FAQ for Planners

Who can use Azavista?

Azavista's user-base is comprised of planners and suppliers from the group travel and event planning industries. Key users include Tour Operators, DMCs, Corporate Planners, Enterprises, Events Agencies, Hotels, Restaurants, and Coach Companies

What features does Azavista offer?

eRFP Negotiation Tool:

• Group Accommodation - Send multiple group accommodation requests in one click; choose from 50,000 hotels worldwide or work with your own preferred hotel.
• Meeting Space - Request meeting room proposals in one click; choose from 50,000 hotels worldwide, or work with your own desired venues.
• Group Transportation - Plan and book coach transportation; Send requests to over 500 coach suppliers worldwide.
• Group Restaurant Reservations - Book and arrange dining space for your group while easily finalising menus, drink packages & seating online. Send requests to over 1000 restaurants, suitable for groups, worldwide.
• Price Overview & Communication - Complete overview of all received offers. Monitor responses, compare prices and find the best deal. Communicate directly with all suppliers, negotiate and agree on prices, send updates and more.
• e-Contracting: Establish cancellation and payment conditions with all suppliers, receive and sign contracts online via Azavista. Receive notifications for payment deadlines.

Advanced Registration Tool

• Event Websites & Registrations: Create customized event websites, add sessions, create email templates, set communication preferences, create custom registration forms, allow seating selection and more.
• Rooming-List Manager: Create, send and update rooming-lists. Send through the system with a click of a button. Suppliers are automatically updated when changes are made.
• Itinerary Maker: Create, tailor and share your event itinerary in just a few minutes.
• Consolidated Reporting: Monitor and analyse quantitative and qualitative data from event registrations, delegate feedback and sourced suppliers. Examples include: number of registrants, number of RFPs sent out, budget spend and total costs, booked suppliers, declined invitees and more.

Azavista Analytics

• Azavista processes more than 20 million hotel prices daily and provides planners, with valuable live market data that can facilitate cost effective planning, business and marketing decisions. Azavista currently analyses information from 43 main cities in Europe, the United States and South America.

Extra Features

• VAT Refund: Upload your group travel and event related invoices and claim VAT refunds.
• Proposal module: This module has been especially designed for Event Agencies, DMC's, PCO's and Tour Operators. After receiving quotes from suppliers in Azavista, select the services your client requires, add your mark-up and the system will automatically generate the proposal. You can provide us with your logo and branding, for customized proposals.

User Extras:

• Free online training available
• The Azavista Customer Support Team will make certain all RFPs, contracts and events have a timely follow-up so planners can make the best decisions according to deadlines

What are the benefits of using Azavista?

• Connect with over 50,000 hotels, restaurants and coach suppliers worldwide
• Send a request in less than two minutes, monitor responses and efficiently negotiate group accommodation, transport, meetings, and dining; compare prices and find the best deal
• All groups, events and meetings in one location, one overview
• Handle all event logistics, from custom event websites to registrations and consolidated reporting
• Standardisation of the workflow eliminates language barriers, prevents misunderstandings and helps both parties keep track of all negotiation steps in a central system, including contracting and rooming lists
• Eliminate excessive phone calls and emails
• Easily communicate and maintain direct contact with suppliers, as well as delegates

How can I send out a request?

The platform has a user-friendly interface, allowing planners to send out requests in less than two minutes. The simple RFP form ensures planners can fill out the form, input desired criteria and send RFPs to multiple suppliers that fulfil the search requirements. Azavista offers over 50,000 hotels, restaurants and coach suppliers worldwide, but planners can also work with his or her own preferred suppliers, if necessary.

For a detailed explanation of how to send out requests, you can watch the Azavista demo video. You can also sign-up for a demo or contact the Support Team for a private demonstration of our online group travel solution. Alternatively, planners can simply sign-up for a free 30 day trial of the Professional Account on the Azavista website.

Can I use Azavista for individual hotel requests?

Azavista is an online platform specialized in group travel and event management. The suppliers listed in our database are those that can efficiently cater for groups. Our main focus is group bookings, but if a planner requires to process an individual booking, our system supports this option too.

How can I edit my profile?

When you subscribe to Azavista we will send you log-in details in order to access your account and edit your profile. Once in the system you can change your password at any time and also access your company profile in order to update it. You can also access your account via the direct links you receive in the eRFP notification emails.

Do I need to follow-up to my RFPs?

No; the Azavista Customer Support team is automatically following-up on eRFPs and guarantees that you will receive your offer according to the designated deadline.

Is the platform available in languages other than English?

Yes, the platform has currently been localized in 12 languages: English, French, Italian, German, Spanish, Dutch, Bulgarian, Turkish, Hungarian, Croatian, Romanian and Russian. We are currently working on Portuguese and Greek. As we enter new markets, additional languages will be introduced.

Do I have to install Azavista on my computer?

Azavista is a SaaS application, that is available online and requires no implementation or installation. It does not require any technical structure. This means you can access the system from anywhere, as long as you have access to the Internet; Azavista is Web-based.

How much does Azavista cost?

In order to view our pricing please send us an email at support@azavista.com for a custom quote.

Will Azavista reduce personal contact?

No, through Azavista the communication between supplier and planner is direct. The interface facilitates this contact and helps in avoiding miscommunication and errors. The contact details of the planner are always visible, so the supplier can call them at any time.

Is my personal data protected in Azavista?

Yes, Azavista's technical department continuously monitors all RFP processes and server activities and ensures the protection of any information or data provided by its users. Please see the Company links below for our Privacy policy.