Room lines per day
Choose room, date and time. The price is calculated from the room's conference price per hour and can be adjusted per line. A multi-day conference with a plenary room and group rooms is set up day by day.
The conference package, an add-on to Roombook
Send the quote and plan the conference where the rooms are already booked
The quote collects rooms, catering and VAT, and the customer approves it with one click. The conference plan that the kitchen and serving staff work from is created from the same quote. Everything lives in the same system as the booking calendar.
The package costs 500 SEK a month excluding VAT. You pay nothing per quote, there is no lock-in and nothing to install.
The whole conference fits in one quote
A conference often spans several rooms, several days and a long list of options. In Roombook you build it as a single quote instead of a pile of bookings, a spreadsheet and an email. The quote gets its own number automatically, numbered per year (YYYY-NNN).
Food, coffee and drinks
Build the quote from your own catering catalogue with a price and VAT rate per item. Special diets follow along to the plan when the conference is confirmed.
Staff and equipment
Technicians, projector, sound system or anything else you rent out is added as lines of its own with its own price.
Discount in percent or kronor
The discount is distributed automatically across the VAT rates in proportion to the amounts, so the VAT comes out right without anyone counting by hand.
PDF straight to the customer
The quote is emailed as a PDF with your logo and company details. It has a combined specification and the VAT shown per rate.
The rooms stay free
As soon as the room lines exist they occupy the time in the calendar, and nobody else can book the room while the customer is thinking. The quote is valid for 15 days, less if the conference is close in time.
The customer answers with one click
The email has a personal link. The customer reads the quote, types their name and approves or declines, with no account and nothing to print. You get an email as soon as the customer has answered.
Example: day conference at 595 SEK/person
Save venue, lunch and coffee as a package and add it with one click. The lines get the customer's number of guests, the VAT comes out right per line and the price is shown in kronor per person.
The same terms every time
A package can include your cancellation terms, which are then filled in under Other. You can also copy an earlier quote with customer, lines and discount and just add new dates.
The customer can approve in the link, or you click Confirm after a phone call. All room bookings are then approved at once, and the customer gets one combined confirmation email instead of one per room.
Then the conference plan takes over
The quote is about money, and the plan is about making the conference work on the day. The plan is created automatically when the quote is confirmed, so nobody has to copy anything by hand.
If you change the number of participants in the plan the quote is updated, and the other way round. They always show the same number.
Run sheet
Timed items for the whole conference, which you edit directly in the plan.
Kitchen and serving
Instructions of their own for the kitchen and the serving staff. Quantities, times and location are filled in automatically.
Layout and special diets
Theatre, classroom or U-shape with a furniture layout drawing, and a combined list of special diets.
A PDF per department
Each department gets a printout with what it needs. The kitchen gets the kitchen sheet and the host gets the run sheet.
What is included in the package
Everything below is activated together on your account. The calendar, permissions, display screen and history are already in the base plan.
- Quote handling
- Quote with rooms, staff, resources, catering and discount. PDF, sending, confirmation, declining and cancellation. The customer approves or declines online through a personal link. Changes after the confirmation are saved and shown in the quote.
- Packages and templates
- Ready-made sets of resource and catering lines with a price per person and standard text for terms. They are added with one click and can be freely adjusted in the quote afterwards.
- Catering catalogue
- Food, drinks and coffee with a price and VAT rate per item.
- Room setups
- Theatre, classroom, U-shape and setups of your own, with a maximum number per setup.
- Resource booking
- Projector, whiteboard, sound system and other equipment are booked together with the room.
- Confirmation and reminder
- A confirmation email with a calendar file (.ics) and a reminder email at 07:00 on the same day.
- Furniture layout drawings
- Draw the room's layout and reuse it in the plan and on the kitchen and serving sheets.
- Conference plan
- Run sheet, kitchen and serving instructions, layout, special diets and a PDF per department.
What does the conference package cost?
The package has a fixed price per month. You pay nothing per quote, per user or per conference, and there is no lock-in.
Free
0 SEK
per month excl. VAT
For venues with at most 2 rooms.
- Up to 2 rooms
- Unlimited users
- Unlimited bookings
- The conference package can be added
With the package it comes to 500 SEK/month excl. VAT.
Conference package
+500 SEK
per month excl. VAT
Activated on your account on top of Free or Pro.
- Quotes with PDF and VAT breakdown
- The customer approves online
- Packages priced per person
- Catering catalogue
- Room setups and furniture layout drawings
- Resource booking
- Confirmation and reminder emails
- Conference plan with a PDF per department
- Support directly by email
Pro
250 SEK
per month excl. VAT
For venues with more than 2 rooms.
- Unlimited rooms
- Unlimited users
- Recurring bookings and approval
- Display mode, QR code and LDAP
With the package it comes to 750 SEK/month excl. VAT.
All prices exclude VAT. There is no lock-in, you can cancel whenever you like and get an export of your data.
Christian free churches get a discount. Email me and I'll tell you more.
Frequently asked questions about the conference package
If you don't find the answer here, send an email.
What does the conference package cost?
500 SEK a month excluding VAT per account, on top of the plan. With the free plan (up to 2 rooms) that comes to 500 SEK a month, and with Pro (250 SEK a month, unlimited rooms) 750 SEK a month. It costs nothing per quote, user or conference, and there is no lock-in.
How is VAT handled in the quote?
Prices are stated excluding VAT. Rooms and resources carry 25% VAT, and catering carries a VAT rate per item (normally 12%, alcohol 25%). The discount is distributed proportionally per VAT rate before the VAT is calculated, and the PDF shows the VAT per rate.
Are the rooms blocked once we have sent a quote?
Yes. The room lines reserve the time in the calendar straight away, so nobody can double-book while the customer is thinking. The times are released if the quote is declined or deleted. If the validity period runs out without an answer nothing is cancelled automatically, the quote is just marked as expired.
Can we change a quote after the customer has confirmed?
Yes. Rooms, prices, catering and the number of participants can be changed afterwards. Every change made after the confirmation is saved and shown in the quote, so nothing changes silently.
Does the customer need an account to approve the quote?
No. The quote email contains a personal link. The customer opens it, reads the quote, types their name as a signature and approves or declines, without logging in. The link only works for that quote and stops working when you send a new version. The customer cannot approve after the validity period has passed. You get an email as soon as the customer has answered.
Can we have ready-made packages priced per person?
Yes. Save venue, lunch and coffee as a package and add it to each quote with one click. Lines that are counted per person get the quote's number of guests, and if the number changes the system asks whether the lines should follow. The rooms are added separately, since they are bookings with dates of their own.
Can we export to the accounting system?
Yes. Confirmed quotes can be exported as a SIE file with the accounts mapped to the Swedish BAS chart of accounts. The accounting export is a separate add-on, so ask me about price and set-up.
How do we get started?
Create a free account and add your rooms. You can also book a walkthrough, and I'll activate the package and we go through the set-up together.
Want to see the package with your own rooms?
We go through the package with your rooms and your catering catalogue, and I activate it on your account when you are ready. The package costs 500 SEK/month excl. VAT and has no lock-in.