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etouches Presents "Managing Your Conference Effectively & Efficiently"
This document provides an overview of managing corporate meetings and conferences efficiently and effectively. It discusses how the corporate meetings market is large and growing, with many companies outsourcing some or all of their meeting management. It also outlines the services that travel management companies can provide to help clients better plan and run meetings, such as integrated event management platforms, project management, budgeting, marketing, and data analysis tools. The presentation encourages agencies to establish a niche in meeting management and capitalize on the opportunity to expand their service offerings and client relationships.
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etouches Presents "Managing Your Conference Effectively & Efficiently"
- 1. Managing Your Conference Efficiently and Effectively GlobalStar Travel Management LLC Annual Conference Miami, FL Presented By Jim Alkon VP, Corporate Travel & Meetings Practice May 17, 2011
- 2. “The Meeting Planner” SelfPortrait circa 2011
- 3. A few wordsabout the meetings business
- 4. Fact: Your clientsare planning meetings Board meetings Corporate meetings User groups Product launches Trade shows Client receptions Incentive trips Fundraisers
- 5. Fact: The corporatemeetings market is enormous • Corporations spend $54.3 billion on meetings • 45% outsource some of them • 18% outsource at least half of them • 10% outsource most or all of them Corporations are using third parties to manage about $5-8 billion in meetings business Source: PhoCusWright study
- 6. The future looksbright: meeting spending likely to go up 5k+ employees 64% 500-4,999 51% Increase Spending No Change 100-499 43% Decrease Spending Less than 100 34% Source: PhoCusWright 0 20 40 60 80 100 120
- 7. Who manages meetings? Administrative assistant Corporate Travel manager meeting and event planner Procure- THIRD Marketing exec ment PARTIES official
- 8. The larger thecompany, greater chance to use a third party 80 70% 70 60 58% 50 40 37% 34% Use Intermediaries 30 Direct with Suppliers 20 10 Source: PhoCusWright 0 less than 100 100-499 500-4,999 5k+ employees
- 9. Why some companiesprefer to outsource • More services becoming available from more sophisticated TMCs • Economic factors • Trust in web-based tools like never before • TMCs with greater purchasing efficiencies • TMCs have established confidence already handling corporate travel relationship
- 10. Another factor inthe mix: merging responsibilities….. More travel managers are picking up responsibility for managing the meetings function within their organizations
- 11. …which brings innew challenges for these travel managers • Time commitment • Meeting planners seeking “ownership” for their events • Internal politics -- lack of cooperation between departments – tension with marketing • Capturing and coordinating info • Issues with mandating policy • Lack of a champion within top management • Who needs the headaches?
- 12. When it comesto process and efficiency, meetings departments are asking… • Is our team ‘maxed out’ with too many tasks and not enough time to do them? • Do we have the proper tools to manage the team, manage our inventory and track budgets? • Are we using multiple technology solutions and finding it hard to collect meaningful data? • Are we optimizing your marketing efforts and driving registrations at the highest rate? • Are we creating the best attendee experience?
- 13. What you needto get the job done • A robust registration site that tracks activity in real time • A focused marketing campaign that cuts conversion costs • One, flexible, integrated event management platform that captures all data and allows for easy analysis and action • A solution that engages attendees and extends their ROI • Peace of mind
- 14. A golden opportunityfor agencies • Establish new niche in marketplace • Create new revenue streams • Improve relationship with existing contacts at client companies • Expand contacts at client companies • Establish new service areas • Set infrastructure for attracting new accounts • Can you be creative?
- 15. Intelligent event management as a value-add to your clients What you should know. What you can do. How you can capitalize.
- 16. A basic templatefor events: Is this how your clients operate? Event Event Attendee Creation Marketing Experience Project Management / Data Analysis
- 17. What agencies needto know to help their clients with meetings Project Event Creation Attendee Management • Event Website Experience • Budget • Registration • Connection Tools • Timelines • Marketing • Marketing • Task Assignment • Seating • Social Media • Venue Selection • Booth Mgmt. • Mobile Apps • Inventory Mgmt. • Survey
- 18. can help youhelp your clients • 13 integrated modules manage every key step along the event planning lifecycle • Created by meeting planners for meeting planners • Dedicated to ease of use, productivity and ROI for event staff and maximizing experience/relevance for registrants • Track record of success ranging from top brands to small and mid-sized organizations • Cited for event technology innovation • Constant development stream to meet changing needs of the marketplace • Exceptional touch!
- 19. A solution thatis effective and efficient • All-inclusive: 13 modules keep all activity under one source • Integrated: Seamless information flow across online travel booking, webinar registration, marketing automation, CRM and financial software • Efficient: Better processes cut set-up time and free up staff • Fluid: Easy path for delegates, optimizes attendee count • Comprehensive: Pinpoint reporting provides leverage in vendor negotiations and better planning for future events • Global in a flash: Simply converts into one of 27 languages • SaaS: No renewals, licenses, updates to bog you down • Priced right: No startup fees, free training, great value
- 20. Event Registration Marketing Website Seating, Booth Attendee Management Value Time, Cost Survey Savings Spend ROI Analysis Meetings Efficiencies Agencies as Project Budgeting Experts Management
- 21. eReg eConnect eScan eHome eRFP eBooth eWiki eBudget eMarketing Event Lifecycle eSurvey eMobile eScheduler eSeating eProject
- 22. Questions to consider •Am I serious about growing the meetings biz? • Can I help educate my clients about meetings? • Can I expand my services for meetings? • Can I create a full-fledged MICE department? • Will I refer a reliable, top-notch web-based event services company to my clients as a value-add? • Will I be the hands-on, go-to source to perform meetings services for my clients knowing I have a reliable, efficient event mgmt. tool working for me?
