Optime Conference, a complete solution for conference and event management

Conference makes the planning, day-to-day management, and post event activities simple to manage and fully connected.

Get a complete view of your venues and events

Conference makes it simple to plan and have complete understanding of how your events and activities resources are being used.

Simple step-by-step event reservation

Conference breaks down the event reservation process into simple steps – venues, catering, accommodation and other activities and services.

Manage changes anytime with ease

Conference allows bookings and events to be amended at all stages of the event journey. Estimations and predicted catering and services can be entered and subsequently updated after events take place.

Reduce time consuming administration

Conference makes it quick and easy to create booking reservations and customer quotes, as well as automating the complete customer charges, discounts and invoicing process.

See all Conference Capabilities

Optime Support

The Optime Support Centre is your portal to gain fast technical assistance from our team. You also have access to our self-help knowledge base covering topics such as getting started and FAQs.

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Capabilities

A hub for all your key event activity planning and management

Key functions

Venue Sourcing

Plan and reserve venues for upcoming events and bookings. Find rooms that best meet your customers’ needs – size, location, facilities, and cost.

Quotation Management

Provide potential customers with booking quotations, including detailed breakdowns of venue, catering, and accommodation bookings. Internal and external charging, rate management, discount management all included as standard.

Catering Fulfilment

Conference provides complete management of catering requests. Create individual items, menus, and packages for your customers to choose from. Simple on-the-day management and notifications and easily update last minute changes to catering and quantities.

Event Tasks and Activities

Create and assign tasks linked to events. This can range from providing additional equipment, layout changes, concierge for guests or additional catering requests.

Delegate Packages & Accommodation

Build delegate packages that allows customers to buy pre-set packages, including venue, catering, drinks, and accommodation offerings. Easily re-configure or add-to existing package offerings.

Complete Charge Management

Configure and control the charges customers pay for different aspect of their booking. This includes variable rates, VAT management and future-planning of charges.

Customer Invoicing

Review and update a summary of charges for bookings before automatically invoicing customers.

Client Portal

Users can login to the Client Portal to manage their account. They can edit their details, view existing event bookings or request new bookings. Outstanding charges and invoices can also be managed here.

Event Programme

Event Calendar

Accommodation Bookings

Additional features

Space Utilisation Analysis

Reporting insights to help you make smart decisions regarding resource usage, costs and future planning.

Room Schedule Displays

Meeting room screens provide staff with a workplace connection, making it easy to see availability, book rooms and free-up unused resources.

Complete Customisation

Custom branding, finance and invoicing configuration and customer notification workflows allow complete control of the user experience.

Notifications and Privacy Controls

Staff receive notifications relevant to their responsibilities and the resources they manage. You can hide sensitive meeting names to protect privacy.

Payment Settings

Enhancing user
experience

Intuitive User Interface

The Conference workflows are easy to navigate and understand, so you can concentrate on resourcing solutions and not finding your way around a piece of software. There is also a help tool should you ever need assistance.

Multi-User Role-Based Capabilities

Set up for single or multiple users, allowing team-based collaborative working on different aspects of the organisation process.

Mobile Devices

Bookings are easily accessible using mobile devices and digital signage. Giving you the freedom to make bookings and access resource information from anywhere.

Accessibility

Fully WCAG 2.1 compliant, providing an accessible experience for a broader audience ability.

Technology

Setup and Configuration

Intuitive and flexible tools for on-boarding data and users, as well as a high level of configurability including branding, terminology and language support.

Cloud-Based Web Application

Easily distributable cloud-based web application reduces the load on your local network infrastructure and support team.

Performance

From general management tasks to complex workflows for automated approval at high-volume usage, the system utilises in-built caching and elastic scaling to ensure a consistently reactive experience for the end-user.

Security

End-to-end encryption is employed for all data traffic and personal account security, including full GDPR compliance.

Interfacing and API

Optime’s flexible Application Programming Interface (API), allows accommodation data to be interfaced with other applications or hardware. These capabilities are extensive and fully documented.