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How Event Planners Use Hoteling Apps to Simplify Corporate Events
Corporate events are back in full swing, and so are the challenges of organizing the event. From leadership conferences to trade shows, companies are investing in providing the best experiences for their staff and guests. However, with the comeback comes a wave of problems, including double-booked rooms, missing equipment, and email threads, as well as attendees who are getting frustrated.
This is where hoteling apps are a must. These applications and event schedulers, once considered merely tools for desk booking systems, are the unseen heroes of corporate event planning. Whether you are the HR manager organizing seminars or event coordinations for trade shows, hoteling apps are there to help you plan, manage, and execute your event with precision.
If you’re ready to streamline your event management process and create smooth experiences, this blog will show you how hoteling apps can alter your corporate planning experience.
What Is a Hoteling App?
A hoteling application is more than just simple software; it is designed to manage shared spaces and resources, facilitating easy reservations and ensuring availability. It goes beyond the simple desk reservation, and for office event planning, the application serves as a pass to delivering a smooth process.
Here are some of its key functions in event planning:
- Room Reservations: It secures conference halls, breakout rooms, and meeting rooms in advance without the problem of double-booking
- Equipment Booking: It facilitates reserving microphones, projectors, and the best catering setups, especially for events that require planning.
- Attendee Tracking: Monitor check-ins and attendance to ensure a smooth guest experience at the event.
- Calendar Integration: Sync with online tools like Google Calendar or Outlook for scheduling.
With these features, the hoteling application becomes an efficient alternative to traditional office hoteling software, ensuring that it helps facilitate corporate event planning without compromising quality.
Which Corporate Events Gain the Most from Hoteling Apps?
Corporate events have different needs, but they are mostly logistical headaches. That’s why companies try to consider other ways to make their events run smoothly and seamlessly.
Here are a few event types for which hoteling apps are beneficial.
Trade Shows
Managing floor layouts, event vendors, and traffic flow at events can be overwhelming, even for experienced event coordinators. That’s why relying on a hoteling app allows you to reserve vendor spaces efficiently, use digital maps to guide attendees, and prevent confusion due to booking confirmations.
Seminars & workshops
Any school or university event requires proper attendee management and timekeeping. With hoteling apps, attendance tracking can be done in real-time, allowing you to schedule different sessions without overlap and minimize congestion at the event start time.
Leadership Conference
Top-level meetings can be challenging to execute, and ensuring the availability of meeting rooms and AV equipment booking is crucial. Additionally, attendee tracking is available for security purposes when utilizing the hoteling apps.
How Hoteling Apps Streamline Event Management
So, what part do hoteling apps actually play in this space? The power of this software lies in its ability to centralize and automate event management tasks. Here comes the hoteling app. It helps reduce the stress from your event planning process:
- Attendee Check-Ins: Rather than long registration queues, offer QR codes for digital check-ins through mobile apps, and watch your hoteling software skim those wait times.
- Foot Traffic Management: By using beacons and 3D maps, attendees can easily navigate tables and areas, particularly in larger venues. This enhances the guest experience while also ensuring that safety regulations are met.
- Room & Equipment Reservations: Double bookings are so frustrating, aren’t they? However, with hoteling apps, you can now make reservations with greater accuracy.
- Data-Driven Decisions: Real-time attendance rates, space usage, and equipment demand are the types of metrics that hoteling apps provide to event coordinators, enabling them to make informed post-event plans and improve event coordination.
Tips On How to Implement Hoteling Apps for Events
The most efficient planners for corporate events bring automation and flexibility to event organization, making it simple to use and helping coordinators remove the stress of planning. One of the most valuable app features is the integration with widely used platforms, such as Outlook, Okta, and Zapier, which enable teams to sync calendar schedules and avoid conflicts across multiple systems. Another feature is the protection of the meeting, which frees up no-show reservations and makes rooms or resources available for others. This ensures effective space monitoring and flow of events. Additionally, equipment reservation is simplified through the application, allowing event planners to book the necessary AV equipment, such as microphones, laptops, and projectors, in advance to ensure it is ready.
