Meetingsbooker - Conference & Meeting Room Online Reservations Systems

You can choose to list your hotel or venue using our Meeting Room Booking Engine or 
Instant Conference Quote system on Meetingsbooker.com and also add this system your 
own website.

Either system can also be added to your own website

The system will be configured by our team, but you will have access to our online management dashboard to update prices, add special offers or meeting room pictures.

There are four stages involved in both systems:

1) Search

  • Search day, month and year.
  • Select Full day, morning, afternoon or evening.
  • Select number of attendees
  • Option to click on advanced search to book over more than one day.

2) Meeting Rooms Set Up

  • Meeting room dimensions and ceiling height.
  • Floor plans and meeting room images.
  • Room set up options and capacities including theatre style, banquet, boardroom, classroom, reception, u-shape and conference.
  • Options to include meeting room hire based on full, half day and evening rates.
  • Meeting room hire prices can be added in sterling, euro or dollars.
  • Photo Gallery showing meeting room and venue pictures.
  • Special offers option highlight meeting room savings / discount.

3) Equipment & Refreshments

  • Prices for additional equipment such as LCD Projectors, video & DVD equipment.
  • Option to include equipment as "complimentary" or "on request"
  • Full breakdown of refreshment prices per person.
  • Clients choose quantities and serving times required.
  • Coffee / tea breaks with danishes, pastries, scones and biscuits etc.
  • Breakfast, lunch and dinner menus presented in branded pdf docs.

4) Confirmation + Payment

  • The booker accepts the venues terms and conditions.
  • The booker leaves their credit card to secure the booking. (Booking Engine)
  • The enquirer leaves their personal details and email. (Instant Quote)
  • Accommodation (Optional)
  • Clients can also request accommodation - this is not based on live availability.
  • An automatic confirmation email is sent to the meeting booker, the hotel or venue also receives a copy of the same email.

Managing online meeting room bookings / quotations

Once you register for either our meeting room Booking Engine or conference Instant systems, you will be given your username and password to access our easy to use online management dashboard system.

The dashboard allows you to:

  • Update meeting room information, prices and dimensions.
  • Edit information and prices for equipment and refreshments.
  • View online bookings or enquiries/RFP's received.
  • View up to the minute statistics and reports.
  • Add new users to the system such as new conference executive.
  • Set up meeting room special offers.
  • For our Booking Engine system you can update availability.
  • Update general terms and conditions.

Key difference between both systems.

With our meeting rooms Booking Engine system corporate clients are required to secure the provisional meeting room booking with their credit card. Plus the hotel, conference or meeting venue needs to update availability using our online management dashboard system.

With our meeting room Instant Quote system, no credit card details are needed as clients simply enter their contact details. There is also no availability management required on behalf of the conference centre, hotel or meeting venue. Instant Quote provides venues with an automatic RFP system.

Benefits

Our meeting room Booking Engine and meeting room Instant Quote systems deliver the following benefits sales, marketing and management for hotels, conference and meeting venues.

Sales Benefits

Increases meeting room bookings / enquiries

Makes booking meeting rooms a lot easier for corporate clients.

Clients can reserve or book online

Clients can provisionally reserve or book meeting rooms online.

Receive an instant quote

Clients can quickly receive an instant online quote.

No commission charged

Venue can choose to pay no commission

Offers competitive advantage

Allows you to quickly convert browsers on your website to bookers

Marketing Benefits

Promote meeting room special offers

Facilitates the promotion of meeting room special offers.

Flexible system

Venues can configure the booking engine to suit their needs

Database development / Direct marketing

Allows you to capture client details who are browsing your website

Management Beneifts

Saves sales staff time

Reduces the time sales staff waste responding enquiries or preparing quotes.

Effective reporting

The Meetingsbooker online management dashboard provides reports and statistics.

  

  

meeting room software