1. Managing availability and scheduling conflicts

Juggling event bookings and room reservations while avoiding scheduling conflicts is one of the biggest challenges in hotel event management. And let’s face it—if a guest is booking your hotel’s venue, they likely need a place to stay, too.

Without a seamless connection between your event management software and property management system (PMS), miscommunications can quickly lead to availability conflicts, double bookings, and frustrated guests.

Solution: Smarter venue booking tools

A modern PMS with event management features simplifies group reservations. Here’s how:

• Room allotments allow hoteliers to allocate a block of rooms for event attendees, ensuring seamless accommodation alongside venue reservations.
• PMS integration with event management software helps monitor costs, track payments, and keep events within budget.

By integrating your PMS with event software, you maintain control over venue and room availability, prevent overbookings, and enhance guest satisfaction.

2. Event logistics overload

Event logistics can be overwhelming, from setting up tables to coordinating AV equipment and managing multiple vendors. A single missing microphone, a delayed catering delivery, or a misplaced seating chart can throw off the entire schedule, leaving staff and organizers scrambling.

Solution: Banquet Event Orders (BEO) for flawless coordination

A Banquet Event Order (BEO) acts as a central hub for event details, ensuring every department—from catering to housekeeping—knows exactly what needs to be done and when. Best practices for hotel event coordinators include:

• Using BEOs to document event timelines, setup instructions, and guest preferences.
• Ensuring real-time access to BEOs for all relevant hotel departments.
• Automating updates so that last-minute changes are immediately reflected across teams.

Learn more about banquet event orders and how to use them.

3. Missed revenue from event spaces

Your event spaces are booked, but are they bringing in maximum revenue? A study by the Hotel Business Review found that hotels that implement upsell strategies can increase event revenue by up to 20%. Yet, many hotels fail to optimize revenue from their event spaces.

Solution: Unlock hidden revenue opportunities

A well-planned event is an opportunity to boost revenue. Here’s how:

• Upsell event services — Hotels that offer catering, AV equipment, décor, and VIP packages increase per-event spending by an average of 15%.
• Promote event guest packages — Encouraging room upgrades, spa treatments, and dining experiences can drive additional revenue, with some hotels seeing a 10-15% increase in RevPAG (Revenue per Available Guest).
• Cater to corporate needs — Providing hybrid workspaces, tech-driven meeting setups, and flexible event options can attract business clients, a segment that accounts for 25% of total hotel revenue.

4. Marketing & sales struggles

Even the most stunning event space won’t attract bookings if no one knows about it. Many hotels rely on word-of-mouth instead of a strong digital marketing strategy , leading to missed bookings!

Solution: Smarter event marketing strategies

A targeted digital marketing approach can turn underbooked venues into high-demand event spaces. Here’s how to make it happen:

1. Maximize visibility with Channel Manager integration

OTAs are great for property visibility, even if guests only book your hotel rooms. You increase bookings and attract more travelers by ensuring your hotel is listed across key booking channels with a channel manager . If you deliver a great guest experience, they’ll likely consider your venue for future events.

2. Target the right audience with paid ads

Run geo-targeted Google and social media ads to reach event planners, corporate organizers, and wedding coordinators in your area. Use dynamic retargeting to stay top of mind.

3. Turn your website into an event sales engine

Add an event-specific booking engine or inquiry form with clear pricing, availability, and instant quotes. Showcase virtual tours and past event success stories.

4. Offer value-added event packages

Bundle venue rental with catering, AV equipment, and room stays to create seamless event experiences. Promote limited-time deals during off-peak seasons to drive demand.

5. Host your own signature events

Position your venue as a go-to destination by organizing networking mixers, industry meetups, or exclusive dining experiences. These events generate buzz and organic content from attendees.

6. Encourage user-generated content & reviews

Ask past event organizers to share photos and testimonials on social media. Feature these on your website and Google Business profile to build trust and credibility.

5. Staff shortages and overworked teams

Hotels are grappling with ongoing staff shortages , making it difficult to manage events without overburdening teams. When there aren’t enough hands on deck, setup delays, service bottlenecks, and miscommunication between departments can quickly turn a well-planned event into a logistical nightmare.

Solution: Automate workflows

With leaner teams, automation is the key to running seamless events without stretching staff too thin. The right event management and PMS combination help streamline operations, ensuring that even a small team can execute events efficiently. By automating venue bookings, task assignments, and real-time updates, staff can focus on delivering exceptional experiences instead of chasing down information.

• Automated task assignments — Ensure setup, catering, and AV teams know exactly what to do and when, eliminating confusion.
• Centralized event details — Keep BEOs, schedules, and guest lists in one place, reducing back-and-forth between departments.
• Self-service booking portals — Let clients select packages and manage preferences on their own, cutting down administrative workload.
• Integrated communication tools — Mobile updates, checklists, and automated notifications keep teams aligned, even with fewer staff members.
• Flexible payment options – A virtual wallet lets you collect pre-event deposits, securely store them in your PMS, and allocate funds as needed.

A post by RoomRaccoon

RoomRaccoon is the go-to all-in-one hotel management system for independent hoteliers looking to streamline operations, maximize revenue, and elevate the guest experience. But great hotel management doesn’t stop at rooms—it extends to events, too.

That’s why Pxier and RoomRaccoon have teamed up to provide hoteliers with an integrated solution that simplifies event space management and drives more bookings. From seamless venue reservations to effortless payment handling, our partnership ensures that managing events is as smooth as running your rooms.

Book a demo to explore RoomRaccoon!