The Group Quotation feature in ARIS is an AI-powered tool that helps you evaluate the economic value of a group request. It supports you in determining the optimal price for a group — taking into account your existing bookings, forecasts, and potential displacement effects.
1. Basic Concept of Group Quotation
Group Quotation allows you to assess:
Whether accepting a group request will displace other business
The minimum price you should offer to avoid revenue loss
You can find this feature under ARIS → Quotation
2. Required Settings for a Quotation
Before a quotation can be calculated, some basic settings are required. Please click the configure button to set it up. After this has been setup the "Add a new quotation" button will become active.
Fixed cost per room: Your operational cost per occupied room.
Cost of Walk: The cost incurred when relocating a guest to another hotel due to overbooking (including room rate, taxi, possibly meals).
Minimum margin: The profit percentage you want to achieve with group bookings (e.g., 10%).
Category price differences: Price markups between room types (e.g., +15 € from Standard to Superior).
3. Creating a New Quotation
When setting up a new group quotation, you’ll need to enter the following:
Requested period (e.g., April 21–25)
Number of rooms and occupancy (e.g., 10 rooms, double occupancy, but bed nights is optional)
Additional revenue such as a gala dinner (one-time or per day)
Day-by-day distribution (e.g., staggered arrivals)
Other details (e.g., segment, notes, commission)
After creating the quotation, you can always change date and initial setting by clicking on the pencil icon next to the quotation name
4. Availability Check & Category Allocation
After entering the request, the system shows:
Room availability per day and category
How the request can be allocated to available room types, this can be changed by the user to offer the desired room types (even overbook room types)
Whether to quote a Run of House price (fixed group rate) or category-based pricing
5. Contextual Data & Background Information
The quotation screen provides a comprehensive context to support your decision-making:
Daily availability and revenue
Events & holidays during the selected period
Forecast data (e.g., occupancy, booking curve)
Request frequency on the selected date
PMS data, such as tentative, canceled, or optional bookings
6. Quotation Result
After clicking “Calculate Quotation”, a detailed result is shown:
Displacement analysis (1): Bookings that would be displaced by the group, per day (also effected neighboring dates can be showed, when check marked)
Additional revenue (2): generated by the group (e.g., F&B)
Lost revenue (3) from displaced individual bookings
Total value calculation (4): Net impact of accepting the group
Example outcome:
Displacement: 10 individual bookings lost
Gain: 13 additional bookings + group revenue
Net result: +2 bookings versus the forecast
7. Price Recommendation
Based on the calculation, ARIS proposes two 'Minimum Acceptable Rate':
Run of House Price (5): A unified rate for the whole group (e.g., €150.22)
Category-based Prices (6): Separate rates per room category
(e.g., Standard: €145, Superior: €160)
If you’ve defined a margin, it is applied on top of the minimum price.
8. Negotiator
The Negotiator (7) helps with negoatating the price with the customer. In the last part of the result chart a bar is shown where the Wish and Walk Revenue is shown, where Walk is the lowest revenue the group should yield and the Wish is the optimal revenue for this group. A revenue can be entered her to see where on the scale the new proposed revenue lies.
9. Approval Workflow (Optional)
Quotations can be prepared by staff and approved by management:
Staff member enters the request and submits it for approval
Manager receives a notification for review
Manager approves or adjusts the suggested price
Once approved, the final price is stored
10. Advanced Features
Neighboring day analysis: Evaluates impacts on surrounding days (e.g., for long-stay guests)
Upgrade logic: If Standard rooms are unavailable, higher categories are automatically included
Custom offer setup: E.g., only suites, or excluding specific categories
11. Availability & Licensing
The Group Quotation module is included in the ARIS Intelligent package. It can also be licensed separately upon request.