Orchid Event Solutions books 108 room nights outside of the original contracted block with GroupMAX’s wait list feature for American Chemical Society 243rd National Meeting & Expo
As the offi cial convention housing service provider for the American Chemical Society’s National event, Orchid Event Solutions sought to fulfill the event’s contracted room block, while offering protection from hotel attrition clauses and providing a more e fficient way to handle fax, mail and phone requests for hotel reservations. Historically managing attendee reservation requests for sold out nights or room types was a very manual process and did not provide the best experience for attendees.
TECHNOLOGY SOLUTION - Enable Passkey GroupMAX Wait List Feature
- Increased room block pickup by accommodating event date and shoulder night requests
- Reduced attendee request call volume with automated wait list night fulfillment
In the interest of preventing attendees from being turned away from the block, Orchid Event Solutions enabled GroupMAX ME’s wait list feature, addressing limited inventory availability concerns. When booking through the dedicated reservation website, attendees were able to enter their desired check-in/out dates and request to reserve room nights, even if no inventory was available that matched their preferred stay dates.
As nights were added to the wait list, Orchid Event Solutions automatically fulfilled requests as inventory became available. Shifting these requests online significantly improved block pickup and dramatically reduced time spent managing telephone requests.
Once a wait list night was accommodated, attendees instantly received a customized acknowledgement to inform them their request was successfully fulfilled.
“Implementing and managing the Wait List feature not only increased our contracted room block pickup, it also provided our attendees a much better booking experience. This represents just one of the ways Orchid Event Solutions continues to expand their services to maximize our room blocks and provide personalized service to our attendees.”
Nancy Todd
Manager, Conference Management and Vendor Relations
RESULTS
- 108 unplanned room nights picked up
- 85% of reservations booked online
Orchid Event Solutions Deployed GroupMAX ME in 2007
About Orchid Event Solutions, LLC (OES), Provides customized web/mobile multilingual online event registration forms, secure payment processing, exhibitor registration and complimentary booth personnel allocation, on-site technical and registration staffing support, name badge and ticket production, attendance tracking, CEU management and certification, computer and printer rental and lead retrieval.
One of the nation’s leading convention housing services companies, OES focus is to assist event organizers in maximizing their hotel room blocks and minimizing any risk of attrition. Utilizing the leading hotel booking and management technology, GroupMAX ME by Passkey, OES provides event specific web/mobile booking sites, extensive sub block and exhibitor management, in-house customer call center and on-site attendee support. OES is the official Convention Housing Service Provider for Visit Salt Lake, Utah Valley Convention & Visitors Bureau and the Palm Springs Convention & Visitors Authority.
