HOW TO DESIGN A HOTEL GROUP GUIDE THAT INCREASES REPEAT GROUP BOOKINGS

√ STEP-BY-STEP INSTRUCTIONS THAT OUTLINES WHAT EACH PAGE OF YOUR HOTEL GROUP GUIDE SHOULD LOOK LIKE.

√ INCLUDES A REAL EXAMPLE OF A HOTEL GROUP GUIDE FOR INSPIRATION. 

√ ALL YOU NEED IS WORD TO DESIGN AN ATTRACTIVE GUIDE

√ NO NEED TO PURCHASE DESIGN SOFTWARE

√ FINISH IN A DAY OR LESS

√ ELIMINATE TIME CONSUMING EMAILS FROM GROUP LEADERS WHO ASK THE SAME QUESTIONS

√ GIVE YOUR HOTEL A PROFESSIONAL ADVERTISING LOOK AND FEEL

√ HAVE SOMETHING ON HAND TO EMAIL OR SHARE IN PERSON IMMEDIATELY WHEN SOMEONE SHOWS INTEREST IN BOOKING A GROUP

~ PLUS ~

INCLUDES THREE BONUS EMAIL SCRIPTS BELOW

 SIMPLY COPY AND PASTE SAVING YOU VALUABLE TIME!

 

GROUP INTEREST FORM SCRIPT (ALL THE DETAILS YOU NEED TO KNOW FROM YOUR GROUP LEADER)

√ UPSELL SCRIPT (HOW TO ADD 20% OR MORE TO THE GROUP TOTAL)

√ CONFIRMATION SCRIPT (THANK YOU, YOU ARE ALL SET, HERE'S WHAT TO EXPECT/DO BETWEEN NOW AND YOUR GROUP EVENT)

A HOTEL GROUP GUIDE...

√ ELIMINATES THE BUSY WORK OF BACK AND FORTH EMAILS BETWEEN YOU AND THE GROUP LEADER.

√ ANSWERS THE TOP QUESTIONS YOU GET ASKED EVERY DAY BY GROUP LEADERS AND PUTS THEM IN ONE GUIDE

√ 

 

How To Design a Hotel Retreat Guide for your Group Leaders.jpg

SCENARIO

You receive a call from a yoga teacher who wants to host a yoga retreat at your hotel. 

Her challenge: She lacks the resources to easily sell your hotel to her potential yoga retreat attendees. 

You want her to fill her group because it increases your group sales numbers. And she wants to fill her group because she will make money.

Her challenge is your challenge. Let's fix that. 

What you both want: Both you and her 100% want a fully booked retreat to avoid cancellations due to lack of sign ups and to increase the odds of her rebooking with you again next year/month. 

One of the top reasons for group cancellations is lack of interest by potential attendees caused by not enough information provided by the group leader. This can easily be solved when attendees learn about the hotel where they will stay and eagerly look forward to all the amenities and activities the hotel offers. 

The fix? Give her your Hotel Group Guide.

Follow my simple steps, page by page, to design an attractive Hotel Group Guide that answers all possible questions she has about your hotel and that beautifully highlights all features of your property that her retreat attendees will enjoy. 

 

OVERVIEW

Creating your HOTEL GROUP GUIDE saves your sales/marketing/front desk department time and energy and lead to quality, repeat group bookings without spending a dime. 

It is not necessary to hire an expensive designer to create an attractive HOTEL GROUP GUIDE. anyone at your hotel that knows how to create a word document can easily follow the steps in this how to manual. 

The way to attract more groups to your hotel is to make sure you provide the group leader (the host of the group) a very important tool that helps promote their group event. When you give a group leader what they need, they are more likely to sell out their event and keep coming back to host it at your hotel. This is especially true for yoga, wellness and speaking group events. Group leaders are desperate to sell out their retreats and this one simple document you send them helps them do that. And as a result, you have added excellent value and excellent customer service that they take notice of with the gesture of simply sending them a document.

The tool that I am referring to is a Retreat Information Guide or Group Information Guide.

It is easy to create as I show you step by step below. Every hotel should have this on hand to email and available for download on their website. The Retreat Information Guide saves you time and energy so you don’t have to customize reply emails over and over again. 

I have literally listed exactly step by step what you need for each page from the title to the content. If you are super focused you could knock this out in one afternoon.

Let’s get started…

WHAT YOU WILL NEED

 

1.         High-resolution photos of your hotel

2.         Virtual video tours that you shoot with your smartphone

3.     Aerial photos and videos (added value but not 100% necessary to complete your guide. 

4.         Your hotel's website, email and phone number for booking. 

WHO THIS GUIDE IS FOR

CREATED BY A HOTEL DIRECTOR OF SALES AND MARKETING

HOW TO

Upon purchasing, you'll will see a green button on the confirmation page which says 'DOWNLOAD OR ACCESS YOUR DIGITAL PRODUCT'. Click this green button to be taken to a THANK YOU page where you can immediately download each of the five items in PDF format.

HOW TO DESIGN YOUR RETREAT INFORMATION GUIDE Page By Page:

Page One ‘Property Overview’

What to write:  One to four written paragraphs highlighting what groups staying at your hotel can experience. Use juicy words that shine.

Include the following:

  • Location
  • Size
  • Spa
  • Activities
  • Food
  • Any awards or press mentions
  • What group leaders can expect to experience when planning their retreat with you. (Attentive first class customer service....)
  • Images that complement the above content.


Page Two ‘Facilities’ 

What to write: This is an exact breakdown of your hotel.

Include the following:

  • Number of room types and how many they can sleep
  • Amenities in each room (soaps, safes, ac, phones, wifi...)
  • Other areas on property both indoors and outdoors that can be used for group meetings and their capacities.
  • Any audio visual, group equipment available to them
  • Spa capacity
  • Dining capacity and settings 
  • Images that complement the above content.

Page Three ‘Local History, Culture and Location Information’

What to write: Information on your area of town, island, or country.

Include the following:

  • Culture
  • Cuisine and drinks
  •  Things to do in the area
  • What the area is best known for
  • Languages spoken
  •  Native plants, animals
  • Images that complement the above content.

Page Four ‘Accommodations’ 

Include the following:

    • Breakdown of pricing for rooms. Be sure to include high season/low season prices and discounts for more rooms purchased if applicable.
    • What food, activities, etc are included in the per person price?
    • Include when and how to pay you and any booking policies.
    • Images that complement the above content.

Page Five ‘Spa and Wellness’

What to include:

  • Spa services
  • Packages
  • Products used
  • Amenities
  • Any awards
  • Highlight staff
  • Images that complement the above content.


Page Six ‘Dining’

What to write: This page should include the types of meals you offer to groups and whether you offer vegan, vegetarian, and customized plates. Will you be serving buffet style or plated or both? Can the group leader coordinate with the chef before the retreat to create a meal plan? Include images of dishes, the restaurant and even the chef and service staff.


Page Seven ‘Activities’

What to write: This page should highlight all indoor and outdoor activities you offer. Think yoga, horseback riding, pool, paddle boarding, cooking, fitness, snorkeling, diving, kayaking… Include images that complement this content.


Page Eight ‘Reviews and Press’

What to write: Include recent reviews and or rewards from online review sites championing your property. Also include any mentions in the press. Insert images or screenshots of the publicity.


Final Step - Save your completed guide as a PDF so that it is easy to include in emails and on your web and social media sites.

 

To your prosperity,

Ashley Steinmetz

CLICK HERE to view my PR Services for Hotels