Virtuoso Week Exchange

Transcription

1 What is Virtuoso Week Exchange? Virtuoso Week Exchange is a website that enables you to communicate with all registered Virtuoso Week attendees. You can: Book your 10-Minute Attendee-Selected Meetings Manage Virtuoso Department Meetings Respond to invitations to the Destination Showcase Dinner and the Hotels and Resorts Dinner Make a reservation for the Gala Awards Dinner In addition, you can browse attendee profiles, contact attendees, and review your calendar, before and during Virtuoso Week. How to Access How do I access Virtuoso Week Exchange? To access Virtuoso Week Exchange, you must log in on the Virtuoso Events website. Under Virtuoso Travel Week, on the right side of the home page, there is a box labeled Virtuoso Week Exchange. To log in, use your Virtuoso Composer user name and password. Do I have to be registered to access Virtuoso Week Exchange? Yes, you must be registered and have received a confirmation from the Virtuoso Events department to be considered registered. If you did not receive a confirmation, visit the Virtuoso Events website and click the Registration button to go to your Dashboard where you can complete your registration. Once you have completed the registration, you can then access Virtuoso Week Exchange. Profile Can I edit my profile? The information comes from your Composer profile. All changes must be made in Composer.

2 Can I add my photo or company logo? You will be able to upload your company logo once you have logged into the Virtuoso Week Exchange site. Your profile picture comes from your Composer profile. Messages/Confirmations/Reminders How will the messages appear in my inbox? Messages received from Virtuoso Week Exchange will appear in your inbox and will be sent to your business address associated with your Composer profile. How can I be sure to receive the and not have them appear in my Spam or Junk folder? In your program, add virtuosoweekexchange@virtuoso.com as a safe or allowed sender. Because the from Exchange contains logos and links, your program settings may need to be adjusted in order to accept s from Exchange. What type of correspondence will I receive? You could receive meeting requests or confirmations for the 10-minute attendee-selected sales meetings, Cruise Café meetings, Virtuoso Department meetings, and dinner invitations. You can respond to these requests (either to accept or decline) from the or inside Exchange. You may also receive messages from any attendee. Can I send a message through Exchange? Yes, you can also send a direct message to any registered attendee. The message will reside in the Exchange system. We encourage you to log in daily to review all invitations, messages, and meeting requests and respond to these in a timely manner. How do I check for messages once at the event if I don t bring a computer? Kiosk stations will be available throughout the conference area, and soon there will be a mobile application for ipad/iphone and Android devices.

3 Meeting Management How do I manage my meeting availability? Under Update Availability in the main navigation, you can manage your calendar in fiveminute increments. You can block a whole day or certain hours as unavailable. As meetings are confirmed, your availability will be updated. Where do I view my meetings? You can view all meetings and their statuses in Exchange by going to Manage Meetings on the left side navigation. Can I add my meetings to my Outlook Calendar? Yes, you can export your meetings from Exchange to Outlook under Personal Schedule. I am unable to request a meeting with someone, why? The person you would like to meet with may already be confirmed for another meeting at that time, may not yet be a registered attendee of the event, or may not be attending that event day. How do I block my time to not receive appointments? Under Update Availability you can block your calendar in five-minute increments. 4-Minute Appointments Where do I see my appointments? Once Virtuoso has assigned the 4-minute appointment tracks, you will be able to view them online. Appointments will be available in July.

4 10-Minute Attendee-Selected Sales Meetings How do I set up a 10-minute attendee-selected sales meeting with a supplier? On the left side of the screen, select Profiles/Book Meetings. Within this area you may search for someone by Name, Company, or Type. Once you have located the person you would like to meet with, click Request Meeting and select your date and time for your meeting. The date and time options are based on mutual availability of you and the invitee. Will I receive a confirmation once a meeting has been accepted or declined? Yes, you will receive an notification. Where will 10-minute attendee-selected sales meetings be held? Your table for the 4-minute appointments is the meeting place for your 10-minute attendeeselected sales meetings. When are the 10-minute attendee-selected sales meetings available? Immediately following the 4-minute appointments on Monday through Thursday. Destination Showcase & Hotels & Resorts Dinners How do I advise a supplier that I m interested in attending? On your Agenda on online registration, all members are automatically opted in to the supplier-hosted dinners. Only if you are not interested in attending a dinner do you need to update that item on your Agenda. A supplier has already invited me outside of Exchange and I accepted. Where will this appear in the system? All invitations must be sent and accepted within Virtuoso Week Exchange. Outside of Exchange, a supplier invited me to the dinner and I m arriving the evening of the dinner, why don t I see the invitation? You must be registered for the day of the dinner in order to receive an invitation. Can I receive multiple dinner invitations? Yes, however you may accept only one. Once I accept an invitation, could another suppliers request me to sit with them? No, once you have accepted an invitation from a supplier, you cannot receive additional invitations. You would need to cancel the invitation with the first supplier and then you would be able to receive additional invitations for that dinner.

