GDS Sync Behavior After Event Cut-off

GDS Sync Behavior After Event Cut-off

Overview

Once an event's cut-off date is reached in the Meetingmax system, the GDS sync (Global Distribution System synchronization) will stop.
This impacts all reservation creations, changes, and cancellations, which must then be processed manually by the Hotelier or, if necessary, by an MCP (Admin) user.

It’s important for all users managing GDS-enabled events to understand what occurs post cut-off, and how to extend GDS syncing if needed.

Key Changes at Cut-off

  • GDS Sync Stops: No further automated reservation syncing occurs between Meetingmax and the GDS.

  • Manual Processing Required: As with event hotels that do not have GDS sync enabled, new reservations, changes, and cancellations must be processed manually through the Meetingmax portal by the hotelier. The MCP also has the ability to perform these actions, but must ensure that the hotel is kept informed of any new reservations or reservation changes.

    • Automatic Settings Update:

      • The 'Sync New Reservations with Sabre GDS' setting at the Event Hotel level will automatically uncheck once the cut-off date is reached.

      • This setting must be reviewed if any post-cut-off GDS syncing is necessary.

    How to Continue GDS Sync After Cut-off

    To allow GDS syncing to continue after the original cut-off date, the event admin must override the cut-off at the event hotel level.

    • Navigate to the event hotel’s 'The Basics' tab.

    • Locate and update the Override Cut-off field accordingly.

    Info
    Updating the override will ensure that GDS sync continues for that particular hotel without disruption.

    Additional settings to review:

    • If the 'Accept Bookings' checkbox is also checked when extending the cut-off, attendees will be able to create new reservations on the front end.

    • If you only want to allow changes and cancellations to flow through GDS after the event cut-off (without allowing new attendee reservations), you must uncheck the 'Accept Bookings' checkbox at the Event Hotel level.
      (Note: MCP users will still be able to create new reservations manually through the backend.)

    • Ensure the 'Sync Changes and Cancellations with Sabre GDS' checkbox is checked to allow changes and cancellations to continue syncing through the GDS.