Event Planner: Plan and manage your group events with ease

Event Planner is an all-in-one platform that empowers event hosts to effortlessly plan, customize, and manage group events—from invitations and guest lists to lodging and logistics—all in one place.

Whether you're organizing a company offsite, conference, wedding, or sporting event, Event Planner streamlines the entire process so you can focus on creating a memorable experience for your guests.

Event Planner is perfect for a variety of group gatherings:

• Business Events: Company offsites, conferences, team retreats

• Personal Celebrations: Weddings and pre-wedding events

• Group Gatherings: Sporting events and other group activities

Key Features

 

• Flexible Booking Options

  • Guests book their own rooms (Company Travel Accounts): Allows guests to book their own accommodations within set guidelines. Guests with Company Travel Accounts can select Flex options and may earn rewards.

  • Book a group room block: Allows you to reserve a block of rooms for your event, giving you control over group accommodations. 

• Guest Management Made Simple

  • Send invitations via email or SMS.

  • Track RSVPs and monitor booking status.

  • Enable travel options for guests to book lodging, flights, and rental cars (if enabled on your account).

• Centralized Event Dashboard

  • Access all your event details and management tools in one place:

    • Create and customize events with themes.

    • Monitor guest bookings and RSVPs.

    • Manage multiple travel components (lodging, flights, cars) under a single event. (if enabled on your account).

    • Coordinate logistics with streamlined visibility tools.

How It Works

1. Create your event: Set up your event details and customize the experience.

2. Invite your guests: Send invitations via email or SMS.

3. Book travel: Guests can book their own rooms through Engine (Company Travel Accounts) or Hosts can secure a room block for the group under one reservation (flights/cars available for Company Travel Accounts if enabled).

4. Track and manage: Monitor RSVPs and bookings through your event dashboard.

5. Flexibility: You and your guests have the flexibility to modify bookings as needed. Our dedicated support team is available to assist you with any booking changes.

How to Create an Event

1. Navigate to Event Planner:

   1. Company Travel Account: Log in to your Engine account, Navigate to Groups, then select Create an Event.

   2. Individual Group Travel Account: Start from the Groups landing page.

2. Enter Event Details: 

   1. Fill out the form with the Event name, location, start/end dates, estimated number of rooms/guests, and an optional description. 

   2. Select Create Event. Your event will be saved as a draft.

3. Customize (Optional): Personalize your event page with a banner image and font choice.

4. Review Dashboard: From your Event Dashboard you can edit details, invite guests, track RSVPs, and set up lodging/submit a Request For Proposal (RFP).

5. Publish and Invite Guests: Select Invite Guests and share your event via a shareable link or email/message invitations. Guests can then view the page, RSVP, and book their lodging.

Note: While you can edit most details after publishing, changes to dates or location may be restricted once guests start booking.

Frequently Asked Questions (FAQ)

1. What is the Engine Event Planner?

   1. Event Planner consolidates all bookings under a single "Event" within your Engine account for easy management. Hosts have the option to allow guests to book their own accommodations within set guidelines such as specific Hotels and dates or book a group room block.

2. What is the main benefit of using Event Planner?

   1. Event Planner takes the stress out of group travel planning, giving you the tools to create seamless events from start to finish.

3. Can I modify bookings made through Event Planner?

   1. Yes, you and your guests can modify bookings just as you normally would. Our dedicated Support team is here to help if you have any questions or need assistance. 

4. Can guests earn rewards on their bookings?

   1. Self-book options allow guests who are Members of a Company Travel Account earn Engine rewards on their bookings.

   2. Individual Groups Travel Account users are not eligible for Engine rewards

5. Can guests use Flex options on their bookings?

   1. Self-book options allow guests who are Members of a Company Travel Account utilize Flex on their bookings.

   2. Individual Groups Travel Account users are not eligible for Flex utilization

6. Who is eligible to create an event?

   1. Engine Members with an Admin role within their of a Company Travel Account.

   2. Individual Groups Travel Account users creating a Room Block RFP (Request for Proposal)

7. Do my guests need an Engine account?

   1. No

      1. Company Travel Account guests can book lodging without an Account

      2. Individual Travel Account guests can RSVP without an Account