TABLE OF CONTENTS



Who is MeetingPackage?

MeetingPackage is a hospitality technology partner (ISV) that provides a meeting space Channel Manager and Booking Engine, enabling venues to manage inventory, pricing, and availability and to offer online Instant Book for meeting rooms.

MeetingPackage has active integrations with Venue Directory for Instant Book and RFP workflows, and with Cvent for CSN Instant Book and CSN RFP integrations.



 

1) Purpose and Scope

  • The purpose is to outline how MeetingPackage (MP) sells and Venue Directory (VD) onboards, integrates, and bills new independent venues under this bundled solution.
  • The scope covers sales eligibility, packaging, intake, onboarding, integrations, invoicing, tier changes, and renewal for venues sold by MP under this initiative.

2) Offering Summary

  • The VD package included within MP rates provides: Enhanced listing, RFP integration to MP (when live), and Instant Book integration to MP.
  • The term is the first 12 months on the MP bundle; after 12 months, the venue renews directly with VD at standard renewal rates.

3) Eligibility

  • The MP sales team can sell this offering to independent venues only.
  • Not eligible: Groups/chains/branded hotels.

4) Pricing and Billing

PlanMP Price (monthly)VD Fee % of MP AnnualVD Annual Invoice to MP (EUR)VD Annual Invoice to MP (GBP)
Basic€99 / month15%€178£157
Pro€199 / month17.5%€418£368
Premium€349 / month20%€838£738
  • Billing party: VD invoices MP.
  • Frequency: Individual invoices per venue for the annual value of each subscription (issued at activation).
  • Currency: As listed; GBP figures provided alongside Euros.

5) Sales and Intake

  • Sales authority (MP): MP may actively sell to eligible independent venues.
  • New signing handoff: MP emails MP.newvenues@venuedirectory.com to initiate activation.
  • Distribution: The intake email is delivered to CS, Integrations, and named contacts (Will, Emma).
  • Minimum details in intake email:
    • Venue name and address
    • Primary contact name, email, phone
    • Selected MP plan (Basic/Pro/Premium) and contract start date
    • Confirmation of eligibility (independent venue)
    • Any go-live constraints or deadlines

6) Standard Onboarding Workflow (VD-led)

  1. Intake triage (CS)
    • Acknowledge receipt to MP and venue
    • Create an internal ticket/task and assign to CS and Integrations
  2. Profile set-up (CS)
    • Build the venue profile in VD, using images and information from MP to avoid duplicate venue effort
    • Apply Enhanced listing settings
  3. Integration (Integrations)
    • Connect RFP integration to MP (when live) and enable Instant Book integration to MP
  4. Training (CS, India)
    • Provide venue training on VD portal usage and any MP-connected workflows
  5. Go-live confirmation (CS)
    • Confirm profile live status, integrations enabled, and training completion to MP and the venue
  6. Billing (Finance/AR)
    • Issue the annual invoice to MP for the venue’s subscribed tier
  7. Record-keeping (CS/Finance)
    • Update internal records with plan, start date, and renewal cycle

7) Communications

  • Intake mailbox: MP.newvenues@venuedirectory.com (shared intake for CS, Integrations, Will and Emma).
  • Acknowledgement SLA: Send acknowledgement to MP and the venue within 1 business day of intake.
  • Go-live notice: CS sends a confirmation email to MP and the venue on completion of set-up, integrations, training, and profile activation.

8) Renewal

  • After the initial 12 months, the venue renews directly with VD at standard renewal rates.
  • 90/60/30-day reminders: CS/Account Management to schedule outbound renewal communications.

9) Tier Movement and RFP Overage

  • If a venue exceeds its monthly RFP allowance in their MP subscription, they move up to the next level.
  • Trigger: MP notifies VD when the venue exceeds the allowance.
  • Action: VD invoices the next tier pro rata to the year-end.

