Handling travel and accommodations for event attendees adds a fantastic layer of service, but it can feel like juggling a dozen balls at once. How do you keep all those moving parts—from guest room bookings to flight details—neatly organized without losing your mind?
Enter EventPro’s Event Planning Suite, featuring two standout tools: the Event Accommodations Module and the Event Travel Module. These aren’t just generic features; they’re specifically built to make your life easier, transforming what could be a chaotic booking process into a streamlined, stress-free experience.
Imagine this: You’ve got a large-scale event with hundreds of guests. Each one has unique needs, from room preferences to travel arrangements. You can handle it all in one place, which means fewer headaches and more time to focus on making your event unforgettable.
What’s great about these tools is how they’re designed with the busy event professional in mind. They don’t just keep things organized—they make the whole process smoother, faster, and way less stressful. So, whether you’re planning a corporate conference, a multi-day festival, or an international gathering, EventPro has the features to help you pull it off seamlessly.
In the end, it’s all about giving your customers an incredible experience, while keeping your sanity intact. And with EventPro’s powerful modules at your fingertips, you’ll be ready to handle every detail with confidence and ease.
EventPro's Event Accommodations and Event Travel Modules will help you manage all of the crucial details of travel & accommodation arrangements, including:
And because the Event Accommodations and Event Travel Modules are directly integrated with EventPro, reservations will be attached to the appropriate attendees and events, easily accessible for review, editing and printing.
The "multi-add" feature in the Event Accommodations and Event Travel Modules allows you to add a travel or accommodation arrangement to multiple attendees in one quick process. Instead of manually entering information for each attendee, you can handle it all at once, significantly reducing the time spent on data entry. Not only does this save you time, but it also minimizes the risk of errors that can occur when re-keying the same information over and over. The convenience doesn’t stop there—EventPro also offers "multi-edit" and "multi-delete" functions, allowing you to update or remove multiple records simultaneously. Whether you're making minor adjustments or major changes, these features let you manage large amounts of data with the same ease as handling a single entry, making your workflow faster and more efficient.
If you already have travel and accommodation arrangements organized within files or databases, use the import feature in the Event Accommodations and Event Travel Modules to quickly add them to the event. This feature is designed to handle bulk imports, making it ideal for large events with complex logistical needs. By importing reservations directly into EventPro, you ensure that all travel and accommodation arrangements are seamlessly incorporated into your event planning, ready for immediate access and management.
If you have the Event Accommodations and Event Travel Modules, as well as EPConnect Attendee Online, you can allow attendees to select or enter their travel and accommodation information online. You then simply import the information back into EventPro for fast, accurate organization of attendee travel & accommodations. Once attendees have submitted their details, you can easily import this information back into EventPro, where it will be automatically organized and linked to the correct attendee profiles. This not only speeds up the process but also enhances accuracy, giving you more time to focus on other aspects of your event while ensuring all travel and accommodation logistics are handled smoothly.
Because the Event Accommodations and Event Travel Modules are integrated with EventPro, all of your travel & accommodation information will be connected to the relevant attendees and events. This makes it easier for you and your staff members to find and view critical information.
When you add travel and accommodation records to attendees, the Event Accommodations and Event Travel Modules will automatically check the check in/check out dates against the arrival/departure dates. If there is a date discrepancy – e.g. the attendee's travel arrives a day ahead of the accommodation check-in – you will receive a warning.
Use the reports built into the Event Accommodations and Event Travel Modules to easily track which attendees are coming and going. You can quickly review records like reserved accommodation rooms, arrival and departure times, check in and check out dates, and more.
Thanks to EventPro's multifunctional design, your event finance data and travel & accommodation records are all integrated together for easy billing and payment processing.* When assigning travel and accommodation reservations to attendees, you can indicate who will be billed for the reservations. When you later generate an invoice for the bill-to party, the travel and accommodation charges will be automatically pulled in for easy, accurate attendee billing.
*With EventPro's Invoices & Payments Module
Contact our friendly & helpful Solutions Consultants today for a free demonstration.