Organising a one-day conference. Booking facilities. Chairing a meeting. Booking the hotel;

Space scheduling and online bookings for meeting rooms, internal spaces and offices.

Trusted by thousands of venues around the world, Skedda is the smartest way to manage your space.

Skedda makes it a pleasure to manage reservations and increase demand for your meeting rooms .

Scheduling the shared spaces in a busy office can be a challenge. Designed specifically for this type of use, Skedda is perfect for meeting rooms, conference rooms, company resources and presentation areas. With Skedda you can ensure that spaces are booked fairly, that privacy and accountability are upheld for each user, and that double-bookings never happen!

Questions we often hear from companies using Skedda for meeting-room bookings:

Skedda can answer these questions, offering you a secure, reliable and visual scheduler that’s easy to get everyone using.

Booking Recurring Meetings in Conference Room with automatic declines when there is a conflict.

Our conference rooms are set-up as resources to automatically accept or decline notices based on availalbity. How can I book a recurring meeting in the conference room when there is one day with a conflict? Is the only work around to create two notices, skipping the day with the conflict? Or requesting the conflict be cleared so the recurrance can be accepted, then change the occurance for the conflict?

It would be nice if there was a way when creating the recurrance (say a weekly meeting, for 6 months) to remove one day in the period before sending the notice.

Best Practices for Conference Room Booking Systems

If your organization holds many different meetings in an assortment of meeting rooms, you probably are in need of a good system that can help you organize and book time in these rooms. Without a system, your meetings can fall into chaos if there are double bookings or no way to manage cancellations. It is also crucial that your staff aren’t unclear on the proper processes for bookings. Not only does your organization need a system — it needs one that works. Learning best practices for conference room booking systems, can help you find the right solution for your needs and show you how to operate your meeting bookings in an efficient way.

1. Reduce the amount of back and forth communication

When you have a meeting booking process that requires either multiple channel communication, or continuous back and forth between parties, you end up with confusion. Your process for booking a conference room should be simple and not need multiple levels of approval or multiple rounds of communication.

2. Don’t overcomplicate things

If you’re a corporate entity, your organization likely uses one email and app system for all employees, such as Microsoft Outlook or G Suite. If that’s the case, you should continue to use this familiar system and seek options for booking systems that easily integrate. With all users being in the same environment, this is actually the easiest way to implement a booking system, rather than in a situation in which users may be on different types of email servers, such as in an office hotel or other shared spaces.

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3. Bridge the gap between the digital and physical world

Nothing is more frustrating than when a meeting room that was booked up seems to be empty. It’s a waste of time and resources, but there are ways to maximize your spaces. Make it a routine to always update your calendar when a meeting gets cancelled. By doing that, you’re making the room available to your colleagues. We highly recommend to use a conference room booking system that integrates with your calendar system. Then, reservations and cancellations created through the email system reflects on the tablets outside the meeting rooms (and vice versa). By using a system for meeting room bookings like this you’re actually bridging the gap between digital calendars and the physical workspace. And consequently, utilize your rooms to their full potential.

Anyhow, we’re humans and we tend to forget things every now and then (e.g. updating our calendars. ). But, there’s an additional way to manage no-shows and unused rooms — by using a booking system that has a «check in» function! This makes it possible to set a time for when the meeting should be cancelled if not checked in and thereby become available to others.

4. Track your meeting room usage

Are there certain rooms that seem to be more popular and are more frequently booked up? Are rooms often being booked for an hour, but only utilized half of their booked time? What different kind of meetings are the rooms being used for? If you can track these kinds of details in your system, you’ll be better able to understand your meeting rooms and usage, and can optimize the rooms and your system in the future.

When all is said and done, you can only do so much with these best practices if you don’t have an actual system in place. If you are finding you aren’t able to truly implement the necessary processes to make sure your meeting booking is effective and efficient, then it’s probably time to consider investing in a software system that can help enable these best practices. You’ll find that a simple software solution, such as Meetio Room, can make all the difference in optimizing your meeting room usage, avoiding cancellations and double booked rooms. Accordingly ensuring that your meetings run smoothly and effectively.

Hotel Booking

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Hotel Booking

This activity provides short listening practice based around a phone call to a hotel to enquire about reservations.

In this lesson, students will listen to someone booking a hotel. They will predict vocabulary, listen to the conversation and role-play the dialogue to practise their speaking skills. There are also suggestions for developing the theme of hotels to practise specific areas of grammar.

Aims:

  • To practise listening skills
  • To improve students’ vocabulary and speaking skills

Age:

Adults and Teens

Level:

Time:

Materials:

The lesson plan, transcript and student worksheets can be downloaded in PDF format below

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Related resources you may like:

  • Hotels: Students complete a vocabulary exercise to learn words to talk about staying in a hotel

Steps for Preparing a Conference Planning Guide

Organization is Key to a Successful Conference

Hero Images / Getty Images

Planning a conference requires a skill set that includes incredible organizational skills, the ability to multitask, energy, creativity, business savviness, interpersonal skills and attention to detail. It also requires a comprehensive conference planning guide that will not only keep you on schedule but will provide much-needed assurance that you haven’t forgotten something along the way.

