HOUSING MANAGEMENT

Simplify the most challenging aspect of housing management – sub-blocks.

Sub-blocks are designated sections of a hotel’s room block that can be created to accommodate special groups including exhibitors, VIPs, speakers, and staff.

Orchid works with you to identify the specific sub-block needs for your event and makes recommendations to flawlessly execute this critical area of housing management.

Our home-grown Online Room Block Request Tool has proven helpful in managing some of the most important event attendees.

Whether your event uses one hotel or ninety, our time tested housing processes and procedures are implemented for every event.

Orchid takes a proactive approach to managing and maximizing your room block pickup. We will provide you with the means to educate your attendees on the importance of booking with contracted hotels, and ensure you are getting the due credit for those who attend your event.

Our support doesn’t stop at the housing website close, we are there for you throughout your entire event!

Orchid representatives may be employed to assist you and your attendees onsite at your event. This representative will be available during the days and times you require.

On-site representatives can:

• Attend pre-convention meetings with hotels and CVBs
• Assist attendees with reservation inquiries
• Confirm VIP & staff rooming lists prior to check-in
• Provide daily pickup and no-show reports from hotels
• Assist attendees in sold-out and walk situations
• Meet with exhibitors to discuss future housing needs
• Open housing for your next event

We help you look ahead and prepare for what is coming next!

As an Orchid client, you will have access to the reservation system’s Event Planner Dashboard which provides real-time updates on your event’s pickup through a set of standard reports.  Customized reports are also available with set-up assistance from your Account Manager.

Event Planner Dashboard features:

• Run reports
• Submit or modify rooming lists
• Deliver data to your inbox or export as a PDF/Spreadsheet
• Access historical data to guide future event planning

Common Standard Reports:

• Block & Pickup Reports by hotel
• Booking Pace
• Event Revenue Report
• Sub-Block Report by Company, Group, or Type
• Delegate Rooming List

Custom Reports are created and set up by your Account Manager according to your needs.

Post Event:

When your event is over, we conduct a post-event audit to ensure every booked room gets counted. We want you to have an accurate report card and get credit for the appropriate financial concessions.

We obtain all final pickup information from event hotels and create a detailed final housing report including the audit results, “wash factor,” number of reservations by booking method, pace reports, etc. We review this information with you in a post conference call to review the housing process and offer suggestions to optimize future meetings.