Automate scheduling and communications for busy conference centers and venues

Automate scheduling and communications for busy conference centers and venues

Reduce no-shows, coordinate staff, and scale bookings with workflow automation built for meeting rooms and events.

Reduce no-shows, coordinate staff, and scale bookings with workflow automation built for meeting rooms and events.

Workflow builder showing conference center reminder setup with 24 hour email confirmation before event

Approuvé par des entreprises en forte croissance dans le monde entier

Approuvé par des entreprises en forte croissance dans le monde entier

Approuvé par des entreprises en forte croissance dans le monde entier

How it works

How it works

Build reliable, scalable scheduling workflows for rooms, staff, and vendors

Build reliable, scalable scheduling workflows for rooms, staff, and vendors

01

Connect your calendars and rooms

Sync venue calendars, room resources, and staff availability. Map meeting room rental inventory to event types, set buffer times, and avoid double booking across corporate meeting space and hotel conference rooms.

02

Define triggers and actions

Choose triggers like booking created, rescheduled, or capacity reached. Automate actions such as email, SMS, or WhatsApp reminders, internal Slack alerts, and vendor notifications for catering, AV, and security teams.

03

Personalize guest and vendor communications

Brand confirmations and updates, collect attendee details, send badges or access info, and tailor training room rental instructions by room, capacity, and layout to boost attendance and on-time arrivals.

Benefits for conference centers

Benefits for conference centers

Increase utilization, reduce no-shows, and deliver a consistent experience for clients and attendees

Increase utilization, reduce no-shows, and deliver a consistent experience for clients and attendees

01

Maximize room utilization and revenue

Every idle hour costs money. Cal.com helps you fill gaps with accurate availability, pooled resources, and smart routing. Route inquiries to the right corporate meeting space or training room rental, ensure holds expire on time, and automate reminders so prospects convert. With real-time availability for hotel conference rooms and on-site spaces, staff can quickly reassign rooms or extend events without conflicts. Self-hosting and open-source flexibility let IT integrate existing CRMs and PMS systems to capture upsell opportunities while keeping control of data and workflows.

02

Reduce no-shows with proactive communication

Missed arrivals hurt schedules and budgets. Automate multi-channel reminders that confirm headcounts, share parking and access details, and send day-of directions. Cal.com workflows support email, SMS, and WhatsApp to reach attendees where they are. For conference centers near me searches that drive last-minute bookings, confirmations go out instantly, with optional pre-event check-ins. If plans change, rescheduling is smooth, and staff receives alerts to reset seating or AV, minimizing waste while protecting the guest experience.

Bookings dashboard for conference center rooms showing today and tomorrow events

03

Streamline vendor coordination and compliance

Large events depend on AV, catering, and facilities. Cal.com routes bookings to the right teams, triggers internal notifications at set thresholds, and attaches requirements like stage setup or dietary needs. Role-based messages keep vendors informed without overloading guests. For regulated industries, store audit trails and consent logs, and leverage our API-first architecture to connect visitor management tools. When multiple events overlap, workflows sequence load-in, security, and cleanup, keeping corridors clear and timelines on track.

04

Deliver a branded, premium guest experience

From first inquiry to post-event follow-up, communication shapes perception. Customize confirmations, floor plans, and signage instructions by room type and brand. For meeting room rental clients, embed room photos, capacity charts, and add-ons in messages. Corporate meeting space guests can receive calendar holds, badge QR codes, and Wi-Fi details automatically. After the event, send surveys and invoices, or trigger sales workflows for repeat bookings. Cal.com ensures every interaction feels consistent, helpful, and on-brand.

Features built for modern venues

Features built for modern venues

Open, API-first scheduling infrastructure that adapts to your venue’s tech stack

Open, API-first scheduling infrastructure that adapts to your venue’s tech stack

Resource and room pooling

Group rooms by capacity, layout, or building. Automatically route bookings to the best-fit space, prevent double booking, and respect buffers for setup and teardown.

Multi-channel reminders and updates

Send email, SMS, and WhatsApp reminders to attendees, organizers, and vendors. Time messages to confirmations, check-ins, and post-event follow-ups to reduce no-shows.

Conditional workflows and approvals

Require approvals for large events, alcohol service, or VIP access. Trigger internal reviews when headcount or budget thresholds are reached.

Calendar and PMS integrations

Connect Google, Microsoft, and enterprise calendars, plus property and event systems. Keep availability in sync for hotel conference rooms and on-site resources.

Self-hosting and enterprise security

Run Cal.com in your own cloud for data control. SSO, SCIM, role-based access, audit logs, and granular permissions support enterprise compliance needs.

Developer ready API and webhooks

Use our API to create bookings, manage resources, and trigger webhooks to AV, signage, and billing systems. Extend logic with custom fields and forms.

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Tous vos outils clés synchronisés avec vos réunions

Cal.com fonctionne avec toutes les applications déjà dans votre flux, garantissant que tout fonctionne parfaitement ensemble.

Tous vos outils clés synchronisés avec vos réunions

Cal.com fonctionne avec toutes les applications déjà dans votre flux, garantissant que tout fonctionne parfaitement ensemble.

Tous vos outils clés synchronisés avec vos réunions

Cal.com fonctionne avec toutes les applications déjà dans votre flux, garantissant que tout fonctionne parfaitement ensemble.

Questions fréquemment posées

Questions fréquemment posées

Voici quelques-unes de nos questions les plus fréquentes.

