Managing event housing can be a significant challenge for event organizers. Complex booking processes, contract negotiations, and insufficient inventory management often hinder smooth operations and impact attendee satisfaction. Here are four challenges event planners can face with their sourcing and the practical solutions to solve them. Each of these obstacles requires specific strategies to ensure a seamless and successful event experience.
1. Complex booking processes
▪️ Problem: When attendees face complicated, time-consuming booking systems, this can lead to numerous inquiries and complaints, increasing the workload for event staff and potentially causing delays — not to mention a less than ideal user experience for the attendee.
▪️ Solution: Simplify the booking process by using an integrated platform that combines registration and housing. A unified system allows attendees to manage all their needs in one place, providing a smoother experience and reducing the need for additional support.
2. Contract negotiations
▪️ Problem: Securing favorable terms and rates with hotels can be challenging. Negotiating these terms requires significant time and expertise, which can divert resources from other planning activities.
▪️ Solution: Leverage industry relationships to secure the best rates and concessions. Expert negotiators can mitigate risks and ensure contract terms that minimize exposure. By partnering with seasoned professionals, event organizers can obtain better deals and more flexible terms.
3. Insufficient inventory management
▪️ Problem: The lack of proper inventory management can result in overbookings or unsold room blocks, impacting the financial success of the event. Inaccurate tracking can lead to double bookings or empty rooms, both of which can be costly and can negatively impact the event’s reputation.
▪️ Solution: Implement comprehensive account management that includes daily inventory tracking, staff and exhibitor block management, and attrition management. This ensures optimal use of room blocks and reduces financial risks. Effective management systems provide real-time updates and analytics, helping planners make informed decisions and adjustments.
4. Attrition risks
▪️ Problem: Failing to meet contracted room blocks can lead to significant financial penalties. Attrition clauses in contracts often stipulate financial consequences for unmet room quotas, which can strain the event budget.
▪️ Solution: Use data-driven strategies to monitor and manage room blocks, ensuring you meet contractual obligations and avoid penalties. Analyzing booking patterns and trends allows for proactive management, reducing the risk of attrition and associated costs.
How It Works in Practice
To address these challenges effectively, you can use a suite of tools and strategies:
▪️ Site selection and contracting: Doing the legwork to find the best venues and negotiate favorable terms ensures your event is held in optimal locations with the best deals. This involves evaluating potential sites based on accessibility, amenities and cost, and securing contracts that offer the best value and flexibility.
▪️ Integrated platform: Quick website builds, third-party integrations and automated group housing selections make it convenient for attendees to book their accommodations. This centralizes all event-related information, providing attendees with a one-stop solution for all their needs, from registration to housing.
▪️ AI-enhanced customer support: Providing 24/7 multilingual support assists with reservations, updates and group bookings, ensuring a smooth experience for all attendees. AI-driven solutions can handle routine inquiries and provide personalized assistance, freeing up staff to focus on more complex issues.
OneSystem Plus is an example of a tool that embodies all these solutions. This event registration and housing platform, built by MCI USA, integrates these features into a single platform, simplifying the housing process for both attendees and organizers. OneSystem Plus can handle all aspects, from small details to major issues, providing a comprehensive approach to solving common housing challenges and enhancing the overall event experience.
Addressing event housing challenges effectively requires a combination of streamlined processes, expert negotiations, robust inventory management and comprehensive support. Tools like OneSystem Plus can help transform these challenges into seamless, stress-free experiences, ensuring your event's success from start to finish.