5 How do I accept or decline a dinner invitation? Within Virtuoso Week Exchange, go to Dinners in the left-side navigation. On the Requested tab, you will see all pending dinner invitations. Click Respond, then Accept or Decline. Or you can respond via the invitation that you will receive. If I accept an invitation to a dinner, will my invitations for that dinner be automatically declined? Yes. How do I find out my table number? Virtuoso will assign tables numbers as the event nears. Table numbers will be available in Virtuoso Week Exchange and via . Can member see who else is sitting at my table? No, only the table host has that ability. What if I accidently declined an invitation, but I meant to accept it? You will need to contact the supplier directly to receive another invitation. How long will I have to accept my invitation? You will initially have 72 hours to accept or decline an invitation before it becomes inactive. As the event nears, this time period may be shortened as needed. How do I get placed on a waitlist for these events? There are no waitlists. Can a spouse or other person attend the Onsite or Hotel dinner and what is the cost? No. Spouses/guests are not allowed to participate in the Destination Showcase or Hotels & Resorts Dinners. Is there a cancellation penalty if I cancel for either dinner? Yes, if you cancel after July 31, 2014, a $150 fee will apply.

6 Virtuoso Week Gala Dinner When and where is the Gala Dinner? The Virtuoso Week Gala Dinner will be hosted on Thursday, August 14 th from 6:30 PM 10:00 PM at the Bellagio Hotel. What is the dress for the Gala Dinner? Suit and tie for men / business suit, pant suit or/cocktail attire for ladies. Who can have a reservation for the Gala Dinner? Anyone with that dinner selected on online registration. How can I make a reservation for Gala Dinner? Every Virtuoso Week attendee who selected the Gala Dinner option has the ability to make a table reservation. Virtuoso will assign your group a table number. If you do not have enough attendees in your reservation to fill a table of 12, Virtuoso will assign additional attendees in order for your table to be at capacity. I have 8 people who have confirmed to sit with me at the Gala, will this table just be ours? No, each table will be filled to a capacity of 12. If you do not have enough attendees in your group to fill a table, Virtuoso will assign additional attendees to your table. How do I accept a dinner/decline invitation? In Virtuoso Week Exchange, go to Dinners. On the Requested tab you will see all pending dinner invitations. Click Respond, then Accept or Decline. How do I find out my table number? Virtuoso will assign tables numbers as the event nears. Table numbers will be available in Exchange and via . How many seats are available at one table? Tables will be set for 12 seats. Can I make more than one reservation? No, a person can have only one table reservation. Who can I invite to my table? Anyone with the Gala selected on online registration and who does not yet have an accepted table reservation for the Gala.

7 Can a spouse or other person attend the Gala Dinner and what is the cost? If a spouse/guest wants to participate in the Gala Dinner only, the cost is $ per person and will be on a waitlist. You will be notified as space becomes available and this may not happen until Virtuoso Week. Virtuoso Staff Appointments Are the Virtuoso Department meetings just for Owner/Managers? The majority of them are, but it varies from meeting to meeting. Can I add my appointments to my Outlook? Yes. In Exchange, go to Personal Schedule. The icons for export, , or print are in the upper-right corner. What departments will be available for one-to-one meetings during the week? For a complete list, in Exchange go to Support then Virtuoso Department Meetings. You will see the meeting name, audience, location, duration, and times of all department meetings. How do I set appointments with Virtuoso staff? On the left side of the screen, select Profiles/Book Meetings. Within this area you may search for someone by Name, Company, or Type. Once you have located the person you would like to meet with, click Request Meeting and select your date and time for your meeting. The date and time options are based on mutual availability of you and the invitee. I am unable to request an appointment, is their calendar not available? The person may already be confirmed for another meeting at the time. Can the staff request an appointment with me? Yes. How do I accept or decline the meeting request? You will receive an . You will have the ability to accept or decline via a link in the or in Exchange under Manage Meetings. How long do I have to accept the request from Virtuoso staff? There is no auto accept or decline on meeting request with Virtuoso staff. Can I receive more than one request at a time? Yes, but you can only accept one for a given time period.

8 If I accept a request, do I need to decline the other request for the same time? No, Exchange ensures that you are not double-booked for a time period. The other request remains active, but neither you nor the other party of the meeting will be able to accept that request without first choosing a new mutually available time period. If I have accepted a request, can I or other person request a new meeting at that same time? No, once you have an accepted meeting, Exchange no longer shows that time period in your availability. Since meetings are based on mutual availability, neither you nor the other person can request a time when you already have an accepted meeting. Will I receive a confirmation once a meeting has been accepted or declined? Yes Cruise Café Appointments How long are the appointments and when will they be available? Cruise appointments will be 15 or 30 minutes long from 8:30 AM 5:00 PM, Monday - Wednesday What cruise lines are participating? For a complete list, in Exchange go to Support then Cruise Café Meetings. You will see the company name, applicable member region, and person to contact. Will the cruise lines also participate in the 4-minute appointments? Some cruise lines are participating in both Cruise Café and the 4-minute appointments. A small number are participating only in Cruise Café. Can the cruise line representative request an appointment with me or my staff? Yes, through Virtuoso Week Exchange. Will there be more than one representative per cruise line? There will be a minimum of one person per cruise line inside Cruise Café. I am unable to request an appointment with a cruise line, is their calendar not available? The supplier may already be confirmed for another meeting at this time. Can I receive more than one request at a time? Yes, but you can only accept one for a given time period.

9 If I accept a request, do I need to decline the other request for the same time? No, Exchange ensures that you are not double-booked for a time period. The other request remains active, but neither you nor the other party of the meeting will be able to accept that request without first choosing a new mutually available time period. If I have accepted a request, can I or other person request a new meeting at that same time? No, once you have an accepted meeting, Exchange no longer shows that time period in your availability. Since meetings are based on mutual availability, neither you nor the other party of the meeting can request a time when you already have an accepted meeting. Will I receive a confirmation once a meeting has been accepted or declined? Yes, through Virtuoso Week Exchange.