Running IT for a portfolio of hotels isn’t for the faint of heart. One property’s system won’t talk to another’s. Updates take forever. And just when you think you’ve got things under control, someone calls from the front desk saying the system crashed—again.
Legacy tech might have gotten the job done a decade ago, but today it’s slowing things down and making life harder for your guests and event planner clients too. It’s tough to grow, harder to stay consistent, and nearly impossible to keep up with what planners and guests expect.
In this blog, we’re digging into what’s holding hospitality IT back—and how to fix it. From overcoming integration headaches to tapping into cloud tools, APIs, and future-ready tech like AI and IoT, you’ll learn how to build a modern IT strategy that actually works across your entire portfolio.
Why managing hotel tech is so hard
Running IT across multiple properties feels like spinning plates on a moving treadmill. Does this sound familiar? Each hotel might have its own system for sales, reservations, events, and operations. Multiply that across your entire portfolio, and suddenly, even a simple software update turns into a logistics puzzle.
The issue here is that nothing talks to each other. Your central reservation system isn’t syncing with the sales platform. The event management tool doesn’t connect to property-level operations. You’re stuck stitching together data from five different places just to get a halfway decent report.
Then there’s the rollout headache. Even if you find a great tool, implementing it across every property is a massive lift. Staff need training, systems need custom setup, and local teams—already stretched thin—aren’t exactly thrilled about another tech shift. And when systems don’t work as expected? Cue the frustration, the back-and-forth, and the mounting pressure from the top.
Here’s what you’re up against:
Inconsistent systems across properties make every new tech rollout ten times harder
Data silos limit visibility and make reporting a nightmare
Outdated tech requires constant maintenance and patchwork fixes
Hidden costs pile up fast—from integration workarounds to duplicate tools
Staff fatigue and poor adoption due to clunky tools and constant change
Wasted time on manual processes that should’ve been automated years ago
The result: inconsistency, wasted time, and a lot of unhappy teams. The good news is, it doesn’t have to be this hard.
Find out how Cvent helps you future-proof your IT infrastructure
The real cost of legacy systems
Keeping old systems around might feel like the safer (or cheaper) choice. But in reality, it’s costing you more than you think. Sure, the upfront investment in new tech can sting. But legacy systems rack up a quiet tab every day they’re in use.
You’re dealing with tools that weren’t built to scale across a modern portfolio. They’re clunky, hard to integrate, and often need custom fixes just to function. Every time something breaks, it takes time and money to get it working again—and that’s if you can even find someone who still knows how it works.
Meanwhile, guests and planners expect fast, digital-first experiences. If your back-end tech is too slow to keep up, you're risking revenue, reputation, and repeat business.
Let’s break it down:
Endless maintenance and support tickets drain time from more strategic work
Manual workarounds for simple tasks slow down property teams
Licensing fees for outdated software stack up without real ROI
Integration issues lead to missed RFPs, double bookings, or data errors
Lost knowledge when only one or two people know how a legacy system works
Missed opportunities when planners turn to more tech-savvy competitors
Cloud tech is no longer just a trend
Cloud tech isn’t a trend. It’s the reason some hotel portfolios are pulling ahead—while others are still stuck syncing spreadsheets and chasing down files. Let’s bust a few myths.
“Cloud tech is too risky.”
Legacy systems are riskier. They crash. They’re vulnerable. And they trap your data in places you can’t easily access. Cloud-based platforms, on the other hand, are constantly updated, patched, and protected—so your IT team can sleep at night.
“It’s too expensive.”
Sure, there’s an investment—but what’s the cost of lost leads, slow response times, and staff turnover? With cloud tools, you cut out a ton of hidden costs (like downtime, maintenance, and on-site servers).
“We’re too complex for the cloud.”
Actually, complexity is why the cloud matters. With the right setup—especially when it includes smart APIs—you can unify data across your systems, connect property-level tools with corporate oversight, and finally give everyone a shared source of truth.
Here’s what cloud tech actually gives you:
Real-time updates across every property—no more version control chaos
Connected systems that actually talk to each other
Cleaner data to help you make faster, better business decisions
Less IT stress, since everything is centrally managed and scalable
More protection for your guest and event planner data
Tools like Cvent Passkey for room blocks and Cvent Event Diagramming for visual planning thrive in a cloud environment. They work the same way whether your team is onsite or remote, allowing sales and ops teams to collaborate without a million back-and-forth emails.
APIs are your new best friend
If you haven’t met APIs yet, it’s time to introduce yourself. Think of them as the bridges connecting all the islands in your tech ecosystem. Without them, your systems are just lonely, siloed islands.
