The Ultimate Guide to a Future-Ready, Cloud-based Hotel Sales Solution Stack | By Mike Pavicich

As we dive into the busy year ahead, it's a great time to revisit your hotel’s group sales solution stack and verify that it has everything necessary to elevate your event and meeting revenue possibilities. Your sales team’s mission? To finalize as many high-quality group contracts as possible while delivering an outstanding planning experience for meeting planners and event hosts.

Equipped with an optimal sales solution stack, teams can better connect with planners, enhance communication, showcase venues adeptly, and usher group opportunities through the sales pipeline with confidence. That’s why, investing in the right tools is a worthy endeavor to empower your sales crew to operate with greater efficiency and to close more profitable deals.

Now, I know you're wondering: which solutions are essential, which platforms offer the best suite of features, and which ones suit your hotel best? Keep reading; we've got you covered.

6 Important Factors to Consider Before Assembling Your Sales Tech Stack

Before diving into the specifics of the software you need, take a moment to consider your property’s unique requirements.

1. Your current software landscape: Evaluate the sales and catering tools you're currently using.

Which ones are indispensable, and which fall short? Does your team prefer specific systems over others? Are there programs offering duplicate functionalities you’re paying for? Remember, just because a tool boasts numerous features doesn’t mean it’s right for your team or hotel. This could be the opportunity to assess if your existing solutions align with today's planner expectations or if it’s time for an upgrade.

2. Identifying your needs and pain points: After taking stock of your current tools, pinpoint where your workflow could use improvement.

Examine your group sales pipeline – where do planners encounter hurdles? What miscommunications exist within your team? Are there blockages that the right software could resolve? Say, if planners regularly request detailed floor plans, a 3D visualization tool might be in order. If contract processing is sluggish, eSignature solutions could expedite things.

3. Tools that align with your KPIs: For every new tool you adopt, ensure it supports your hotel’s goals and KPIs.

Can this tool boost group revenue? Will it enhance operational efficiency and the planner experience? Could it provide more granular insights into your group business? Clearly defining what each tool offers ensures a valuable return on your investment.

4. Consider how easily new solutions can enhance your current systems.

Are your systems compatible with cutting-edge eSignature platforms or online RFP forms? Can you incorporate extensions for richer insights into your business? These factors are essential when crafting your tech stack strategy.

5. Effort in implementation and management: Reflect on the workload needed to implement and sustain new tools.

If a tool demands extensive IT resources, training or significant ongoing management, it might not be suitable for your needs. Aim for solutions that streamline setup, easy to learn, are cloud based - yet deliver the necessary functionality. By the way, properties that have made the switch to STS Cloud have been up and running in 48 hours!

6. Tools to elevate your hotel’s future: Think beyond current needs.

Reflect on your aspirations for group business growth and how to achieve them. Consider whether certain services might attract larger meetings and events. Is your current software capable of handling the projected volume? Should you invest in more advanced visualization, proposal or planning tools? The answers will guide you toward adding the most effective solutions to your tech stack.

How to build your ideal sales solution stack

Building a powerhouse hotel sales tech stack equips your team to vie fiercely for group bookings in a competitive market. Let's dive into some key benefits of a well-planned hotel sales solution stack:

• Boosted Communication with Planners - by embracing integrated tools for crafting proposals, overseeing contracts, and orchestrating events, your sales team can ensure fluid communication and collaboration with planners. This translates into heightened responsiveness, engagement, tracking, and alignment with all stakeholders.

• Enhanced Efficiency - a strategic sales tech stack not only centralizes group data but also optimizes workflows and trims down manual tasks. With the most effective sales and catering system at your disposal, many elements of proposals and contracts can be automated, while planning tools simplify event preparations. Moreover, tools that offer actionable insights and automated reporting empower you to better forecast group sales, harmonizing your sales team's strategic endeavors.

• Simplified RFP & Proposal - a well-rounded solution stack tailors and enhances the online RFP experience and proposal follow up. This guarantees a uniform, professional journey for planners—from initial inquiry to final execution—boosting conversion rates, revenue, and planner contentment. No more rogues proposals!

• Reduced Expenses - enhanced communication, amplified efficiency, and a polished sales process collectively cut costs throughout your sales and catering operations.

• Win More Deals - Faster - make it easier for your team to collect leads, send winning proposals, manage bookings, and plan resources, the ideal solution stack optimizes your entire workflow so you can spend more time closing business.

These improvements help you meet group revenue goals while optimizing efficiency and leveraging your team's assets to the fullest.

Key Components for a Stellar Hotel Sales Solution Stack

The moment you've been waiting for is here! You've done the homework, and now it's time to consider these pivotal elements for any cutting-edge hotel group sales tech stack:

Sales and Catering Event Management Platform

Your tech stack's bedrock should be a comprehensive system capable of:

• Logging group opportunities and leads
• Managing event details and specs
• Handling room blocks and meeting spaces
• Generating BEOs and event orders
• Delivering in-depth reporting and analytics

Digital Signature Solutions

Today's planners favor a digital contract flow. Seek out eSignature tools that:

• Integrate seamlessly with your management system
• Enable mobile signing
• Provide contract tracking and reminders
• Ensure secure audit trails

Proposal Tools

Opt for professional proposal software that can:

• Create branded, personalized proposals
• Incorporate interactive elements and rich media
• Facilitate swift revisions and updates
• Monitor proposal views and engagement
• Leverage best practices of winning templates

Online RFP Forms

Your digital RFP capture should:

• Integrate with your site
• Auto-fill your sales system
• Be mobile-compatible
• Utilize smart fields to gather vital details

Interactive Planning Tools

Cutting-edge visualization tools are essential for closing deals with:

• 3D room layouts and floor plans
• Virtual venue tours
• Setup visualization tools
• Capacity charts and metrics

Digital Menu Management

Online menu platforms should:

• Allow straightforward updates and customization
• Include pricing and minimums
• Feature dietary and allergen information
• Create branded PDF menus

Ultimately, it's about choosing tools that integrate harmoniously, simplifying life for both your team and planners. Prioritize solutions that can grow alongside your business and drive tangible returns on your technology investments.