Modern hoteliers, especially those managing event spaces, need to leverage hotel software solutions to streamline operations, enhance guest experiences, and drive revenue growth — but it can be hard to know where to start or how to find the best options for your business.
We’ll break down the essential components of a successful hotel tech stack, share best practices for selecting software, and explore how technology can transform your event management operations.
Want even more expert advice on auditing your hotel tech stack and choosing the right software solutions? Register for our free webinar with Caryl Helsel of Dragonfly Strategists on February 26:
Why a Modern Hotel Tech Stack Matters
The expectations of today’s guests have evolved. Modern travelers demand seamless service from the moment they book their rooms or event spaces through to their departure.
For hotels, this means adopting an integrated tech stack that can manage everything from group reservations and billing to event planning and guest engagement.
Here’s why investing in the right hotel tech stack is critical:
- Enhanced Guest Experience: An integrated system ensures that every interaction — from booking to check-out — is smooth and personalized.
- Operational Efficiency: Automation of routine tasks minimizes human error and frees up your team to focus on high-value interactions.
- Data-Driven Decisions: A unified tech stack provides comprehensive analytics that inform smarter business decisions.
- Competitive Edge: Leveraging the best hotel software can help you differentiate your service and property in a crowded market, giving you a leg up on the competition.
Key Components of a Modern Hotel Tech Stack
To build an effective tech stack, hoteliers must consider software that not only meets their current needs but is also scalable for future growth. Below are some critical components that should be part of your overall hotel tech stack:
1. Property Management System (PMS)
A reliable PMS is the backbone of your hotel operations. It manages reservations, check-ins, check-outs, billing, and more. When selecting a PMS, ensure it integrates seamlessly with other software in your tech stack.
- Key Considerations:
- Real-time updates and reporting
- Integration capabilities with third-party tools
- User-friendly interface for quick staff onboarding
2. Event Management Platform
For hotels with event spaces, an event management system is essential. It should handle everything from tracking booking inquiries, proposals, and Banquet Event Orders, to contract management and invoicing.
The right event management platform should be integrated and synchronized with your PMS, ensuring a single point of truth across your group sales and catering operations and less manual administrative tasks.
- Key Features to Look For:
- Customizable proposals, documents, and invoicing
- Integrated event calendar and scheduling tools
- Built-in CRM capabilities to store customer information, special rates, and preferences for coordinating between departments
3. Customer Relationship Management (CRM)
A hotel CRM system helps you manage guest interactions and build lasting relationships. It’s especially important for managing recurring events and personalized guest experiences.
By integrating your CRM with other components of your hotel tech stack, you ensure a consistent and comprehensive view of guest data.
- Benefits:
- Enables tailored marketing and follow-up strategies
- Improved guest satisfaction and loyalty
- Enhanced data analytics for deeper customer insights
4. Point of Sale (POS) Systems
Efficient POS systems streamline transactions for services such as dining, room service, and event catering. An ideal POS solution should integrate with your PMS and CRM to ensure accurate billing and reporting.
Software like Event Temple can help streamline your invoicing and payment processes for sales and catering through integrated eSignature contracts and online payment functionality.
- Advantages:
- Faster checkouts and payment processing
- Reduction in manual errors
- Comprehensive sales and inventory management
5. Central Reservation Systems (CRS)
The CRS is where all booking channels converge. It ensures that rates and availability are consistent across all platforms, whether guests book directly through the hotel’s website, through an Online Travel Agencies (OTAs), or via a Global Distribution System (GDS).
The CRS feeds into the PMS to update room inventory in real-time, which is critical for avoiding overbookings and ensuring a smooth guest experience.
6. Revenue Management System (RMS)
A Revenue Management System (RMS) is utilized to optimize a hotel's revenue and occupancy rates. The RMS uses data-driven insights to predict market demand and help determine the best prices for hotel rooms at any given time.
If you want a deeper dive on the major components of a robust hotel tech stack, grab a free copy of our eBook: Mastering Your Hotel Tech Stack.
Evaluating the Best Hotel Software For You
Selecting the best hotel software for your property requires careful consideration of your current operations, future growth plans, and the unique needs of your property and event spaces.
Here are some steps to guide your evaluation process:
Assess Your Current Tech Stack
Before investing in new solutions, conduct a thorough audit of your existing systems. Identify gaps in functionality, integration challenges, and areas where manual processes still prevail.
- Questions to Ask:
- Which systems are outdated or underperforming?
- Where are the bottlenecks in your operations?
- How well do your current systems communicate with one another? Do they?
Define Your Requirements
Outline what you need from your tech stack. For hotels with event spaces, this might include:
- Advanced event management features
- Customizable proposal templates and invoicing tools
- Seamless integration between front-of-house and back-office operations
Ask your front desk, sales, and event staff where their biggest frustrations lie or where they run into issues with clients to help identify opportunities for improvement and surface any blind spots you’re not considering.
Research and Shortlist Providers
Investigate the market to identify software providers that specialize in hospitality solutions — Hotel Tech Report is a great place to start.
Look for vendors with a proven track record, read reviews from users, and hone in on those who understand the unique challenges of hotels with event spaces. Request demos and case studies to see the software in action.
Consider Change Management
Implementing new software is more than a technical upgrade — it’s a process change that involves your entire team. Ensure that the provider offers robust onboarding, training ,and support. Effective change management will:
- Ease the transition for your staff
- Encourage internal adoption and excitement
- Minimize disruptions to daily operations
Integration Capabilities
One of the most critical factors is how well the new software integrates with your existing systems. The best hotel software for you should act as part of an integrated ecosystem rather than a standalone tool.
Set yourself up to be able to scale for growth. Look for solutions that offer APIs, seamless data sharing, and robust support so they can grow with your business.
Best Practices for Building Your Hotel Tech Stack
Successfully building and maintaining a modern hotel tech stack involves ongoing evaluation and refinement rather than a “set it and forget it” approach. Here are some best practices to consider:
1. Prioritize User Experience
The best systems are those that are intuitive and easy to use. Prioritize solutions that require minimal training and allow your team to focus on what they do best — delivering exceptional guest experiences.
2. Invest in Scalability
Your hotel tech stack should grow with your business. Whether you plan to add more event spaces, expand to new locations, or increase the number of services you offer, choose software that can scale accordingly.
3. Foster a Culture of Innovation
Encourage your team to embrace new technologies. Offer continuous training and create an environment where feedback is welcomed.
When your staff is engaged and knowledgeable about your tech stack, they become ambassadors for change and innovation and you’ll be sure that there isn’t powerful functionality going unused because your team isn’t aware of your software’s capabilities.
4. Leverage Data Analytics
Modern hotel software should provide actionable insights. Use data analytics to track guest behavior, keep your finger on the pulse with pace reports, monitor operational efficiency, and make informed decisions.
This data can be a game-changer in optimizing your event spaces, sales processes, and overall operations.
5. Regularly Review and Update
Technology evolves rapidly. Regularly assess your hotel tech stack to ensure it remains aligned with your business goals and industry trends. Schedule periodic reviews to identify opportunities for upgrades or new integrations.
Streamline Operations & Boost Business With The Right Hotel Tech Stack
In an industry where guest expectations are higher than ever, a modern and integrated hotel tech stack is essential for success. By investing in the best hotel software and following best practices for selection and implementation, hoteliers can streamline operations, boost team productivity, and, ultimately, deliver unforgettable experiences for their guests.
Are you ready to transform your hotel tech stack?
Register for our free webinar: From Selection to Success: A Hotelier’s Blueprint for Tech Transformation and Team Buy-In.
