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Last year's tournament teams called to rebook

Every January, 14 minor hockey teams stay with you for the Snowflake Tournament. In September Emma calls last year's team managers, confirms they're coming back, and group sales has the blocks booked before the hotel across the highway calls.

When it starts

A repeat event coming up: a tournament, an annual conference, a film crew or a returning reunion.

What the agent does

Calls last year's organizer, confirms this year's dates and room count, books group sales or holds the block.

What your team gets

Repeat group business booked early, and a list of who's coming back.

How it works

  1. Finds last year's groups

    From your PMS: each block, its organizer, rooms per night and the event it was for.

  2. Calls with a real reason

    "The Snowflake Tournament is January 17 again this year, and I wanted to make sure your team has rooms."

  3. Checks what changed

    Same number of players and parents? A new team manager? An extra night for a playoff round?

  4. Books the next step

    A courtesy hold under your rules, or a call with group sales, at a time that suits the organizer.

  5. Finds the new contact

    When last year's manager has moved on, it asks who's running it now and gets their number.

  6. Reports the season

    Groups called, coming back, not sure and lost, so group sales knows where to spend its time.

Example call

  1. AI agentHi, is this Coach Bergeron? It's Emma from the Northbay Lodge. Your U13 team stayed with us for the Snowflake Tournament last January. Got a minute?
  2. CustomerSure, we're going back this year.
  3. AI agentGreat to hear. The tournament is January 17 to 19. Last year you had 14 rooms. About the same this time?
  4. CustomerProbably 16, we have a couple more families.
  5. AI agentThanks. I can hold 16 rooms for those nights while Melissa in group sales sends you the details. Does that work?
  6. CustomerYes, please.
  7. AI agentDone. Melissa will email you this week, and I'll text you a note of the hold now.

After the call: A courtesy hold of 16 rooms for January 17 to 19 sits on the books under the U13 team, and Melissa has a task to send the block contract and booking link.

What your team gets

  • Repeat groups called before the dates fill
  • Courtesy holds placed under your rules
  • New organizer contacts when last year's has moved on
  • Group sales tasks with this year's room counts
  • A season report of groups returning, unsure and lost
Set up with you: The team sets up a connection to your PMS and group sales tools for last year's blocks and contacts, and sets with your director of sales which groups to call, when, and what holds are allowed.

Questions

Will it lock in a rate?

No. It can place a courtesy hold if you allow it. Rates and contracts come from group sales.

What if the organizer has changed?

It asks who's running it now, gets their name and number, and calls them, or passes them to group sales.

Can it call wedding guests from last year?

It calls the organizers of repeat events you choose, like reunions and annual galas. One-time wedding guests aren't on its list unless you add them.

Hear it on your phone

Request a demo call and the agent phones you, set up for hotels like yours.

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