Pro‑rata calculation (principle)

  • Determine the effective upgrade date (provided by MP notice).
  • Calculate remaining days in the original 12‑month term.
  • Pro‑rate the next tier’s VD annual invoice amount for the remaining term.
  • Credit/adjustments are not applied retrospectively unless explicitly agreed; a new charge is incremental from the upgrade date.

Example (illustrative): A Basic venue upgrades to Pro with 200 days left in the term. Pro rate to MP (VD annual): €418. Pro‑rata invoice to MP: €418 × (200 / 365) ≈ €229.32.

10) Roles and Responsibilities (RACI summary)

  • MeetingPackage Sales: Sell to eligible venues; submit complete intake details; notify VD of RFP overages/tier changes.
  • VD Client Services (CS): Intake, venue profile creation (using MP data), training, go-live confirmation, renewal outreach.
  • VD Integrations: Enable RFP integration to MP (when live) and Instant Book integration to MP; testing and technical validation.
  • VD Finance/AR: Issue annual invoices to MP per venue; process pro‑rata upgrade invoices; track payments.
  • Venue: Attend training; validate profile content; operate within plan allowances.

11) Reporting and KPIs

  • New activations: Count of venues activated per month.
  • Time to live: Intake to go-live duration.
  • Upgrade rate: Share of venues moving up tiers due to RFP overage.
  • Invoicing status: Issued, paid, outstanding per venue and tier.
  • Renewal conversion: Post‑12‑month venues renewing directly with VD.

12) Operational Notes and Edge Cases

  • Data source: CS should source initial content from MP to minimise venue effort; confirm with venue before publishing.
  • Cancellations: If a venue seeks early cancellation, defer to the MP–venue agreement and MP notification; finance to confirm proration policy before adjustments.
  • Downgrades: Not supported mid‑term under overage rules; only upward movement applies when allowances are exceeded.
  • Currency handling: Invoice values use the provided Euro and GBP amounts; any FX policy updates are handled by Finance.

13) Email Templates

Intake acknowledgement (to MP and venue)

Subject: Venue Activation Received – [Venue Name]

Hello [Venue Contact],

We’ve received your activation from MeetingPackage for the [Plan] package. Our team will set up your Venue Directory profile, enable the MP integrations, and reach out for training.

Next steps:
• Profile creation using your MP content
• Integration enablement (RFP when live, Instant Book)
• Training session scheduling

We’ll confirm go‑live shortly.

Thanks,
Venue Directory Client Services
MP.newvenues@venuedirectory.com

Go-live confirmation (to MP and venue)

Subject: Go‑Live Confirmed – Venue Directory x MeetingPackage

Hello [Venue Contact],

Your Venue Directory profile is live and your MeetingPackage integrations are enabled.

Highlights:
• Enhanced listing is active
• RFP integration to MP [status: enabled / when live]
• Instant Book integration to MP enabled

A separate invoice has been sent to MeetingPackage for the annual subscription. Let us know if you need anything else.

Thanks,
Venue Directory Client Services

14) Assumptions and Open Questions

  • SLA targets: Acknowledge in 1 business day; complete standard onboarding within 5–10 business days barring venue delays. Confirm final SLAs.
  • RFP allowance thresholds: MP defines per plan; MP to include allowance details in the intake or upgrade notification.
  • Upgrade effective date: Default to the date MP first notifies VD of overage unless otherwise specified.
  • Tax/VAT: Finance to confirm tax treatment per jurisdiction.
  • Renewal workflow: Standard VD renewal rates and terms apply; confirm if any MP-to-VD handover communication is required at month 10–11.

Process Flow (Summary)

  1. Sell (MP) → Intake to MP.newvenues@venuedirectory.com
  2. Triage and acknowledge (VD CS)
  3. Profile creation with MP content (VD CS)
  4. Integrations enablement and testing (VD Integrations)
  5. Training (VD CS)
  6. Go-live confirmation (VD CS)
  7. Annual invoice to MP (VD Finance/AR)
  8. Monitor usage; handle upgrades via MP notice; invoice pro‑rata (VD Finance/AR)
  9. Renewal to standard VD rates after 12 months (VD CS/AM)