Best Western Malmö Arena Hotel

Malmö Arena Hotel is a family-owned destination hotel in Hyllie, Malmö's most sustainable district. With 395 rooms, it is one of the city's largest hotels and part of Best Western. Located
12 minutes from Copenhagen Airport and directly connected to Malmö Arena, the hotel is uniquely positioned to host everything from smaller meetings to large-scale events.

Previously, the conference team worked across separate systems, entering bookings in the hotel system and manually creating proposals, which was duplicating work and risking errors. Since implementing Proposales and connecting it with Opera Cloud, the process is more streamlined. Booking details transfer directly into proposals. As Conference Manager Petra Johannesson notes: "Since our hotel system 'connects' to Proposales, we save time and reduce the risk of errors, as everything is copied exactly as it is booked." This enables faster responses, which is crucial when timing affects whether a booking is secured.

Another challenge was ensuring timely follow-up. Without structure, offers could go unanswered or expire. With Proposales, follow-ups are more visible. The system sends reminders when offers are about to expire. "Proposales sends reminders… so we're prompted to reach out to the guest," Petra says. This creates a proactive workflow and reduces missed opportunities.

Benefits extend beyond proposals. When a guest confirms, the booking updates automatically in Opera Cloud with invoice details. This reduces manual work, allowing more focus on guest experience. The team also creates clearer, visually consistent proposals that better reflect the hotel's modern offering.

For the Malmö Arena Hotel, where volume, variety, and speed are daily realities, the integrated systems are essential. Proposales hasn't changed what the team does, but how they do it. With fewer manual steps, better follow-up, and connected workflows, operations are easier to manage, helping maintain both efficiency and quality while delivering the service guests expect.

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