PMS evaluation 2025: distribution and consequences for convention sales

Fragmented landscape, big decisions

The evaluation of over 600 meeting and conference hotels in the DACH region shows a heterogeneous PMS landscape. Individual hotels and smaller hotel groups with at least 100 rooms and several conference rooms were examined. Many hotels are putting their setup to the test. Switching from OPERA Legacy to cloud solutions is often under discussion. Others are examining alternatives with a view to flexibility and integration.
The key question is: change, keep or add

The current distribution of PMS systems:

Distribution of PMS systems in German conference hotels in 2025

Note
The survey deliberately excludes large international chains. It looks at companies that are responsible for their own systems. For these companies, the right decision is particularly business-critical.

Classify the cloud correctly

Many providers have expanded their cloud offerings and interfaces. Nevertheless, architecture, openness and economic usability differ significantly.

• apaleo is designed API-first

• Mews is considered API-open

• Other systems offer APIs with different scopes and partly fee-based access

The decisive factor is not the label of the technology, but how well it is embedded in processes and data strategy. A modern cloud PMS can still slow down convention sales if interfaces are limited or end-to-end processes cannot be mapped.
The key question is therefore not which PMS is the best
but does the chosen PMS fit my business model and data strategy with the right tools and processes

ROCKET 2.0 as an end-to-end process accelerator

Many venues lack connecting workflows between PMS, sales and catering. ROCKET 2.0 closes this gap and maps the entire convention sales process

• from receipt of the request

• via data acquisition and quotation preparation

• the price and flat-rate logic

• the output ready for dispatch

• up to the contract offer including status change in the PMS

The result is a consistently standardized and accelerated process. This reduces throughput times, creates transparency and improves the controllability of capacity, price and conversion.

Practical example: 18 offers in two hours

A customer reported at the Hospitality Leaders Event The Answer. Only 42 Will Know about the implementation on the first day. Without extensive training, the team created 18 complete quotes within two hours
from the receipt of the request to automated data capture, quote configuration and pricing logic to the final dispatch to the customer.

Results

• Up to 15 times faster processes in the request for quotation process

• At least 32 percent higher conversion rate

• Consistently optimized workflow from receipt of inquiry to contract offer

The results are based on two years of research work, funded in accordance with the Research Allowances Act, and on projects in more than 200 hotels with 14 different technical setups.

The path to the right decision

Before a migration, it is worth taking a structured look at

• Actual architecture and data flows

• Integration capability and costs of the interfaces

• Process goals and KPIs along the request for proposal process

The greatest leverage often lies in precise process design and targeted automation based on the existing PMS. Where a change is imminent, a systematic evaluation helps to avoid jumping from the frying pan into the fire.

Conclusion: Evaluation before investment

The PMS landscape is fragmented. There is no perfect system, but there are many setups that generate a clear advantage with the right combination of process, data strategy and tools.
Clarifying integrations, data flows and measurable goals in advance reduces project risks and sustainably improves performance in convention sales.

Free system check
In a 30-minute discovery call, we clarify the status, goals and integration options. On request, we can go into more detail in a workshop and outline a robust roadmap.