Training - LateMeetings.info

LateMeetings.com is an IATA registered agency no: #96 0 1381 6 and the service subscribes to the Meetings Industry Association 'Accredited in Meetings' accreditation scheme.

Please telephone: 08445 560656 or email training@latemeetings.com
Computer Training

How to Use LateMeetings.com

The following screen-shots show the sequence that a ‘buyer’ follows when using the site. The site provides search criteria based on Country, Region, County, Location, Number of Delegates, Style of Meeting Room, Date of Event and Number of Days (in half-day units).

Venues update the site with their daily availability and prices. Prices are set initially at 10% discount and a minimum of 2.5% discount off standard conference tariffs is expected but venues can change the discounted price at any time to any level.

For residential venues there is also the option to display the guide to the number of bedrooms available for residential conferences. This allows the user to book a 24-hour conference with confidence, provides venues with an additional bedroom sales outlet and for managing both meeting room and bedroom yield. Bedroom bookings can also be made via our partnership with Laterooms.com links.

Once a booking has been agreed via LateMeetings.com the venue is charged commission for direct bookings. Venues with one of our direct connect solutions pay reduced commission. The service is Free to use. Prices quoted on the site are a guide only and are the online booking price. Venue prices may differ when booking offline/direct with venues.

LM Home Page

Initial detailed search result displays a selection of venues that meet the request based on the specific items entered:

The venues displayed show a discounted price - this example shows the lowest price first based on the daily delegate rate.

A general description of each venue is included at this stage.

Venues can be re-sorted by Recommended, Price, Name, Star Rating or Brand.

After reviewing the venues from the search results, a venue is chosen, meeting room selected then click on the ‘Book Here’ tab.
Availability of bedrooms (if applicable) and meeting rooms for the venue appear. An option to click forward or back in seven-day periods is shown.

Other options to view at this point include: Venue Overview, Meeting Rooms Information, Facilities information and Location information.

Availability appears for the full seven-day period based on the original date requested. Two periods of seven days may appear if the requested number of days covers more than one week or is a weekend date.

The listing of available meeting rooms follows, displaying the costs and showing the LateMeetings.com price for the dates chosen.

(Usual price are also displayed for information.)

Users can select from:

AM Room Hire
PM Room Hire
All Day Room Hire
All day, Day Delegate rate
24 Hour Delegate rate

Availability for the week of the date requested will display. (If the room is booked for a single date requested, the venue will not appear) but for multiple days the availability shows dates available and booked (booked dates blocked out in red) that week, allowing the buyer to choose an alternative day:

User selects the appropriate date and price plan then clicks ‘Book Now’:

This returns the page below which summarises the booking requested At this point there is an option to ‘Update’ by changing the number of delegates and meeting room style. This page also shows the costs for the event and the saving made with LateMeetings.com.

After updating the number of delegates the total cost of the event and the saving is re-calculated (Day Delegate and 24-Hour Delegate).

If user has no login code click ‘Join Now’ clicks through to:

User enters details registering as a buyer, agency or venue.

User name and contact details are displayed, enter number of bedrooms required (where applicable) add comments and agree to terms and conditions. Then click ‘Send’ booking to forward the request to the venue.

Conference Booking Agents have a slightly different screen, which provides an address log for their customer. This allows the agent to store bookings in the system for future follow-up in the booking records zone.

After clicking the ‘Send’ button, the next page appears confirming the booking requested with reference number and full details of the request and explanation of what happens next. Venue receives an email alert about the enquiry. User also receives an email as a reminder.

Buyer receives an email back from the site including the free-text message and can log back into the Partner Login Zone straight from the email:

Venue receives an email from the site including the free-text message and can log into Venue Login Zone straight from the email:

Alternatively venue can login via login zone.

Details of the booking are listed with name of company or organisation booking:

Venue responds with ‘Accept’ or ‘Decline’ message being sent to the user. A booking history box allows venue to review current status of the booking.

Buyer receives the following email:

On receipt of ‘accepted’ message, user then clicks Confirm.

This takes the customer to the site booking page automatically and in the lower half of the page there is and Accept/Decline option. Simply accept click respond.

All user contact details are then released to the venue. If ‘declined’ user is invited to search again.

Finally, Venue receives confirmation email with all customer contact details.