Discover how Comwell Hotels leveraged iVvy to overhaul their meeting and event management systems, achieving remarkable efficiency and a commitment to sustainability.
Background
Comwell Hotels, a renowned hospitality chain in Denmark, has consistently set the benchmark for excellence in the meeting and event industry. With a strategic focus on sustainable practices and innovative service, Comwell has redefined the standards for hosting corporate and private events. Their state-of-the-art meeting spaces, spread across various picturesque locations, offer a unique blend of modern amenities and serene environments catering to diverse clients. From intimate boardroom meetings to grand corporate conferences, Comwell’s commitment to exceptional service, environmental responsibility, and technological integration has positioned them as a leader in the industry.
This case study dives into the intricacies of Comwell’s approach to meeting and event management, exploring how their forward-thinking strategies and attention to detail have resulted in unparalleled customer satisfaction and industry recognition.
Challenges
Comwell Hotels recognised the need for a significant overhaul in the management of their meeting and events business. Operating with a system that had been in place for two decades, the company faced challenges in adapting to the rapidly evolving demands of the hospitality industry. There was a company-wide desire for innovation, particularly in terms of digitisation and sustainability, with key challenges including:
– Outdated Management System: Comwell’s existing system, used for Sales, Catering, Point of Sale (POS), and Property Management System (PMS), was no longer efficient. It lacked the flexibility and advanced features needed to cater to modern event management requirements.
– Need for Specialised Solutions: Comwell’s management sought a more focused approach, preferring a partner dedicated to sales and catering rather than one with a broader, but less specialised, product range.
– Sustainability and Digitisation: A crucial part of Comwell’s vision for the future involved integrating sustainable practices and digitising operations. This included creating a paperless environment both in front-of-house and back-of-house operations, aligning with the leadership’s vision for environmental responsibility.
– Changing Consumer Demands: Over recent years, demand for Comwell’s meeting spaces surged, with corporate, academic, and social groups competing for venues. The increase in private events and short-lead-time bookings, combined with the challenges in room availability, underscored the need for more efficient, customer-centric service models.
– Vision for Online Booking: Recognising the shift in consumer behaviour and preferences, Comwell aimed to become the first company in Denmark to offer online booking for meeting spaces, reflecting a forward-thinking approach to service delivery.
The primary objective for Comwell was to transition to a new, more efficient meetings and events management system that prioritised sustainability and digitisation. This transformation aimed to enhance customer experience, streamline operations, and position the hotel chain as a leader in sustainable and technologically advanced event management.
Solution
Comwell Hotels embarked on a transformative journey by becoming the first hotelier in Denmark to adopt iVvy venue management software. This decision marked a significant milestone in their strategy to modernise and streamline their meeting and event management system.
In collaboration with iVvy’s developers, Comwell undertook a comprehensive upgrade of its systems. The integration involved leveraging iVvy’s open API, which facilitated seamless connectivity with Comwell’s newly updated Property Management System (PMS), Point of Sale (POS), and spa systems. iVvy was implemented as the central conduit for all sales activities at Comwell. This integration meant that every communication, whether through their websites, Central Reservation System (CRS), phone, or email, including the Request for Proposal (RFP) process, flowed through a unified channel.
The iVvy system empowered Comwell’s conference department staff to independently create and send quotes to customers, eliminating the need for managerial approval for each offer. This approach not only sped up the response time but also enhanced customer satisfaction. Recognising that the success of the system depended on its users, Comwell also undertook extensive training sessions with iVvy which began three to four months before the system went live, ensuring a smooth transition from the old to the new system. Additional on-site training sessions were held three weeks before the launch, focusing on practical aspects such as invoice generation and report creation. Training was not limited to the sales team. Hotel chefs and restaurant managers were also included, enabling the Food & Beverage (F&B) teams to be well-informed about upcoming meetings and events to facilitate advanced menu preparation. By informing and preparing every staff member about the change and its implications for their daily routines, Comwell ensured a cohesive and informed approach towards utilizing the new system. This all-encompassing strategy was aimed at building a unified framework for hotel operations and strategies.
Results
Implementing iVvy across Comwell’s multi-property meeting and event spaces has led to significant improvements in operational efficiency and team collaboration. The cloud-based nature of the system allows for effective multitasking and real-time updates across the sales and catering team.
Team members can now handle communications with multiple leads simultaneously, thanks to the ability to open multiple tabs in the system. This feature allows for a seamless transition between tasks without losing track of ongoing opportunities.
A key achievement for Comwell Hotels has been the significant strides made towards its sustainability goals and the creation of a paperless environment. Compatibility with devices like iPads has been particularly beneficial for the waitstaff, who use it extensively. The digital nature of the iVvy system has substantially decreased Comwell’s reliance on paper. The use of virtual run sheets in iVvy ensures that any changes made to a booking are instantly visible to the entire team, ensuring everyone is always informed and on the same page.
The adoption of iVvy has not only streamlined operations but also led to measurable improvements in various aspects of Comwell’s business, including:
– Increased Efficiency in Task Completion: Automatic tasks related to confirmed bookings are now completed 40-50 seconds quicker than before.
– Time Savings per Booking: The online booking system saves approximately 7-10 minutes of work per booking.
– Significant Reduction in Paper Consumption: There has been an over 25% reduction in paper usage, underlining the success of Comwell’s move towards sustainability.
– Faster Report Generation: The time required to generate reports has been halved, improving back-end efficiency.
iVvy & Comwell: Sustainable Solutions for Long-Term Success
Comwell Hotels’ adoption of the iVvy system exemplifies a successful digital transformation in the hospitality industry, achieving remarkable operational efficiency, enhanced team collaboration, and significant strides towards sustainability and a paperless environment. This initiative not only sets a new benchmark in event management but also underscores the power of embracing technology and innovation for business excellence.
About iVvy
iVvy is a leading global SaaS cloud-based technology solution designed to streamline booking and event management operations for venues worldwide. Our comprehensive platform offers a range of powerful features, including instant booking functionality and centralised function diary, to enhance the efficiency and productivity of venue operators.
With an integrated revenue management and distribution platform, iVvy equips hotels, restaurants, stadiums, and universities with the necessary tools to seamlessly manage inquiries, bookings, and event logistics. Including advanced reporting and analytics features, iVvy offers venues greater visibility into their business performance. This invaluable data empowers decision-makers to make informed choices, optimise revenue, and maximise the utilisation of group rooms, meeting spaces, and event facilities.
iVvy’s scalable solutions cater to the unique needs of the travel, MICE, and events industries. Our global team, available 24/7, provides dedicated support to clients in five countries, ensuring seamless operations and prompt assistance whenever required.
We are proud to serve some of the world’s most renowned hospitality groups, major corporations, travel companies, governments, associations, stadiums, universities, and nonprofit organisations.
To learn more about iVvy and our comprehensive product suite, visit ivvy.com
