New Feature - Room Allocation Manager (Pick a Room)

We’ve added a new feature into the Enquiry section.

When responding to your RfP, the new functionality enables the venue to select the meeting room they are allocating from their own meeting room pick-list.  This then populates your proposal with details of the meeting room features such as dimensions, air-conditioning etc.

  This feature is also available to you if you choose to manually complete the RfP. In order to be able to handle the data contained in Enquiries prior to this new feature being introduced, we have also moved the Main Room Details and Syndicate Room details text box section into the new Room Allocation Manager and relabeled this area as Additional Room Questions. 

Below you will find instructions on how this new feature works.

• Once you have completed the general enquiry page please use the conference rooms section to add your rooms

• We have added a new dropdown titled 'Room Type' , please use this to select if the room is a main room or a syndicate room

• In the 'Room Title' box type the Room title, this will appear on the proposal so it would be advisable to enter Main room for the Main room. Syndicate for the Syndicate room, Dinning room for another Syndicate room. Breakout room for another Syndicate room and so on.

• In the Programme section please enter the details of how the day's event will run

• Add any overnight guests in the guest's tab

• Add your venue choices into the venues tab

• Once your venues are added and you click 'view' to add the remaining details and charge lines for the RFP to each venue option you will see the new 'Room Allocation Manager'

• You will notice that the rooms we added in the conference rooms tab 'main room' and 'syndicate room' have been added to this section. Syndicate rooms will always show as 'Other Rooms' in the room allocation manager

• The room titles that we entered into the conference room tab when adding our rooms has been carried across into the room allocation manager, Main Room and Break out room

• Any rooms added in the conference room tab will be added into the room allocation manager as an 'Unallocated room' 

• Each room will show the room requirements for the event including the requested room layout the number of delegates and the date of the event. You can also view the Programme that was added when you added your room requirements within the conference rooms tab

• Each room within the 'Room Allocation Manager ' contains a dropdown and when clicking on this dropdown you will be able to see all of the venue's rooms that have a room profile within the venue profile located at myeventschannel.com.

• If you select a room from the dropdown list you will notice there is a click-through that will take you to a webpage that shows all of the details about the specific room.

• You will also notice, within the Room Allocation Manager that there is a section titled 'Additional Room Questions' 

• The 'Additional Room Questions' section replaces the Main Room Details and Syndicate Room details sections.

• Any questions that you have entered into Office Preferences Options tab will be pulled through into the new Additional Room Questions section

• When selecting a room or making any amendments in the 'Room Allocation Manager' section please be sure to click the green Save button to save your changes.

• If the checkbox within each room that reads 'show all room details on proposal'  is checked the client proposal document will contain the room dimensions and features along with the layouts and capacities for that specific room. A web click through to the room profile will also be shown on the proposal document.

• You can also choose to set the 'show all room details on proposal' as default for all of your proposals by checking the box within Office Preferences, Options, Room Allocation

• If the checkbox within each room that reads 'show all room details on proposal' is not checked then only minimal room information will show on the proposal document along with the click through to the room profile

• If no room is allocated there will not be an allocated room name on the proposal but you can set a default name in office preferences, options within the room allocation section.

• When one of the venues respond to the status of the venue will change to provisional

• You will also notice that now the venue has responded an extra button has appeared. When clicking the Preview Client Proposal Document button you will see a preview of the client proposal document

• Once you are happy with the venue responses convert your enquiry to a booking in the usual way.

****You may now find that some of your additional room questions are no longer required as some of this information is now contained in the venues meeting room profile ****