With EventMatic you can import the hotel room list one row per room, see who sleeps where, send vouchers to guests and print the summary by date, without leaving your event platform.
When an event runs over several days, the hardest part is often not the venue: it is the hotels. The room list arrives as an Excel sheet, has to be matched by hand against the registration list, and every room change turns into a chain of emails.
With EventMatic, the event management platform by Infordata Sistemi, hotel bookings can live on the same platform where you manage invitations, registrations and accreditations. Like every EventMatic feature, hotel booking management adapts to the way each client works: the flow, from importing the room list to sending the vouchers, is configured around the needs of the event, with no single fixed path.
Import the room list as it is
Each row of the file is a room: EventMatic can read it with an import template set up for the event, so staff can also upload updates without redoing the configuration.
Who sleeps where
For each booking you can see the room occupants, the board type (board types can be defined for each event) and who should receive the confirmation.
Vouchers for guests
The booking voucher can be included in EventMatic’s regular mailings, also as a table, with the event organiser’s contact details. Before sending, you can preview the email and the PDF exactly as a guest will receive them.
“Bookings by date” summary
A PDF listing bookings day by day, with the event logos, ready to hand to the hotel or your staff. Tags on accounts help you group guests, speakers or delegations.
The result: one list, always up to date, for both registrations and overnight stays.
Do you organise congresses, conventions or multi-day events with guests in hotels? Request a demo on eventmatic.cloud or contact us: we will walk you through the whole process, from room list to voucher.