Sponsored by MCI 

Managing event sourcing can be a significant challenge for event organizers. Complex booking processes, difficult contract negotiations, and ineffective inventory management can hinder smooth operations and impact attendee satisfaction. Here are four challenges event planners can face with their sourcing and the practical solutions to solve them. Each of these obstacles requires specific strategies to ensure a seamless and successful event experience.

1. Complex Booking Processes  

• Challenge: If the booking system is complicated or time-consuming, attendees may be less likely to secure their accommodations with you, or they may wait until it is too late. 

• Solution: Simplify the booking process by using an integrated platform that combines registration and sourcing. This reduces frustration and improves satisfaction for attendees.  

2. Contract Negotiations  

• Challenge: Negotiating advantageous terms and rates with hotels can be difficult.  

• Solution: Leverage industry relationships to secure the best rates and concessions. Expert negotiators can mitigate risks and ensure contract terms that minimize exposure.  

3. Ineffective Inventory Management  

• Challenge: The lack of proper inventory management can result in overbookings or unsold room blocks, impacting the financial success of the event.  

• Solution: Implement comprehensive account management that includes daily inventory tracking, staff and exhibitor block management, and attrition management. This ensures optimal use of room blocks and reduces financial risks.  

4. Attrition Risks  

• Challenge: Failing to meet contracted room blocks can lead to significant financial penalties.  

• Solution: Use data-driven strategies to monitor and manage room blocks, ensuring you meet contractual obligations and avoid penalties.  

How It Works in Practice 

To address these challenges effectively, event organizers can use a suite of tools and strategies: 

• Site selection and contracting: Doing the legwork to find the best venues and negotiate favorable terms ensures your event is held in optimal locations with the best deals. 

• Integrated platform: Quick website builds, third-party integrations and automated group sourcing selections make it convenient for attendees to book their accommodations. 

• Marketing support: Collaborating with a marketing team to craft custom-tailored email campaigns and social media posts can maximize in-room block bookings. 

• AI-enhanced customer support: Providing 24/7 multilingual support assists with reservations, updates and group bookings, ensuring a smooth experience for all attendees. 

MCI USA’s event registration and sourcing platform OneSystem Plus is an example of a tool that embodies these solutions. It integrates these features into a single platform, simplifying the sourcing process for both attendees and organizers. Addressing event sourcing challenges requires streamlined processes, expert negotiations, robust inventory management and full support. With OneSystem Plus, these challenges become smooth and stress-free, enhancing the overall event experience and ensuring your event’s success.