Frequently asked questions

When you place your first order, you will be asked to create a business or personal account. You will only be able to confirm your order once you have done so.

Please send an email to hospitality@znz.be. We will then help you to create your Hospitality.be profile within your account.

Accounts created before the launch of the new Hospitality.be platform on 31 October 2024 are no longer active. If you did not receive a registration email from us by this date or have not placed an order since, you will need to create a new account.

No problem! You can reset your password using the ”Forgot password?” button. Please check your email address carefully. If you didn’t receive anything, please email hospitality@znz.be.

Don’t worry — every blocked account is released after 15 minutes. Please try again after this time. If you have forgotten your password, click on the ”Forgot password?” button.

To keep your Hospitality.be account up to date, you can update your details at any time, including your account name and (company) information.

Specifically, you can adapt your details in the “Accounts” section of your Hospitality.be profile to ensure that the information on your order confirmation and/or invoice (for paid orders) is correct.

On the Hospitality.be platform, you can easily have an overview of your orders per company by clicking on your email address and then selecting “Accounts”. The company you are currently viewing will be displayed in the window at the top left. In the “Orders” tab at the bottom left, you will find an overview of orders for this company.

Would you like to consult the orders of a different company? Open the drop-down menu by clicking on the arrow next to the company name and select the next company you wish to view.

1. Go to hospitality.be to find the event of your choice, then click the “BOOK YOUR PACKAGES” button under your chosen package.
2. On the bookings page, add your chosen quantities to your shopping basket by changing the number and then clicking the shopping trolley button.
   If you want to order different types of packages, repeat this process for each one.
3. Next, check the overview of “Your order” under “YOUR CART”.
4. Not logged in yet? Create a Hospitality.be account via “NEW HERE?” or log in with your existing details via “SIGN IN”.
   Is your account linked to multiple companies? Once you are logged in, you can select the company for which you are ordering from the drop-down menu under “THIS ORDER”.
5. Read and accept our privacy policy and terms & conditions, then click on “CONFIRM ORDER”. You will then receive a confirmation email.

Before completing your order, please check the details in the left-hand column. Would you like to place an order for a different company that is linked to your profile? If so, click on the drop-down menu next to your account. Is the desired company already listed? Great! You can then select it.

If not, create a new account using the email address associated with your profile. The company will then be added to your Hospitality.be profile.

If your reservation has not yet been confirmed, please email us with your requested changes as soon as possible at hospitality@znz.be. We will do our utmost to accommodate your request.

Once an order has been confirmed (and paid for), it is no longer possible to change its contents.

 

Whether or not a waiting list is used varies from event to event and from package to package. If there is one, there are two ways to register.

1. You click on the “WAITING LIST” button on the event page. Here you can enter your email address and confirm your registration by clicking on “KEEP ME INFORMED”.
2. By clicking on the “BOOK YOUR PACKAGES” button on the event page for the desired package, you can register on the waiting list for a specific package. Enter your email address here and confirm by clicking on the “KEEP ME INFORMED” button.

You will not receive a confirmation email when you register on the waiting list.

You will be able to download your access documents via your Hospitality.be profile two weeks before the event.

Do not wait for this to compile your guest list. You can do this via Profile > Accounts > Guests.
First add your guests to your Hospitality.be profile. Later you can assign them to the hospitality and/or parking vouchers. Once the vouchers are available, you can easily send them out via the platform.

Before the vouchers are available, you will receive an email with additional information.

To keep your Hospitality.be account up to date, you can update your details at any time, including your account name and (company) information.

In your Hospitality.be profile, go to Accounts > Account > “Invoice delivery email” to enter the email address to which the invoice (for paid orders) should be sent.

You can view your invoice (for paid orders) in your Hospitality.be profile > Accounts > Orders. Click on the small icon behind the invoice number to download it.

Unfortunately, it is not always possible to change your company name at the last minute. We therefore recommend that you check this carefully in advance. In your Hospitality.be profile, go to Accounts > Account > “Voucher name” and enter the general name that should appear on your vouchers (along with any location information relating to the hospitality area). If a company name was already on the voucher, your new company name will appear when you download the vouchers again.

If you want a different company name on the vouchers for a specific order, enter it under “Voucher name (optional)” when placing your order. If you forget to do this, email hospitality@znz.be as soon as possible so we can help.

There are several possible reasons why you cannot download your voucher(s) (yet).