How It Differs From Other Event Planning

Conference planning is different from other types of event planning and includes additional steps. Conferences tend to be large-scale events that typically take a year or more to plan. Your to-do list may include selecting a venue, booking hotel rooms, setting up online registration, securing speakers, arranging hospitality suites, hosting an exhibit hall, scheduling meetings, handling food and beverage and more. Preparing a well-organized conference planning guide that maps out the steps is a must-have for any successful conference planner.

The conference planning guide acts as a blueprint for planning any conference. Customize and modify the guide based on the event you are planning and keep it close at hand. When prepared and used properly, it will soon become your most valuable conference planning tool.

Start With Conference Planning Basics

The first part of your conference planning guide should include the basics regarding the conference:

  • Event date and time
  • Event location (if known)
  • Event purpose

Include any other known elements, such as alternate dates or number of attendees.

What’s the Plan?

Before getting into planning the various elements of a conference, you have to figure out what those different elements are and where they fit in the overall scheme of your event. So take out a pen and pad, or sit down in front of the computer, and start writing down everything that comes to mind.

Don’t worry about listing things in order of importance or in any sort of chronological sequence. That will come later. Right now, you will essentially be crafting a very long yet simple version of your to-do list, which will be broken into different stand-alone components to be handled individually during the planning process.

This section may list any of the following:

  • Venue selection
  • Hotel selection
  • Meeting space
  • Hospitality suites
  • Conference exhibit hall and booths
  • Opening ceremony
  • Speaker/exhibitor registration
  • Attendee registration
  • Travel arrangements
  • Attendee badges
  • Program of events
  • Food and beverage
  • Audio-visual
  • On-site staffing

Take some extra time in compiling this list so you don’t overlook anything and go ahead and add anything that comes up later on. Don’t be overwhelmed by the many areas of responsibility listed; the purpose here is to think of everything now so you can plan and manage each item efficiently.

Select a Venue

Once you have determined when the conference is to be held and have an understanding of the overall scope of the event, the next step is to select a venue. Depending upon the size of the conference, you may be able to select one venue for all of your conference needs, from the exhibit hall to meeting rooms, banquet halls, and hotel rooms.

If the conference is too large to be accommodated at one location, seek a venue that is in proximity to outside hotels or catering sites so that conference attendees do not have to travel too far to shuttle from one conference event to another.

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Think About Attendee Registration

Consider the best way for attendees to register for this conference and how you will confirm their registration. You may want to look into creating badges or name tags for the attendees. As you move into registration, be sure to review and update the planning guide.

If an event is expected to draw large crowds, then an online conference registration system is the way to go. The system can process payments, track registrations and organize other relevant information and assist in generating reports and lists of attendees.

Exhibitors and Conference Exhibit Halls

Exhibition areas are a common feature at conferences, providing an opportunity for sponsors and vendors to rent space to promote their products and services. This is also an opportunity for the conference host to bring in revenue if the exhibit feature is effectively promoted and well received. Depending on the size of your conference, managing the exhibitors and exhibit hall will require additional time and resources so plan accordingly.

As noted above, online conference registration systems are the best way to track registrations so if you are expecting a large number of exhibitors, then consider incorporating exhibitor registration into your attendee registration system. Exhibitors will also need the following:

  • Exhibitor badges
  • Map of the conference exhibit hall with booth numbers listed
  • Manuals for exhibit booth set up and tear down
  • Exhibit booth contracts
  • List of on-site vendors available to assist with exhibit rentals and services

As the conference planner, you will be responsible for hiring security to ensure the safety of materials located in the exhibit hall.

Plan the Conference Details

With some of the larger responsibilities tackled, such as conference venue selection and attendee registration, you can shift your focus to planning the particulars of the conference. As is the case with planning an event of any nature, being organized is just as paramount as attention to detail.

Now is the time to pull out that long laundry list of to-do items that you put together at the outset of the conference planning process. Look through the list and make changes or additions as necessary to reflect the latest tasks and responsibilities. Next put these items in chronological order, starting with items that can or must be completed far in advance. For example:

  • Book block of hotel rooms
  • Reserve exhibit hall space
  • Research online conference registration systems
  • Plan a conference marketing plan

Start at the beginning and go from there. For every detail that must be tended to include a follow-up to be sure that contracts are signed and received. As the conference date nears, your action items will include short-term tasks such as:

  • Select color scheme and decor
  • Make floral arrangements
  • Cthe hoose menu
  • Arrange for airport transportation for speakers or VIPs

Consider your conference planning guide as your go-to manual for everything that is included in planning a conference, no matter how small. This guide will quickly become an invaluable tool that will not only keep you organized and on schedule but will soothe the nerves as the big date approaches and you question whether you have forgotten something.

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