Passkey and RegLink Overview

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Passkey and RegLink Overview RegOnline Super
Summit Boulder, CO Courtney Jones Regional
Director, Business Development - Passkey June 5,
2007
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Top Five Event Housing Optimization Tactics

• Agenda
• Increasing online bookings
• Integrating registration and housing
• Utilizing real-time reports
• Managing inventory and sub-blocks
• Streamlining the entire event housing management
  process

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Direct benefit measures allow clients to
calculate and monitor a defendable ROI
Passkey Streamlines the Housing Process

• On-own Reservations
• Shift over 65 of attendee reservations to the Web

• Rooming List Reservations
• Automate 85 of reservations delivered via
  rooming list

• Hotel Integration
• Reservations are electronically transferred into
  the hotels PMS/CRS
• Reduce labor data errors

• Registration Integration
• Increase booking pace by 50
• Reduce reservations outside of block by 35

• 24 / 7 Reporting
• Shared reports
• Access to historical reports
• Smart Alerts/E-mails

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Passkey bridges the gap between event planner
systems and the hotels property management
system.
Streamline the Housing Management Process
Event Registration
PMS/CRS
Connectivity with hotel systems eliminates the
management of rooming lists and re-keying of data
Connectivity with RegOnline event registration
enables a seamless registration and housing
experience
70 of hotels
Transfers reservations directly to over
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Integrating RegOnline and Passkey Housing
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Utilizing Real Time Reports
Attendees receive instant acknowledgements
24/7 block pick-up reports
Instantly cross reference your registration list
with housing
Rooming lists at your finger tips
Gain access to all historical pick-up information
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Smart Alerts make event management reporting a
proactive relationship between all parties
involved in the event versus reactive.
Taking Reports to a Whole New Level
Event Report Cards Daily, weekly monthly
snapshot of event pick-up Daily arrival
lists Event Alerts Triggered by critical
inventory milestones Example if event or
shoulder night is sold out or 80 sold
Unlimited Smart Alerts per event Unlimited
Recipients per alert
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Managing Inventory and Sub-Blocks

• Unique business rules may be applied as follows
• Send specific attendee types to specific hotel
  inventory
• Benefit- VIPs treated like VIPs
• Apply payment plans by attendee type (ex. Room
  tax to master)
• Benefit- No confusion regarding billing method
• Set minimum night stays by attendee type or
  implement cancellation policies
• Benefit- Mitigate risk across exhibitor blocks
• Apply custom marketing messages across all blocks
  sub-blocks
• Benefit- Communicate event information and
  appreciation by type
• Institute different room rates by hotel, date,
  block and sub-block
• Benefit- Control attendee behavior without
  sacrificing service
• Allow attendees to book on-line post cut-off date
• Benefit- Capture (industry average 30) of last
  minute reservations

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Example of Post Cut-Off Results
The event organizer and hotels have real-time
visibility into the pick-up. In this example,
over 70 of the reservations were made post
cut-off.
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Streamline the Housing Management Process
Current process in managing reservations for your
events
Step 1. Create rooming list or extract
registration list into a rooming list
Step 2. Clean up data for the hotel
Step 3. Send rooming list to the hotel
Step 4. Hotel manually enters rooming list
(errors occur often)
Step 5. Changes occur, re-sent to hotel , hotel
references old list for edits
Step 6. Hotel cleans up the data to prep for the
manual entry
Step 7. Repeat step 3 to 6 all the way up until
arrival
Process associated in integrating registration
and housing and to hotels
1. Rooming list is built real-time
2. Reservations are electronically transferred to
Hotel
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Thank you.