1. The vouchers for the event are generally not available yet.
   In general, vouchers only become available on the Hospitality.be platform two weeks before the event. As long as this isn’t the case, you will see an orange screen under “My vouchers”. We will notify you of this by email.
2. You have not yet paid for (all or part of) your order.
   If you have not paid for all orders (in full), the vouchers for all orders will not be available to download from your account. You will recognize this by the red screen under “My vouchers”.
   Not sure which orders you have not yet paid for? Go to your Hospitality.be profile > Accounts > Orders. If you have paid, the number of your invoice for paid orders will be displayed under “Invoice number”, together with a download button. If there is no number, no invoice (for paid orders) has been created for that order and we may not have received your payment (in full) yet.
3. You have placed last-minute an (additional) order and paid for it, but your voucher is not yet ready to download.
   When you place an order at short notice and pay immediately, it is possible that your voucher will not be available to download straight away because we still need to create it. We always try to do this as quickly as possible.

If none of the above reasons apply and you are still unable to download your voucher(s), please email hospitality@znz.be.

While not always mandatory, assigning guests is strongly recommended. This, for the following reasons:

1. Your personal comfort
   Adding names makes it easier for you to distribute the vouchers. You can start doing this as soon as the payment has been processed and before the vouchers are available, at your leisure. You will have a clear overview showing which vouchers have been assigned and which are still available. Furthermore, as soon as the vouchers are available, you can send them directly to all your guests via the platform.
2. Easy access for your guests
   Assigning names also guarantees your guests hassle-free access on the day itself. Assigning names enables us to search for vouchers more specifically and resolve any issues.
3. Future information
   What’s more, it’s easy to keep track of who you’ve invited in recent years.

There are two ways to do this:

1. Assign each voucher to a guest separately.
   There is a ‘man with pencil’-icon underneath each voucher. Click on this to add a guest to the document, selecting “Select guest” > “Add new guest” > Filling in the details > “Save’”. Alternatively, if you have created one in advance, you can select a guest from your address book. You can finally assign the voucher by clicking on the ‘Save’ button.
   Once an invitee is in your address book, you can also select them when assigning other vouchers.
2. Assign multiple vouchers to a guest simultaneously.
   Use the circles at the beginning of each line to select the number of vouchers you want to allocate to one guest. Then click on the ”Set guest” button in the ribbon, which will then become active. You can either choose an existing guest or enter a new guest’s details.

Once a guest has been assigned to a voucher, their name will appear where it previously said “No guest”. This makes it easy to see which vouchers have been assigned and which ones haven’t.

Once you are in “My Vouchers”, there are several ways to distribute or download your vouchers:

1. Bulk download.
   Use the ‘Select all’ button at the top left and then click on the ‘Download’ button in the ribbon. All your vouchers will be downloaded in a single file.
   Would you like to differentiate between different types of vouchers? Go to “Filters” > “Voucher” > select the type of voucher you want to download > “Apply filters”. Then repeat the above steps and all your selected vouchers will download in a single file, e.g. your hospitality vouchers. Repeat this process for other types of vouchers.
2. Send general vouchers from the platform.
   You can send the desired number of vouchers to your guests of choice from the system (so you don’t have to download them yourself). Select the vouchers you wish to distribute and then click on ‘send to guests’. You also have the option of sending a personalized email.
3. Send personalized vouchers from the platform.
   If you would like the names of your guests to appear on your vouchers, this is also possible. You can do this by either clicking on the pencil icon underneath each voucher or selecting the desired vouchers and “Set guest”. Enter your guests’ details and their names will appear on the vouchers. Once a guest is in the system, you can reuse their details.
   Select all the allocated vouchers and send them to your guests in bulk via “Send to guests”. You can still edit the accompanying email.
   Please note that the message is the same for all guests.

You can view our offers at hospitality.be. There, you will find an overview of all the events for which we are currently offering hospitality packages.

Parking vouchers cannot be purchased separately for all events.
If parking vouchers are available, you will be able to select them during the ordering process for your hospitality packages.

If you cannot select parking vouchers during the ordering process, this means that they are not available to purchase separately.
Always read the package contents carefully to see if a parking voucher is included.

It is not possible to purchase consumption vouchers in advance for every event.
If such vouchers are available, they will be mentioned on the event’s booking page.

Hospitality by Zanzibar focuses exclusively on the hospitality packages offered for events. Unfortunately, we are unable to assist with additional requests regarding transport or accommodation. We recommend consulting the event website for further information.