Meeting Planner Software
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1 Software Trends for Today s Meeting Planner Presented by: Steve Mackenzie, Vice-President, Global Sales & Marketing Ungerboeck Systems International
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3 Agenda Various types of software for meeting professionals Registration/Attendee Management Event Planning/Budgeting Networking Speaker/Abstract Management RFP/Travel Management Analyzing your needs Why? Audience Cost Delivery Method
4 Software Options Lots of options here!!!! Single/multi-event registration Group registration Attendee marketing Registration Trends Move away from custom software Everyone is offering registration via the web RFID badges Self-registration at busy events Minimum Requirements Web and admin registration capability Flexible and meaningful reporting
5 Registration
6 Registration
7 Event Planning/Budgeting Software Options Manage sub-events within one event Checklists of tasks for the event Create and analyze budgets Managing multiple events at one time Trends More collaboration between planner and partners Planners wanting to have what-if scenarios when putting costing together Minimum Requirements Tool to develop a timeline Ability to attach tasks to timeline Area to budget
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9 Networking Software Options Viewing agendas Arranging meetings Messaging between attendees
10 Networking
11 Networking Software Options Viewing agendas Arranging meetings Messaging between attendees Surveys Use of Web 2.0 (facebook, blogs, twitter, etc)
12 Networking
13 Networking Software Options Viewing agendas Arranging meetings Messaging between attendees Surveys Use of Web 2.0 (facebook, blogs etc) Trends Planners providing more interactivity between attendees Minimum Requirements Delivered via handheld device (either vendor s device, or PDA/mobile phone) Attendee list, agenda
14 Speaker/Abstract Management Software Options Submission of papers Evaluation of papers Integration with Planning/Registration Trends More common events (not just medical and scientific) now doing this Minimum Requirements Online submission/evaluation process Link speakers to sessions
15 Speaker/Abstract Management
16 RFP/Travel Management Software Options Site selection via varying criteria Send request to multiple properties Delegate can register for event and book flight/hotel at the same time Trends Planners really looking to make the RFP process more tightly integrated, plus wanting integration of registration and flight/hotel booking. Minimum Requirements Allow creation of list of potential event sites Some level of integration with room blocks and/or GDS
17 Analyzing Your Needs Why? What do you want to achieve? Internal Needs: Outdated current method of doing things Audit requirements Meet industry standards/integration with other other systems External Needs: More efficient way of interacting with clients More professionalism Client s requirements
18 Analyzing Your Needs Audience Technical Capabilities Delegates Internal staff General Just because it s cool doesn t mean it s useful! Keep it simple Put yourself in the audience s shoes
19 Analyzing Your Needs Cost Determine your budget Best of Breed or a modular system? Per attendee vs. license One-off or ongoing use Support/Maintenance costs Training costs Hardware requirements General Other software required Are upgrades included? Future training costs
20 Analyzing Your Needs Delivery Method Hosted Access anywhere, anytime No infrastructure costs Internet speed/reliability Service level guarantees In house Not reliant on internet Accessibility on site Additional infrastructure costs
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22 Glossary of Terms APEX Accepted Practices Exchange (initiative by the Convention Industry Council to standardize terminologies and technologies in the event industry) Blog an online journal by any individual GDS Global Distribution System Hosting providing of the service to house and maintain data files for an organization PDA Personal Digital Assistant RFID Radio Frequency Identification RFP Request for Proposal SaaS Software as a Service Web 2.0 focus on user-generated content, much more interactive than earlier web pages that were more informational only
23 Additional Resources APEX Glossary Meeting Industry Technology Links:
24 Meetings & Events Australia Thank you! Steve Mackenzie, Vice President Global Sales & Marketing 22nd MEA National Conference Tuesday 7 th April 2009
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