How to Book a Series of Meetings

How to Book a Series of Meetings

Learning Objectives

  1. Create a series of meetings without creating  them one by one

  2. Clone (or copy) the first booking to create the next one as efficiently as possible



Blocking a Series of Meetings

Companies sometimes like to host their regular meetings at hotels they have used before and know very well.  Usually, their meeting requirements are always the same, or mostly similar. 


When a client wants to book a series of meetings or a tour series, you will create the first meeting in the series first, making sure you have entered the most complete information on it as possible, and then, you will ‘clone’ it or copy it, to the next date(s).  This saves you the time of entering each meeting one, one by one. 

To block a series of meetings, follow these steps: 


  1. Create a new booking in Thynk, completing everything (e.g. packages, products, event, guest rooms, ensure the revenue looks right, etc).

  2. When it’s complete and after you have saved the booking, click on the down arrow on the top right of the booking, and click on ‘Clone Booking’.

  1. This opens up a new ‘Clone Booking’ window. In the ‘Name’ field, enter the new name of the next meeting. Example if it’s a quarterly meeting, you can call it ‘XYZ Quarterly Meeting Q3’


  1. Enter the new arrival date for the next meeting.

  2. The number of attendees is copied from the original bookings, but if you need to change this, you can enter the new number into the field.

  3. The first of the checkboxes: ‘Keep all pax’ - if you want to keep exactly the same number of attendees for all events, packages, function rooms in this new booking, you should click into the box to select it.  It’s like making an exact photo copy of the first booking to the new one. 

  4. The next checkbox: ‘Keep rooms pax’ - This keeps the exact same guest rooms as the original booking. 

  5. The final checkbox: ‘Update room rate’ is important. When you select this the system will automatically insert the rates that are configured in your PMS (if interfaced) or use the rates loaded in Thynk for the new dates. 

  6. Click on ‘Save’ when done.

  7. Now, you have just created the 2nd booking in your series. If you have more bookings in the series, you will simply repeat the steps. When you clone the booking, just make sure to enter in the new booking name and the new dates. 


Note: if you need to change the number of attendees on the new booking to a different number of attendees, you should leave the first two checkboxes unchecked. 



Best Practices for Booking a Series of Meetings 

  • When cloning a booking, you should always ensure that you have the most complete details on that first booking before cloning them.

  • When cloning a booking, you should be clear on the booking name. We recommend that the booking name is clear and obvious to avoid confusion.  Example: If Company ABC, has an annual meeting, call the first booking name Company ABC 2023 Annual Meeting, the next one could be Company ABC 2024 Annual Meeting, etc


 



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