- 23. Learn more aboutetouches * Web Demo * Free Trial * Chat with us www.etouches.com Jim Alkon 203-403-9008 jalkon @ etouches.com Thank You
- 24. eReg eConnect eScan Registration eHome eRFP • Robust, easy to use • Fully customizable eWiki eBooth • Attendee categories • Conditional logic eBudget• Global/Multilingual eMarketing • Security compliance • Detailed reporting eSurvey eMobile • Integrations • Payment collection eScheduler eSeating eProject
- 25. eReg eConnect eScan Marketing eHome eRFP • Email tool to create demand • Set campaign in advance eWiki • Use eBooth pre- and post-event • html, text or both • No design experience needed eBudget eMarketing • Create and upload mailing lists • View recipient behavior • Detailed click-through reports eSurvey eMobile • Scrubs list, manages unsubscribers eScheduler eSeating eProject
- 26. eReg eConnect eScan Survey eHome eRFP • Track trends pre-event • Quality checks eBooth eWiki • Take attendee temperature • Post-event surveys • Create custom questions eBudget eMarketing • Graphical stats output eSurvey eMobile eScheduler eSeating eProject
- 27. eReg eConnect eScan Attendee Value eRFP • Seamless eHome registration experience • Connect with other attendees pre and post • Constant marketing communication eBooth eWiki • Manage exhibit, session time • Personalize agenda eMarketing • Mobile app eBudget • Matchmaking eSurvey eMobile eScheduler eSeating eProject
- 28. eReg eConnect eScan Travel, Hotel Booking eHome eRFP • Online corporate air travel booking integration eBooth eWiki • Tracks compliance • Hotel booking capability • Capture details, arrival info eBudget eMarketing eSurvey eMobile eScheduler eSeating eProject
- 29. eReg eConnect eScan Time, Cost Savings eHome eRFP •Streamline procedures •Vendor negotiating leverage eWiki eBooth •Automated processes •Less manual logistics management eBudget•Raise efficiency and free up staff eMarketing to focus on other responsibilities • Do it once, then clone it eSurvey eMobile • Create library of resources • Go global by hitting one key eScheduler eSeating eProject
- 30. eReg eConnect eScan Return on Investment: was the event worth it to the sponsor? eHome eRFP • Attendee benefits eBooth • Attendee surveys eWiki • Post-event attendee actions • Feedback mechanisms eMarketing eBudget • Set evaluation metrics • Measure by volume (# participants) eSurvey • Measure by revenue (how much $ taken in) eMobile • Measure by goals and objectives (what did you accomplish – will you repeat) eScheduler eSeating eProject
- 31. eReg eConnect eScan Spend Analysis eHome eRFP • Cross-event reporting • Spend by vendor • Cost per attendee eBooth eWiki • Hotel block management • Marketing efficiencies eBudget eMarketing • Real-time updating eSurvey eMobile eScheduler eSeating eProject
- 32. eReg eConnect eScan Strategic Meetings Management eRFP • Centralize eHome processes • Manage events at account level • Analyze all spending metrics eBooth eWiki • Track policy compliance • Increase efficiency eMarketing • Maximize cost savings eBudget • Measure progress eSurvey eMobile eScheduler eSeating eProject
- 33. eReg eConnect eScan Agencies as Experts eHome eRFP • Tool to manage all key event functions for clients • You are in control from start to finish eBooth eWiki • Seamless for your customers • Existing expertise in travel, destinations, venues • Expand existing corporate relationships eMarketing eBudget • Forge new corporate relationships • Manage internal events eSurvey eMobile eScheduler eSeating eProject
- 34. eReg eConnect eScan Budgeting eRFP • Gain eHome control, insight into expenses and revenue • Create budget for approval • Track flow-through real-time performance eWiki eBooth • Links to eReg • Track per-vendor spend eMarketing • Generate eBudget variance reports eSurvey eMobile eScheduler eSeating eProject
- 35. eReg eConnect eScan Project Management eHome eRFP • Develop event timelines • Assign tasks and ownership eWiki • eBooth Monitor progress • Send alerts, reminders • Manage room, equipment inventory eBudget eMarketing eSurvey eMobile eScheduler eSeating eProject
- 36. eReg eConnect eScan Seating, Booth Management eHome eRFP • Seating for banquets, galas, golf • Auto-seat functionality eBooth eWiki • Manage multiple seating for same event • Visual exhibit floor plan eBudget eMarketing • Online booth purchase eSurvey eMobile eScheduler eSeating eProject
- 37. eReg eConnect eScan Event Website eHome eRFP • Custom tabbed website • All events home page eBooth eWiki • All event content, info • Easy creation (non-tech) • Multilingual eBudget eMarketing eSurvey eMobile eScheduler eSeating eProject