Event Management Software - Standard Reservations vs. Events with Reservations

September 24, 2019 By Beth Goodell

Your event management software solution should help your organization efficiently manage all kinds of reservations. There is more than one! The details of doing this have grown exponentially as service offerings have become increasingly nuanced in hotels, banquet halls, and other venues. It used to be that a reservation was simply related to a table in a restaurant. Today, reservations have expanded to include other activities that involve assets specific to the venue where inventory management is more detailed. So, there are differences between standard reservations like this, and reservations pertaining to a specific event.

For instance, what if your “inventory” is related to an event rather than a venue? For example, your New Year’s Eve party is open to the public and the ballroom can accommodate up to 1000 guests. Would it be better to use standard reservations software to book these guests, or use catering software to create an event in the ballroom and then add reservations to that event? The answer can be either one, depending on how you want to keep track of each individual reservation while also mapping the guest count and financials to food and beverage requirements.

But what are some of the differences between these two kinds of reservations? Let’s take a look.

Standard reservations

A standard reservations system is used when you have a venue that regularly offers a specific quantity of “assets” like dining tables, wine tasting experiences, stadium suites or some of the varied options found in family entertainment venues (think bowling, bocce, laser tag, etc.).  Those assets are regularly made available at a set time and often have scheduled availability based on factors such as days of the week or holidays.  

Each reservation has a life of its own and may include food, beverage and service components. The software you use to manage those reservations must not only account for when an asset is booked, but how and when it will become available again. 

Events with reservations

A reservation to an event differs from a standard reservation because the “asset” is tied to the event rather than the venue. For example, a reservation to the New Year’s Eve party has the same start and end time for all attendees (unlike multiple dinner reservations at a restaurant in a given evening).  Additionally, the nature of that event is likely the primary influence as to how food and beverage is choreographed to accommodate other entertainment like dancing, concerts or even speaking engagements.  

Similar events would include a stadium, winery or museum tour.  Ticket sales often facilitate reservations to these types of events and provide the ability to manage all aspects of selling and executing. This is especially true when trying to collect payment from various attendees, perhaps at different price points.

Managing both Scenarios

With the differences outlined above, how do you proceed? One way is to think of the guest experience. What is going to be the most important aspect of their experience where your events are concerned? Is it about the timing of the event, such as when dinner is served, or when dancing begins? Is it about the space itself and how comfortable they will be while they are in it? Is it more about the physical inventory; number of lanes, equipment, and other aspects?

Another way of course is to make sure that the event management software solution you’ve got allows you to plan an event, manage assets associated with that event, and be able to clearly and effectively communicate with your customers without too much manual effort. This should be in place whether your managing standard reservations, or event reservations that have their own unique requirements. The system itself should help your organization to make the process a coherent and easily managed one in either case.

To learn more about how current and industry-leading event management software should help your organization create end-to-end processes that enhance the experience of your guests, check out our Infor Sales & Catering page right here.

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  • Events
  • General
  • Technology
Industry
  • Hospitality
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  • Worldwide

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