APIs (Application Programming Interfaces) allow your different systems to talk to each other. They let your sales software seamlessly share data with your property management system, your event tools update reservation systems in real time, and so on. No more digging through disparate systems or re-entering the same information over and over.
But why should you care about APIs?
The old way:
A planner sends an RFP through email or a portal, and your team manually inputs all the details into your system. Then you have to wait for your team to respond, maybe manually update room availability, and send that info back to the planner.
The API way:
APIs allow your system to automatically grab and update all the necessary details, like room availability, pricing, and event space, when the RFP is sent or responded to. The system automatically syncs the details between your tools, making sure both the planner and your sales team have access to the latest information in real time.
Using APIs to streamline the RFP process doesn’t just make your team more efficient—it improves the planner’s experience, too. When responses are quick, accurate, and seamless, you’re building trust and increasing your chances of securing that booking.
When you integrate tools like Cvent’s automated RFP management, routing, and escalation rules, you have a supercharged, secure, error-free response system working around the clock.
Getting property teams on board
You’ve found the perfect solution, the one that’s going to make life easier for everyone. But when it comes time to get your property teams on board, you’re hit with resistance. "We’ve always done it this way." "It’s too much change." "We don’t have the time." Sound familiar?
Change is hard. Especially when your teams are already juggling a million tasks and handling high-pressure situations. Asking them to adopt new technology feels like asking them to learn a whole new language. But the truth is, without buy-in from property-level teams, even the best tech won’t get the traction it deserves.
So, how do you get them on board?
Start with the "What's in it for me?"
Show them how it’s going to make their jobs easier. Will they spend less time on manual data entry? Will they have access to real-time information that makes their day smoother? Highlight the immediate benefits and make it clear how the new system solves their pain points.
Training: make it a breeze, not a burden
Break training down into small, manageable chunks. Offer on-demand training resources so teams can learn at their own pace. Make sure there’s a support system in place for questions along the way—whether that’s a dedicated helpdesk or a peer support group within the property.
Lead by example
Getting the exec team and key managers excited about the new system is critical. When leadership is genuinely engaged and shows how the tech works in their own daily tasks, it sets the tone for property teams to follow suit. If the higher-ups aren’t committed, don’t expect property teams to suddenly get on board.
Celebrate wins
It’s easy to focus on the challenges, but make sure you’re also celebrating the small wins along the way. Did the team respond to an RFP faster than before? Is there a noticeable drop in errors? Recognize and reward these improvements so everyone sees how the new tools are making a real difference.
What the future looks like, and why you should care now
The future of hospitality tech isn’t just about making today’s systems work better—it’s about transforming how we do business entirely. And if you’re not starting to think about these changes now, you’re already behind.
Here’s the thing: future-proofing isn’t just about dealing with today’s challenges. It’s about anticipating tomorrow. And there are a couple of trends already emerging that you can’t afford to ignore.
AI and predictive analytics: the crystal ball for hotel operations
Imagine AI tools that can predict guest preferences, optimize pricing strategies, and even help you close more sales. By analyzing massive amounts of data, these systems can help you forecast demand and adjust your operations in real time. Think about it—no more guesswork, just data-backed decisions that make your revenue soar.
IoT (Internet of Things): a seamless guest experience
IoT is taking personalization to a whole new level. Smart devices connected to your hotel’s networks let guests control lighting, temperature, and even request services directly from their mobile devices.
Beyond the guest-facing benefits, IoT is also helping with operational efficiencies, allowing your team to monitor everything from room availability to energy usage in real time.
Automation everywhere
Remember those repetitive, time-consuming tasks? They’re going to be a thing of the past. From automated RFP responses to self-service check-ins and beyond, automation is becoming the backbone of modern hotel operations.
The more you automate, the more time your team has to focus on providing exceptional experiences for guests and planners.
Why do you need to care—now
Adapting early means leading the pack. As more and more properties get on board with AI, IoT, and automation, the competition is going to get tougher. The properties that are investing in these tools now are the ones that will be ahead of the curve when these technologies become the industry standard.
Time to build a tech stack that thrives
By ditching legacy systems and embracing modern tech, from cloud platforms to APIs, you’re not just keeping up with the times. You’re future-proofing your entire operation, giving your teams the tools they need to work smarter, not harder. You’re also setting the stage for even greater efficiencies, better guest experiences, and increased revenue down the line.
Don’t wait for the tech to catch up—start embracing innovation now. Your property teams will thank you, your guests will notice the difference, and your bottom line will follow suit. The sooner you move forward, the sooner you’ll see the results. Ready to leave those tech dinosaurs behind?
Mansi Soni
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