The guest booking the room and the organizer of the group stay need other information. The hotel website should guide both types of recipients to the right way of contact.
Recognize the organiser's task
The person who plans to leave the team compares more than the pictures of the room. He needs information about the number of participants, the layout of the rooms, the meals, the timing and organizational possibilities. He does not need to know all the answers immediately, but should know what to ask.
Create a separate entrance to the group offer if the hotel actually implements it. Do not direct each recipient to the same single room reservation form. Describe only the services available and agreed cooperation options.
Show space in a useful way
The images should answer the questions about layout and scale. Place the confirmed data and the information for which the settings are given in the room. If you show an example arrangement, sign it. The impression of a large space in the photograph does not replace parameters.
Prepare for any relevant space:
- a name to identify it;
- a description of the destination;
- equipment available;
- limitations relevant to the organiser;
- photographs from different perspectives;
- the way to the person responsible for the offer.
Design a short group request
An example form may ask for an indicative date, number of people, accommodation and the nature of the meeting. Give the opportunity to indicate that the date or range is not yet set. Enforcement of accurate data too early may prevent meaningful first contact.
After sending, explain the next step. The team should receive a notification in a form that facilitates the preparation of the reply. Do not automatically write the availability promise if it needs separate checking.
Connect the offer to the rest of the page
From the group section, let us go to the rooms, location and directions. Keep a clear sign of return to the usual booking. When updating the photos, check the data and form so that all elements describe the same condition of the offer. The supplement is the guide about presentation of hotel rooms and bookings.
