For event managers, brokers and guest managers hotel and room planning plus administration often take a huge amount of time. Especially for events of a longer duration. Managing events with a lot of fully or only partly hosted guests from different countries costs a lot of time and effort.
From researching suitable hotels through conducting individual negotiations, creating and managing contracts – especially the cancellation terms – with the suppliers, up to releasing room quotas as a booking resource – hotel management is a real challenge for the guest management team.
Apart from complex tasks, it also has to meet a wide range of guest requirements with regard to location, time or facilities, plus – as a next step – their requests for changes. A process that ties up many resources and comes with great responsibility and high expectations. If this process goes wrong, it can endanger the success of the event.
The colada 365 hotel management tool colada365 gives the event team access to the entire hotel management workflow. If desired, you can leave all or some these tasks to the colada.services team.
The workflow is based on a location database. Integrated in colada365, the basic data of the selected hotels are created, including the available rooms. In the system they are managed dynamically and with the necessary interfaces. There they can be assigned to projects as bookable resources.
Room quotas are available for broker inquiries and allocation via the event managers through integrated sub-processes of colada365 resource management. Bookings can be made by the broker, the guest manager or even the guests themselves.
The event management team can keep track of the latest figures for all room bookings at any time and in any place, enabling it to adjust quotas or cancel in good time, where required. Brokers, guest managers and even the guests themselves can view, change and cancel existing bookings at any time – regardless of the cancellation process and pre-defined rights.