Passkey introduced GroupMAX ME a couple of years ago. The system makes it easy for meeting planners and hoteliers to monitor bookings in real time; by doing so, planners can avoid attrition issues.
From Reilly’s standpoint, the system is easy to manage. She creates templates (called bundles) for various types of meetings, such as citywides, medical, sports, etc.
Using those templates, “I can set up an event in 20 minutes,” she said. “A huge amount of time is saved.”
The online system also has a large number of features, she said.
Hoteliers, the CVB and the meeting planner can turn the housing system into a marketing tool.
Hoteliers can promote special deals in their restaurants or upsell amenities like spa services. CVBs can promote festivals or other events that will be happening when attendees visit the city. Among the advantages for meeting planners is the ability to remind attendees of deadlines, review customized reports and create delegate lists.
Online means more options
The York County CVB has used an online housing system for a number of years but last year switched to a differnt one, Meetingmax. This year, 11 groups will use the CVB’s housing bureau, according to Samantha Longworth, services assistant, York County CVB.
After Longworth determines which hotels best suit a group’s needs and has contracted room blocks, she can upload the information and have an online housing bureau set up for a group within two days.
Among the features she touts to planners is ability to sell tickets for banquets, tours or othr special events. Planners can also set up password-protected room blocks within their block, to be used for VIPs or for staff, for example.
Meeting planners can also monitor their room pickup on Meetingmax. Hoteliers can easily cut and paste information from Meetingmax into their reservation system.
