Upgrade Process
There are various options available to International venues when they wish to
upgrade, dependent on the venue location, if they want us to update & amend their venue profile or if they wish to update it themselves.
Firstly you need to check a few things:
Do they belong to one of these venue groups?
Accor, Radisson Hotel Group, IHG, Penta, Dalata, Melia, Hastings, Handpicked, Red Carnation, Interstate. If they do, refer the upgrade to Head of Sales. If you’re unsure, please ask the Head of Sales.
Is the venue in one of these locations?
Republic of Ireland, Portugal, Spain, France, Germany. If so please pass the upgrade to the Sales team as the venue will be charged for their upgrade.
IF YES
The venue is to be charged. It would be default rate for an enhanced listing, no commission model.
The Sales team will need to create the subscription opportunity & all the system paperwork for the upgrade. When the venue clicks to upgrade, the venue will not be automatically upgraded to an enhanced listing. We have to upgrade it manually once we have a confirmed sub. This is because the current job only automatically upgrades/downgrades UK venues with an active subscription
If the enquiry value warrants it, the Sales team may consider charging the Enhanced Listing price. If this is the case, the Sales team will either update this in MEC or, will ask the venue Support team to update this flag.
The Sales team will then pass the upgrade to Venue Support.
In line with the new process, the upgrade email should be forwarded to our colleagues in Cvent who will complete the venue build to an enhanced listing.
The only involvement for venue support for the above process is to send the Subscription Confirmation to Cvent so they can enhance the listing with new images etc
IF NO
If the international venue does not belong to a group and is outside the geographical areas specified as chargeable, again they have 2 choices when upgrading their venue. Please note the venue will benefit from the upgrade for 1 year.
Upgrade Choices
They can choose to add the information to their venue profile themselves e.g. add images, update meeting room information, day delegate rates etc. There is no charge for a venue to do this and they will still benefit from an Enhanced listing.
OR
They can pay a £40 Nett admin fee and we will update their venue profile for them. This saves the venue time and we also ensure the venue is displayed across our platforms to its best advantage.
International venues are welcome to attend public training webinars which will show them how to make the most of their venue listing. They can sign up to the training via the Training Calendar & will receive a link to this site as part of the upgrade process.
For any Free Upgrades (or where the Admin fee is accepted) the account manager will create the Opportunity in Endeavour Unless they ask us to do it for them and if so follow the below instructions.
In addition, whether the venue is chargeable or not, if they are being upgraded then they MUST have an Enhanced listing subscription in Endeavour ( FREE or Chargeable)
All International upgrades should be passed to the appropriate contact - Paula or Graham to make that decision and treat every one of these as a lead.
Creating An Opportunity in Endeavour
Log into Endeavour - enter the Venue Name in the Provider Search - select Create Opportunity.
Complete the required fields remembering to delete any unwanted products.
Section1 - Subscription Details
Subscription Type - Opportunity
Complete the Start Date
Source field - International Initiative
Select Subscription & Accounts contact
Payment Type - needs to be set as Perpetual Annual is an annual invoice
Section 2 - Subscription Pprospects
Target Date is very important as this is how we create forecasts - run 3 times per week so a realistic date should be set
Choose probability scale of how likely this will be confirmed - e.g. 0% is a cold call, 60% the venue has contacted us
Lead Status - select qualified (requested) or unqualified (cold call)
Section 3 - Products
Add/Remove any unwanted products - note that Instant Book and enquiry insights is always added as a default alongside the Enhanced Listing
Click on the Bin icon for unwanted products and the green +Product button to add any new products
Click the Green Create Opportunity button
Once the opportunity is created, if Unqualified lead Go to Subsciption Actions and change to Qualified - this will then show as an active sale.
Click on either the green Opportunity button or on Subscription Actions - - select Apply Promo Code
Enter the code FR33LIST and click submit
When this is added, the price changes to zero
If the venue is updating their own venue profile so there are no fees to pay, send the subscription to the Revenue team by clicking on the Subscription button.
If the venue has agreed to pay the £40 Admin fee, then a proposal will need to be created and an email proposal is sent to the venue.
You will need to add a new product for the Admin Fee - Provider Actions - Add Product - Admin Fee - International Enhanced Listings
Then go to Subscription Actions - Create Proposal.
You need to go in and edit the information you’re sending within the proposal.
Section 1 - Details
Review email text and amend as needed - there is default text provided
Section 2 - Providers
A breakdown of charges is displayed for the products selected
Section 3 - Nearest providers
Consider which Nearest Providers you wish to include as a comparison as you may wish to amend them. Tick and remove the tick to select the venues you wish to include. This provides a comparison of volume/value of enquiries to those venues
Section 4 - Market Values
The default is unticked and you may wish to leave it like that if the values are not great.
This section details the volume and value of enquiries the venue itself has received compared to the destination.
Click Create Proposal - so you can preview the proposal before sending
OR
Click Create & Send Proposal - this sends it to the venue.
Once the proposal is sent, The venue will then click Upgrade Subscription either from the link in the email or in myeventschannel.com.
You can see how to create the International subscription via this help video:
Creating an International Venue Subscription
When the venue clicks to upgrade, the venue will not be automatically upgraded to an enhanced listing.
AM and CS will be notified and CS will need to manually upgrade the listing and raise a ticket for India to update the listings with images (ETC) to complete the listing if they are paying for an enhanced. If they aren't paying the venue needs to update the listing
Once completed they will confirm back to you and the Freshdesk ticket can be closed.
Please refer to the Help Guide below for instructions on the venue information required for an enhanced listing.
https://venuedirectoryassist.freshdesk.com/a/solutions/articles/44002293117
Downgrade Process
A venue will agree to a 1 year subscription as an enhanced listing, whether UK or International.
At the end of that year, the venue will be invited to renew their subscription and will receive an email with a link to do this automatically.
If the venue declines their subscription renewal, the Sales or Account Management team will contact the venue to discuss the reason why they declined. Venues will also have to fulfil their notice period when wanting to decline their subscription. Sales will try to overcome any objections and offer other suitable solutions.
If the venue still wishes to decline the renewal, the system will automatically downgrade the venue to a basic listing.
Additional resources
Help video:
Creating an International Venue Subscription
Help Guide