Hoteling apps with a visitor management feature enhance the security of the guests and event attendees, streamlining the issuance of digital badges, tracking who enters the venue, and monitoring access points. Together, it transforms what could easily become an overwhelming process into an effortless and seamless experience, allowing corporate event planners to focus on the more essential aspects of the event.
| Integration | Purpose | Benefits for Event Management |
|---|---|---|
| Outlook Integration | Syncs calendars and meeting schedules automatically. | Prevents double bookings, aligns event timing, and simplifies cross-team scheduling. |
| Okta Integration | Provides secure, single sign-on (SSO) and user authentication. | Ensures only authorized team members and guests can access event data or spaces. |
| Zapier Integration | Automates workflows between DeskFlex and other productivity tools. | Reduces manual data entry and allows seamless updates between systems like CRM and email tools. |
| Meeting Protection | Frees up no-show reservations and releases unused spaces. | Optimizes room utilization and maintains a smooth event flow. |
| Equipment Reservation | Allows booking of AV tools like microphones, laptops, and projectors. | Ensures all required equipment is ready before the event begins. |
| Visitor Management | Tracks attendee entry and issues digital badges. | Enhances guest security and improves on-site check-in experience. |
Best Practices for Implementing Hoteling Apps
However, while a hoteling app is considered the best event planner app that may automatically give you a positive result, they are only effective when they integrate into the venue’s existing network.
Here are some of the best practices to observe when you are planning corporate events using hoteling apps:
Integration: You can’t have it both ways. By integrating the hoteling app with your current organization network system (e.g., calendar, HR software, and communication tools), you can prevent workflow duplication and keep data in sync with your processes.
Customization: For any event, having an on-demand booking system will sometimes not exactly fit your moment, so go for customizable hoteling apps
Training: Even the most helpful software products can be ineffective if your team doesn’t know how to utilize them effectively. Your staff needs to go through proper training on navigating the app. A hoteling app that offers training sessions to both staff and event coordinators will ensure your staff understands the technology.
Feedback Loop: Utilize analytics and event surveys to understand what actually happened after the event, make adjustments to improve the next one, and ultimately provide a better experience for everyone.
DeskFlex: Your Key to Stress-Free Corporate Event Planning
Corporate event planning doesn’t need to be stressful, and selecting the right hotel booking application and software can help you navigate the process.
With DeskFlex, you can automate check-ins, prevent scheduling conflicts, manage AV equipment, and collect insights in one platform.
No more stress, no more mess—DeskFlex makes your corporate events a success.
Book your free demo today and let seamless planning lead the way.
Learn more: https://www.deskflex.com/
FAQs
In simple terms, a hoteling app is a software program that enables corporate organizers to manage venue and equipment reservations, track guest attendance, and allocate event resources.
Easier task centralization for room booking and check-ins and equipment management, thereby easing your plan and saving time with fewer errors.
Yes, the app can organize and handle multiple event bookings simultaneously on most platforms without any risk of approaching.
Absolutely. Most companies have an existing network in their organization. The DeskFlex hoteling app can integrate with its network and sync with other popular systems, including Outlook, Zapier, and Salesforce.
The system automatically updates availability, tracks reservations, and protects users from cancellations by automating the entire process.
For other companies, yes, it is just a matter of integrating technology into your business. They are similar in function but also more adjustable for a workplace.
The app tracks the number of attendees and event check-ins. It provides report analytics, such as date and time, and attendance, for analyses and post-event preparations.
Yes, the details are provided in hoteling apps, outlining the number of attendees and the level of engagement during the event.
The system automatically releases the venue and makes it available for booking to others.
Always check the integration, ease of use, and scale of an app being incorporated, as well as the strong support for it in the business domain.
