: Yes or No
• Count of delegates
• Status of the group request
• Total revenue

You can see more detailed information (screenshot below)regarding the request by clicking the view button. The additional information you can view is listed below.

• Linked booking ID
• Date flexibility: Strict date request or flexible
• Internal notes
• Day-specific content regarding meeting rooms, Food & Beverage items, extra equipment, and accommodation, with possible notes from the customer to take into consideration

Clicking the visit booking button, you get to the order management page where you build your reply to the request. More information on how to reply to requests can be found from below

• Order management
• Create eProposal