Voici quelques-unes de nos questions les plus fréquentes.

How does Cal.com prevent double booking across rooms and staff?

Cal.com maps resources to event types and pools rooms by rules like capacity and layout. Availability is checked in real time across calendars and buffers, preventing conflicts for rooms and assigned staff.

Can we automate vendor notifications for AV and catering?

Yes. Use workflows to trigger emails, SMS, or Slack messages to vendors based on booking type, headcount, or timing. Include setup notes, diagrams, and access instructions automatically.

Does Cal.com support approvals for large or high-risk events?

Yes. Configure conditional approvals. When thresholds like attendee count or alcohol service are met, the booking routes to managers for review before confirmation is sent.

How do reminders help reduce no-shows for conference centers?

You can schedule branded email, SMS, and WhatsApp reminders with access, parking, and arrival instructions. Send confirmations, day-before details, and day-of prompts to keep guests on time.

Can we manage training room rental with different layouts?

Yes. Create event types for classroom, theater, or boardroom layouts. Attach setup buffers, capacity limits, and custom instructions so staff and guests see the right details automatically.

Is Cal.com available for self-hosting with enterprise security?

Yes. Cal.com offers self-hosting with SSO, SCIM, audit logs, and role-based access. Enterprises gain data control while keeping the same workflow capabilities and APIs.

How do we integrate with our CRM or property systems?

Cal.com is API-first. Use webhooks and SDKs to sync contacts, opportunities, and bookings with your CRM or PMS. Push updates bi-directionally to keep sales and operations aligned.

How does Cal.com prevent double booking across rooms and staff?

Cal.com maps resources to event types and pools rooms by rules like capacity and layout. Availability is checked in real time across calendars and buffers, preventing conflicts for rooms and assigned staff.

Can we automate vendor notifications for AV and catering?

Yes. Use workflows to trigger emails, SMS, or Slack messages to vendors based on booking type, headcount, or timing. Include setup notes, diagrams, and access instructions automatically.

Does Cal.com support approvals for large or high-risk events?

Yes. Configure conditional approvals. When thresholds like attendee count or alcohol service are met, the booking routes to managers for review before confirmation is sent.

How do reminders help reduce no-shows for conference centers?

You can schedule branded email, SMS, and WhatsApp reminders with access, parking, and arrival instructions. Send confirmations, day-before details, and day-of prompts to keep guests on time.

Can we manage training room rental with different layouts?

Yes. Create event types for classroom, theater, or boardroom layouts. Attach setup buffers, capacity limits, and custom instructions so staff and guests see the right details automatically.

Is Cal.com available for self-hosting with enterprise security?

Yes. Cal.com offers self-hosting with SSO, SCIM, audit logs, and role-based access. Enterprises gain data control while keeping the same workflow capabilities and APIs.

How do we integrate with our CRM or property systems?

Cal.com is API-first. Use webhooks and SDKs to sync contacts, opportunities, and bookings with your CRM or PMS. Push updates bi-directionally to keep sales and operations aligned.

How does Cal.com prevent double booking across rooms and staff?

Cal.com maps resources to event types and pools rooms by rules like capacity and layout. Availability is checked in real time across calendars and buffers, preventing conflicts for rooms and assigned staff.

Can we automate vendor notifications for AV and catering?

Yes. Use workflows to trigger emails, SMS, or Slack messages to vendors based on booking type, headcount, or timing. Include setup notes, diagrams, and access instructions automatically.

Does Cal.com support approvals for large or high-risk events?

Yes. Configure conditional approvals. When thresholds like attendee count or alcohol service are met, the booking routes to managers for review before confirmation is sent.

How do reminders help reduce no-shows for conference centers?

You can schedule branded email, SMS, and WhatsApp reminders with access, parking, and arrival instructions. Send confirmations, day-before details, and day-of prompts to keep guests on time.

Can we manage training room rental with different layouts?

Yes. Create event types for classroom, theater, or boardroom layouts. Attach setup buffers, capacity limits, and custom instructions so staff and guests see the right details automatically.

Is Cal.com available for self-hosting with enterprise security?

Yes. Cal.com offers self-hosting with SSO, SCIM, audit logs, and role-based access. Enterprises gain data control while keeping the same workflow capabilities and APIs.

How do we integrate with our CRM or property systems?

Cal.com is API-first. Use webhooks and SDKs to sync contacts, opportunities, and bookings with your CRM or PMS. Push updates bi-directionally to keep sales and operations aligned.

Ne vous fiez pas seulement à notre parole

Nos utilisateurs sont nos meilleurs ambassadeurs. Découvrez pourquoi nous sommes le meilleur choix pour planifier des réunions.

Ne vous fiez pas seulement à notre parole

Nos utilisateurs sont nos meilleurs ambassadeurs. Découvrez pourquoi nous sommes le meilleur choix pour planifier des réunions.

Ne vous fiez pas seulement à notre parole

Nos utilisateurs sont nos meilleurs ambassadeurs. Découvrez pourquoi nous sommes le meilleur choix pour planifier des réunions.

Approuvé par des entreprises en forte croissance dans le monde entier

Approuvé par des entreprises en forte croissance dans le monde entier

Approuvé par des entreprises en forte croissance dans le monde entier

Get started with Cal.com workflows

Automate scheduling for every room, team, and vendor without adding headcount. Set up core workflows in minutes, or integrate deeply with your CRM and PMS. Create a free account or request a tailored demo today.