etouches Presents "Managing Your Conference Effectively & Efficiently"


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etouches Presents "Managing Your Conference Effectively & Efficiently"

  1. 1. Managing Your Conference Efficiently and EffectivelyGlobalStar Travel Management LLC Annual Conference Miami, FL Presented By Jim Alkon VP, Corporate Travel & Meetings Practice May 17, 2011
  2. 2. “The Meeting Planner”Self Portraitcirca 2011
  3. 3. A few words aboutthe meetings business
  4. 4. Fact: Your clients are planning meetings Board meetingsCorporate meetingsUser groups Product launchesTrade shows Client receptionsIncentive trips Fundraisers
  5. 5. Fact: The corporate meetings 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 themCorporations are using third parties to manage about $5-8 billion in meetings business Source: PhoCusWright study
  6. 6. The future looks bright: meeting spending likely to go up5k+ 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. 7. Who manages meetings? Administrative assistant Corporate Travel manager meeting and event planner Procure- THIRD Marketing exec ment PARTIES official
  8. 8. The larger the company, greater chance to use a third party80 70%7060 58%5040 37% 34% Use Intermediaries30 Direct with Suppliers2010 Source: PhoCusWright0 less than 100 100-499 500-4,999 5k+ employees
  9. 9. Why some companies prefer 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. 10. Another factor in the mix: merging responsibilities….. More travel managers are picking upresponsibility for managing the meetings function within their organizations
  11. 11. …which brings in new 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. 12. When it comes to 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. 13. What you need to 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. 14. A golden opportunity for 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. 15. Intelligent event management as a value-add to your clients What you should know. What you can do. How you can capitalize.
  16. 16. A basic template for events:Is this how your clients operate? Event Event Attendee Creation Marketing Experience Project Management / Data Analysis
  17. 17. What agencies need to knowto help their clients with meetingsProject Event Creation AttendeeManagement • 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. 18. can help you help 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. 19. A solution that is 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. 20. Event Registration Marketing WebsiteSeating, Booth Attendee Management Value Time, Cost Survey Savings Spend ROI Analysis Meetings Efficiencies Agencies as Project Budgeting Experts Management
  21. 21. eReg eConnect eScaneHome eRFPeBooth eWikieBudget eMarketing Event LifecycleeSurvey eMobile eScheduler eSeating eProject
  22. 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. 23. Learn more about etouches* Web Demo* Free Trial* Chat with us Jim Alkon 203-403-9008 jalkon @ Thank You
  24. 24. eReg eConnect eScan RegistrationeHome eRFP • Robust, easy to use • Fully customizable eWiki eBooth • Attendee categories • Conditional logiceBudget• Global/Multilingual eMarketing • Security compliance • Detailed reportingeSurvey eMobile • Integrations • Payment collection eScheduler eSeating eProject
  25. 25. eReg eConnect eScan MarketingeHome eRFP • Email tool to create demand • Set campaign in advance eWiki • Use eBooth pre- and post-event • html, text or both • No design experience neededeBudget eMarketing • Create and upload mailing lists • View recipient behavior • Detailed click-through reportseSurvey eMobile • Scrubs list, manages unsubscribers eScheduler eSeating eProject
  26. 26. eReg eConnect eScan SurveyeHome eRFP • Track trends pre-event • Quality checks eBooth eWiki • Take attendee temperature • Post-event surveys • Create custom questionseBudget eMarketing • Graphical stats outputeSurvey eMobile eScheduler eSeating eProject
  27. 27. eReg eConnect eScan Attendee Value eRFP • SeamlesseHome registration experience • Connect with other attendees pre and post • Constant marketing communication eBooth eWiki • Manage exhibit, session time • Personalize agenda eMarketing • Mobile appeBudget • MatchmakingeSurvey eMobile eScheduler eSeating eProject
  28. 28. eReg eConnect eScan Travel, Hotel BookingeHome eRFP • Online corporate air travel booking integration eBooth eWiki • Tracks compliance • Hotel booking capability • Capture details, arrival infoeBudget eMarketingeSurvey eMobile eScheduler eSeating eProject
  29. 29. eReg eConnect eScan Time, Cost SavingseHome eRFP •Streamline procedures •Vendor negotiating leverage eWiki eBooth •Automated processes •Less manual logistics managementeBudget•Raise efficiency and free up staff eMarketing to focus on other responsibilities • Do it once, then clone iteSurvey eMobile • Create library of resources • Go global by hitting one key eScheduler eSeating eProject
  30. 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 eMarketingeBudget • 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. 31. eReg eConnect eScan Spend AnalysiseHome eRFP • Cross-event reporting • Spend by vendor • Cost per attendee eBooth eWiki • Hotel block management • Marketing efficiencieseBudget eMarketing • Real-time updatingeSurvey eMobile eScheduler eSeating eProject
  32. 32. eReg eConnect eScan Strategic Meetings Management eRFP • CentralizeeHome processes • Manage events at account level • Analyze all spending metrics eBooth eWiki • Track policy compliance • Increase efficiency eMarketing • Maximize cost savingseBudget • Measure progresseSurvey eMobile eScheduler eSeating eProject
  33. 33. eReg eConnect eScan Agencies as ExpertseHome 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 eMarketingeBudget • Forge new corporate relationships • Manage internal eventseSurvey eMobile eScheduler eSeating eProject
  34. 34. eReg eConnect eScan Budgeting eRFP • GaineHome 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 • GenerateeBudget variance reportseSurvey eMobile eScheduler eSeating eProject
  35. 35. eReg eConnect eScan Project ManagementeHome eRFP • Develop event timelines • Assign tasks and ownership eWiki • eBooth Monitor progress • Send alerts, reminders • Manage room, equipment inventoryeBudget eMarketingeSurvey eMobile eScheduler eSeating eProject
  36. 36. eReg eConnect eScan Seating, Booth ManagementeHome eRFP • Seating for banquets, galas, golf • Auto-seat functionality eBooth eWiki • Manage multiple seating for same event • Visual exhibit floor planeBudget eMarketing • Online booth purchaseeSurvey eMobile eScheduler eSeating eProject
  37. 37. eReg eConnect eScan Event WebsiteeHome eRFP • Custom tabbed website • All events home page eBooth eWiki • All event content, info • Easy creation (non-tech) • MultilingualeBudget eMarketingeSurvey eMobile eScheduler eSeating eProject