Meeting Rooms

To manage your Meeting Rooms, click on Facilities > Meeting Rooms from the top navigation bar.

Meeting rooms let you showcase and sell your meeting rooms, on and off the premises. To create a meeting room, click the Create meeting room button.

The following sections step you through every part of managing a meeting room.

Configuration

The Configurations tab is selected by default when you get started.

This section covers the basics of your meeting room.

Internal name The name of the room, as you refer to it internally. e.g. Ballroom 1
Type The type of meeting room. e.g. Ballroom
Access The access type of the meeting room. e.g. Private Access
Level The level the meeting room is at. e.g. Mezzanine
Dedicated Whether this is a dedicated meeting room. e.g. Yes
Irregular Whether this meeting room has an irregular shape. e.g. No
Capacity The number of PAX the meeting room supports. e.g. 10

Dimension

This section lets you enter the meeting room dimensions.

Area Area in square meters. e.g. 1000 sq. m.
Height Height of the room in meters. e.g. 12m
Width Width of the room in meters. e.g. 100m
Length Length of the room in meters. e.g. 100m

Schedule

This section lets you manage when the meeting room is readily available.

Operating hours

Opens Time of day when meeting room becomes available. e.g. 09:00
Closes Time of day when meeting room becomes unavailable. e.g. 21:00

Days of operation

This section lets you set the days of the week when the meeting room is available.

Toggle the switch to ✅ to indicate that the day is available.

Seasonal

This section lets you set the dates the meeting room is available throughout the year.

Start date Date when meeting room becomes available. e.g. Sept 11, 2024
Start date Date when meeting room becomes unavailable. e.g. July 11, 2024

Amenities

Click on the Amenities tab to continue.

Similar to property amenities, meeting room amenities applies to the specific meeting room only. Check each amenity that applies.

Descriptions

Click on the Descriptions tab to continue.

Similar to property welcome text, you can create localized descriptions for the meeting room as well. You can write in as many languages as you wants. We will add translations for all the most popular languages. This is the text travelers will see when viewing your meeting rooms.

Name Give the meeting room a name. e.g. Ballroom 1
Description Describe the meeting room in a paragraph or two. e.g. This is the best ballroom in the whole world…

Photos & Videos

Click on the Photos & Videos tab to continue.

To add a new photo or video:

Click on the Upload media button.
Media can be added:
- By dragging images from your computer onto the window or click Browse.
- By pasting an external URL that points to an image.
- By using your laptop camera.
- From your Google Drive account.
- From your Dropbox account.
- From Shutterstock
- From gettyimages
- From iStock
- From Unsplash
When uploading single images, you’ll be asked if you want to crop the image before uploading.
Once your image has finished uploading, the pop-up window will close and the image will show up in your list of media.

Metadata

You can add additional metadata to your images and video by clicking on the ✏️ icon next to your image.

Metadata can be:

Lifestyle Set it if an image represent a specific lifestyle.
Category Set it if it matches a specific category. e.g. Pool view
Captions Describe the image in any language you want.

Click on the Social media tab to continue.

You might be wondering, “Why does a meeting room have its own social media section?”. A meeting room can also be a facility close to the property but off premises with its own staff and its own IG profile.

Social media keeps you in touch with new and existing travelers over time. Add your social network accounts to your profile so guests can easily get in touch with you and learn about this meeting room.

Toggle the switch of a social network you wish to enable.
Enter the name of your account on that network.

Reputation

Click on the Reputation tab to continue.

Similar to the Social media tab, you would use this tab if this meeting room has a separate reputation score(s) or extra accolades that you want to highlight here.

Your reputation is your digital currency and you want to be able to take it with you wherever you go. A reputation entry can be anything your property wants to take credit for such as a 3rd party rating or for the bake-off where your chef won gold. In this section, you can add your scores and rankings from all over the Internet.

Click the Add reputation score button.

Category Choose the type of score you want add. e.g. Third party review
Provider Type in who awarded you the score. e.g. BigOTA.com
Rating type Select the form in which you received the score. e.g. Numeric
Date Optionally, enter the date you received the score.
Rating Enter the score you received. e.g. 8.5
Max rating Optionally, enter the max score possible for this type of award. e.g. 10

Attribute Based Selling

Click on the Attribute Based Selling tab to continue.

All our facilities come with their own ABS section. This section lets you create upsell opportunities on the main inventory or make a non-transactional inventory type transactional. We highly recommend you create these opportunities to potentially connect with the booker at a higher price point during the booking process.

Price point Give the traveler a quick indication of how expensive this meeting room is.
Active Toggle switch to 🛑 if you want this meeting room to become unavailable to book across all sales channels.
Commissionable Indicate whether the affiliates makes a commission on this inventory.
Featured Indicate whether this meeting room should be more prominently placed if the option presents itself.
Attribute Based Selling Toggle switch to ✅ to enable ABS on this inventory. Once enabled, you need to add at least 1 ABS item for sale

Ancillary item

When you enable ABS, you can start adding ancillary items and make them available for sale.

By default, an empty item has already been created for you. You can add more by clicking the Add item for sale button.

Name Give your ancillary a name. e.g. Ballroom 1 - Hour
Pricing type Indicate how you want to calculate price. e.g. Set to Per hour to indicate price is based on no. of hours rented.
Base price Enter the regular price of this item. e.g. 20 / hour
Discounted price Enter the price Wink users get when booking the item. e.g. 15 / hour

Limits

You can restrict the availability of this item by setting min / max limits on quantity.

Minimum quantity Restrict on the minimum quantity that need to get booked. e.g. 20 attendees
Maximum quantity Restrict on the maximum quantity that need to get booked. e.g. 100 attendees

Descriptions

Name Give your ancillary a name. e.g. Book by the hour
Description Describe the ancillary in a paragraph or two. e.g. Booking Ballroom 1 by the hour. Min pax: 20 - Max pax: 100.

Photos & Videos

To add a new photo or video to your ancillary:

Click on the Upload media button.
Media can be added:
- By dragging images from your computer onto the window or click Browse.
- By pasting an external URL that points to an image.
- By using your laptop camera.
- From your Google Drive account.
- From your Dropbox account.
- From Shutterstock
- From gettyimages
- From iStock
- From Unsplash
When uploading single images, you’ll be asked if you want to crop the image before uploading.
Once your image has finished uploading, the pop-up window will close and the image will show up in your list of media.

Metadata

You can add additional metadata to your images and video by clicking on the ✏️ icon next to your image.

Metadata can be:

Lifestyle Set it if an image represent a specific lifestyle.
Category Set it if it matches a specific category. e.g. Pool view
Captions Describe the image in any language you want.

Proximity

Click on the Proximity tab to continue.

Not all inventory is located on the premises. If you have inventory that is located off the premises, let the traveler know here and you will be given the chance to set a separate map location along with optional contact information.

This can be helpful at times when a meeting room is located a few kilometers away from the hotel and the traveler wants to explain how to get there to the taxi driver.

Click the Save button to continue.

Sales channels

There are two ways of enabling inventory for a sales channel:

Toggle inventory availability on the card. See figure above
Navigate to Distribution > Inventory from the top navigation bar dedicated to managing inventory across all sales channel.

API

Developers who want to manage Meeting Rooms can head over to Developers > APIs > Facilities.