Questions & Answers
If you have any questions, please do not hesitate to contact us, we look forward to hearing from you. You may find the answer here, too.
Hotel Presentation
► Is the maintenance of my hotel presentation on seminargo.com free of charge?
Yes. Log in (Help login). In the master data area, you can always maintain your presentation at any time. Optimize your hotel presentation in just a few minutes.
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► Can I maintain the photos of my presentation of the hotel?
Yes. Log in first (Help login). In the master data area, you can always maintain your display. Click the Pictures tab in the Details tab. Here you can upload pictures.
Allowed formats: JPG or PNG
size/image: Maximum of 10 MB
Number of pictures: This is arbitrary. Our recommendation: At least 1 outdoor view photo, 2 room photos, 2 gastronomy photos, 1 picture per seminar room and if you offer leisure activities, also leisure pictures.
Our tip: The standard image is the first – decisive – visual impression of your seminar location. Choose your best photo and put it online now.
► Can I create a seminar room, which is divided into several rooms, separately as a seminar room?
Yes. For type, simply specify a room combination.
Our tip: We recommend to add each room separately.
Online Prices
► Do I have to register prices in order to be bookable as a seminar location on seminargo.com?
No. However, if you have not entered any price lists in the system, the customer does not see a price quote. The customer can still request your hotel and you will have the possibility to upload an individual offer in PDF format in the system.
Our tip: Deposit your prices in the system and save to write an offer. Your hotel is also in the front line of the search.
► Can I still adjust the prices on the request-for example if I can't keep the price deposited due to a trade fair?
Yes. You can click "Show prices & Edit" below the listing for each request. Then you have to click on "+ New price sheet". You can then adjust the prices for this request.
Our tip: You can generally enter several prices-for example, seasonal prices or fair prices. You can do this in the master data in the tab prices.
Booking Process: Request – Offer – Option – Reservation/Cancellation
► Inquiry | Can the customer directly request on seminargo.com or does the seminargo team accept this entry for the customer?
Both. The customer enters his seminar data on seminargo.com himself and the hotel booking system provides appropriate hotel suggestions. Furthermore, the well-known seminargo mediation service, of course, continues as usual, i.e. we assist our customers in the search for hotels. In this case, we enter the request in the system.
► Inquiry | The link "to the request" in the reminder email does not work anymore, why?
The link is only active for 96 hours. After that, please go to your Hotel-Dashboard (enter email address + password) and answer the request there.
► Offer – Hotels without prices | Why can't I click the "Confirm Availability" button?
In this case, no offer has been uploaded. The button will not become active until a quotation (pdf) has been uploaded. If the offer is then uploaded, this must be confirmed by means of "confirm availability".
Our tip: We recommend you to deposit your prices, then you do not have to upload an offer every time.
► Offer – Hotels with prices | The offer details are in the case of DBL "4", 4 persons or 4 double rooms?
4 persons, because the price per person is shown here.
► Cancellation of inquiry | Can I read the customer's rejection reasons?
No. This option does not exist, as the customer chooses a hotel and thereby automatically rejects the other hotels requested.
Our tip: If desired, you can contact the account manager at seminargo.
Premium version (tour operator business)
► Are the cancellation conditions of seminargo.com always valid for the tour operator business?
For events over 50 rooms or more than 50% of the room capacity of each hotel, the contracting party has the right to propose deviating cancellation conditions at the time of the offer. (This only applies to premium bookings, and in the case of mediation bookings, your own hotel conditions apply.)
► Where do I see who is coach or power user?
When you click on the tab “list of participants” in the seminar data tab, you can see right in the collection who is the trainer or power user.
► Can I contact the customer directly as a hotel?
Due to the multitude of bookings, our premium customers want to keep the direct contact to hotels as low as possible, as the respective account manager of seminargo.com is to act as an interface between the hotel and the end customer. In case of an event, however, the direct contact between the customer and the hotel can be made after consultation with the end customer.
Invoicing
► What is the difference in invoicing between a premium booking (P) and a mediation booking (O):
Premium Booking: seminargo.com acts as organiser, therefore the offsetting is carried out via billing via seminargo.com
Mediation booking: seminargo.com acts as an intermediary, therefore the settlement is settled directly between the hotel and the customer. After completion of the event, seminargo.com receives a copy of the customer invoice including all services paid on the spot and creates a commission invoice for the hotel in accordance with the agreement.
► How is the commission calculated?
For premium customers seminargo will benefit from all booked services (including on-site paid services) such as: seminar packages, previous days arrivals, technical equipment, room rentals, ordered drinks at meals and in the seminar room, cancellation and/or no show services (as long as they do not fall into the free deviation) The sum of all net benefits added and the Commission plus the statutory VAT. deducted from the credit invoices. This excludes gratuities, local taxes as well as third parties services.
In the case of mediation bookings, the total gross invoice amount including all services paid directly on site, however, exclusive tips, gratuities, local taxes and third parties services are taken as basis for the calculation plus statutory VAT. Charged by separate commission invoice.
► What is the free deviation and how does it calculate (for premium bookings)?
If an event takes place and there are cancellations in the 50% and/or 100% cancellation phase as well as any no show services of booked services, the free deviation comes into effect.
Calculation basis for the maximum of 15% free deviation is the highest booking value within the 100% reversal period and refers to all booked services which are deposited with prices in the premium tool. If a complete cancellation occurs within the 50% cancellation period, the free deviation is not applicable.
► Help with the hotel conclusion of the invoice (applies to premium bookings)
There are 7 tabs at the hotel conclusion area; the data indicated can be adjusted by the hotel.
- Attendee list - is adjusted, how many people were actually present
- Meeting rooms - here the technical equipment and seminar rooms can be edited
- Accomodation & Catering: here you can edit accommodation and catering services
- Add receipts - here, the hotel has the possibility to specify additional consumptions
- Accept services - The performance statement should be signed by the Trainer/service taker and the hotel staff and include the correct number of participants, as well as all services for the seminar as well as all extra receipts
- Collect receipts – here if available, receipts as well as the signed performance list need to be uploaded
- Release invoice - The hotel can now view the proforma credit invoice and can release the invoice for seminargo.com. Should there be cancellation/no show fees which exceed the 15% free deviation, the hotel may grant a cancellation waiver either over the total cancellation costs or individually to the customer