Let’s start with this possible scenario: you’re the head of sales for a major hotel chain. A potential client wants to book a large conference. You’re eager to show off your spaces and services, so you send them your meeting planning guide.
But then you realize it’s an outdated PDF from last year. It has a slightly different logo, the photos are low-resolution, and it doesn’t even list the new tech upgrades you’ve installed.
Once you send a PDF, you can’t really take it back. And this could be the moment where your brand’s hard-won reputation takes a hit.
This problem is more common than you might think, especially for large hotel groups with properties in different cities. Each location has its own sales and events team, and they all need to create materials to attract clients.
The good news is that modern, digital solutions such as Flipsnack can help you transform your hotel meeting guides from a liability into a powerful sales tool. This is a key part of effective hotel meeting planning.
Hotel meeting planning guides are essential tools for both hotel staff and event planners. They serve as comprehensive roadmaps for managing successful events, from small business meetings to large conferences and social gatherings. They help a planner assess if a hotel is the right fit for their event based on size, budget, and logistical needs.
An effective meeting planning guide is the first step in successful event venue selection.
Because these meeting planning guides act as sales tools, it’s important to get them right and make sure they are on brand. However, large hotel chains may face some challenges when it comes to these guides.
While branding is absolutely necessary to hotel chains and big companies in general, it can be a challenge to keep all your materials the same, especially if you operate from different locations.
That’s because each property often has its own way of doing things. This leads to a patchwork of hotel meeting guides. One might use an old logo, another might have a slightly different color palette, and a third might be in a generic format that lacks your brand’s unique identity.
This inconsistency dilutes your brand’s image and makes your company look less professional.
Your sales and events teams are busy. They shouldn’t have to waste hours creating documents from scratch or hunting down the latest version of a file. When they’re forced to spend time on manual tasks, it takes them away from what matters most: interacting with clients and securing new business.
This inefficient process creates delays and frustration, making it harder to respond quickly to new leads.
Static PDFs are a major liability. What happens when your banquet menu changes, or you upgrade the AV equipment in a meeting room? Every team member at every location has to be notified, and all copies of the old PDF need to be replaced.
This is often a slow and disorganized process, and clients might receive incorrect information. You risk looking unprofessional and unreliable, especially when a small change can have a big impact on a client’s event planning.
Flipsnack is a digital publishing platform that allows users to create interactive online flipbooks. It transforms static documents, such as PDFs, into engaging digital publications with a realistic page-flipping effect. The platform is used to create and share various types of content, including catalogs, brochures, magazines, and business guides.
In your case, Flipsnack acts as a central hub to create, manage, and share all of your meeting planning guides, but also menus and other types of materials in one workspace so people know where to look, open the latest version, and stop recreating files.
A workspace is a dedicated place where your team works together. When you sign up for Flipsnack, your organization gets a primary workspace.
You can also create more workspaces. This helps you separate departments or client projects, keep content from mixing, and set the right permissions.
Each workspace holds your operational assets. That includes team members, published content, brand settings, payment details, and security configurations such as SSO. This setup gives you a clear view of every workspace and the users assigned to it.
Flipsnack’s modern approach solves your brand, efficiency, and information problems all at once and it can cover all the before mentioned challenges:
Your team can design branded master templates for all guides. This ensures every document starts from a pre-approved template with the correct colors, fonts, and logos. Local teams can then easily add their unique content, like photos of their specific rooms or local pricing, without ever being able to alter the core brand design.
💡The design team at Flipsnack can create custom branded templates with locked elements for you. This means you can always start from the same master template and just change a few details such as text or price. We’ll go into more detail about the benefits of using Flipsnack templates shortly.
Teams no longer have to build documents from scratch. They can access pre-approved templates and create a professional, on-brand guide for a client in minutes. The process is so simple that they can focus on what they do best: providing a great experience and winning new business.
With a digital platform, your guides are always live. If you update a menu or add a new room layout, you only have to make one change. That update is then reflected instantly across every version of the guide.
