Conference Centre Management Application

Conference System™ is a highly intuitive, attractive and user-friendly web-based Conference PMS (Property Management System), ideally suited for conference centre or venue operators with one or more sites in multiple time zones or tax jurisdictions. Being web based, Conference System has integral facilities for securely taking online sub-bookings and payments. Operators can create and send confirmation letters, invoices and statements etc. direct from the system, and can even launch and manage full-scale HTML email marketing campaigns without any third-party tie-ups.

Summary of features:

Eight years of development — Conference System is derived from Hotel System™, which was first developed in 2002. What started out as a way of managing a few hotel function rooms, has grown into a powerful standalone booking, financial and marketing system suitable for multiple conference centres.

Beautifully intuitive interfaces — The system’s interfaces have been designed to look good and be used intuitively, reducing or even removing training requirements for day-to-day users. Consistent design metaphors and logical colouring have been expertly used to promote confidence and increase productivity.

Accessible from anywhere in the world — Any number of users can concurrently access the system at any time from any PC, Mac, iPad or smartphone with an internet connection and modern browser. The security techniques and technologies employed are similar to those used for internet banking and trading.

No special equipment needed — Conference System requires nothing more than a basic, internet enabled computer and is not susceptible to viruses or malicious software residing on your office network. We take care of all the specialist hardware, housed in secure datacentres in Germany and the UK.

Continual development and improvement — We value operator feedback and continually enhance the system accordingly. Because the software runs on our servers, we are able to develop and improve the system without access of any kind to your computers or network. Any changes we make will instantly be seen by all authorised system users without the need to install CD updates.

Scalable — Suitable for groups of conference centres in different time zones and/or tax jurisdictions, with dozens or even hundreds of function rooms, suites, halls or spaces (the terminology can be set as you prefer). Conference System is equally ideal for small operators due to its unit-based pricing model.

Automated charge calculation — Individual resource hire rates can be set for weekdays and weekends in peak and off-peak months, with catering charges calculated per head. Alternatively, a range of all-inclusive delegate rates can be preset for selection at the time of booking (all calculations can be overridden).

Manage break-out rooms — Any number of rooms can be grouped together under one booking whereby the status of all can be changed in one click, and all transactions appear on each allocation account.

Manage rooms or spaces that can be divided up — ‘child’ rooms or spaces can be configured as being dependant upon ‘parent’ resources, giving warnings if you try to make multiple bookings that clash.

Manage room sub-bookings — Create and manage sub-bookings for in-house events such as seminars or diner/dances. Track individual charges and payments, and generate personalised receipts in a single click.

Comprehensive financial management sub-systems — Conference System accounts for and reports on takings, turnover and various account balances. Confirmation notes, invoices and statements can be generated (with a logo) as printable web pages or PDF files which can be emailed direct from the system.

Configurable aide memoir — Swiftly record a booker’s requirements for table layout, refreshments, entertainment and room resources (floating resource management functionality coming soon).

Mailing list and email marketing module — Legitimately send personalised plain text or HTML emails to tightly targeted groups of guests and/or clients, avoiding junk folders and maximising delivery (subject to your message conforming to certain rules and regulations, and your mailing list being legally obtained, clean and current).

Manage your facilities from an iPhone/iPod Touch — Due to be implemented next year, a special web app will offer essential system functionality via your iPhone, iPod Touch or most modern smartphones (viewable on smartphones with a WebKit browser engine e.g. Apple’s iPhone, Google’s Android, Nokia’s Symbian S60, Palm’s WebOS etc.).