1 - Notification of received booking
You will be informed by e-mail of any new bookings received. This will be sent to the email address you have entered in the MeetingMarket Extranet (admin area) as your general customer contact.
2 - Steps directly after successful booking
Your customer has already received a booking confirmation by e-mail and has previously confirmed your general terms and conditions (T&Cs). As a result, you do not need to send your customer an additional contract or booking confirmation.
Check if you can actually accept the booking:
There are few reasons to cancel your booking. Possible reasons for a cancellation could be: exclusivity promises to companies in the same industries (compliance), concerns about the type of customer (e. g. political orientation) or simply a mistake in your availability management.
The respective booking details can be found in the Bookings section in your Extranet.
3 - Rejection of a booking
If you are in fact forced to cancel a booking, simply press the "Cancel Customer" button. This drastic step should only be taken if a valid reason is given and at the latest within 24 hours after the booking took place.
4 - Enter booking into your PMS
Entry of the booking in your reservation system/calendar or PMS:
In order to keep your room availability up to date, you should transfer the received booking as quickly as possible to your hotel reservation system (PMS). Depending on the system you are using, the procedure is slightly different.
Manual resource planning with the MeetingMarket Planner:
If you manage your conference and event rooms with the integrated MeetingMarket Planner, the incoming bookings are entered directly in the calendar.
You must manually transfer any room bookings to your reservation system (PMS).
Automatic interface to your property management system (PMS)
If you automatically transfer room availability via interface from your PMS (e. g. Opera Sales & Catering, Suite 8, Protel, SiHOT, Silverbyte, Citadel), you must immediately store the incoming booking in your PMS manually.
5 - Contacting the customer
As a next step, you should contact the customer to discuss the details of the event. You will find your customer's contact details in the booking confirmation e-mail and in the booking overview in your MeetingMarket Extranet under "Bookings".
Advice: It often makes sense to contact the customer for details only when the last free cancellation date is in the past.