Plus, these hotel meeting planning guides and all your other materials can be interactive, with features like videos and virtual tours that give clients a more engaging look at your spaces.
Even with the master templates, it’s best to keep everything clean and organized when operating from multiple locations.
That’s where Flipsnack’s workspaces can help.
Think of workspaces as secure, digital hubs for each of your properties or teams. You can set up a unique workspace for every location, giving each manager or sales team access only to the materials they need.
This level of organization guarantees that every team member uses the correct, up-to-date resources, and all your files stay secure and easy to find. By centralizing your documents, you can turn your meeting guide from a basic file into a dynamic sales asset that boosts brand consistency and team efficiency.
For even more control and efficiency, you can organize your work further inside the same workspace. You can create:
You have a few options to get started. If you already have a PDF version of your meeting planning guide, you can simply upload it to the platform. Flipsnack will transform it into an interactive flipbook you can then enhance with a variety of elements.
Alternatively, you can build your guide from the ground up using a pre-made template from the platform’s library. For a truly seamless process, you can also have the Flipsnack design team create a custom, fully-branded template for you, ready to go in your workspace.
You’ll use the intuitive Design Studio to customize your guide, regardless of how you choose to start. If you decide to have a branded template made by the Flipsnack team, you’ll only have to change the text, prices, or dates. This is because core elements of the template are locked, so you can easily update key information without ever compromising the brand’s look and feel.
If you choose to design your own template, you have the option to lock elements and save the branded template for future use.
Different materials need different ways of being shared. And you have total flexibility in sharing your meeting planning guides and other hotel materials.
For example, menus can be public with a QR code for easy access, while private documents like hotel meeting planning guides need restricted access. Using a single platform that has flexible sharing options helps you avoid the headache of using a bunch of different tools.
With a platform like Flipsnack, you can pick the perfect way to share your documents:
Gone are the days when a generic, outdated PDF could represent your brand. In today’s digital-first environment, a modern, well-crafted conference planning guide is essential for effective event venue selection.
A centralized digital hub like Flipsnack not only solves your brand’s biggest challenges but also equips your team with the tools to be more efficient and responsive.
By using a platform that ensures your hotel event packages are always current, interactive, and on-brand, you’re building a more professional, reliable, and impressive image for your entire hotel chain.
This is the new standard for hotel meeting planning, and it’s how you stay ahead of the curve.
To make your guide accessible to everyone, it’s essential to use a digital platform that supports features like screen readers and keyboard navigation. Use clear headings, descriptive text for images, and ensure the color contrast is high enough for easy reading. Using a digital flipbook platform like Flipsnack can help you meet these standards, making your guide inclusive from the start.
These hotel meeting planning guides include:
– Venue details with floor plans, dimensions, and capacity charts for various seating arrangements (theater, classroom, banquet)
– Menus
– Technology & A/V
– Logistics & policies
Hotels often offer different types of guides or hotel event packages to suit various event needs:
Standard planning guides: These are the most common and comprehensive, detailing all the a la carte options available. They are ideal for planners who want a high degree of customization and are willing to manage all the individual components of their event.
Complete meeting packages (CMP): Also known as all-inclusive or daily delegate rates, these packages offer a fixed, per-person price. They are designed for simplicity and convenience, bundling essentials like meeting space, A/V equipment, and F&B into a single rate. These are popular for corporate meetings.
Custom guides/proposals: Hotels often create tailored proposals in response to a planner’s Request for Proposal (RFP). While not a “guide” in the traditional sense, a proposal serves a similar purpose, outlining the specific services, pricing, and contract terms for a unique event.
While a PDF can be easy to send, it quickly becomes outdated and lacks interactive features. A digital guide, on the other hand, can be updated instantly, ensuring clients always have the latest information. It can also include interactive elements like video tours, 360-degree room views, and direct links to booking forms, which helps you provide a more engaging and modern experience.
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