MarketingPilot Event Management at a Glance. The New Standard in Event, Conference and Trade Show Management Software

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1 Event Management at a Glance The New Standard in Event, Conference and Trade Show Management Software

2 MarketingPilot is the first true integrated event planning, registration and marketing software suite designed for corporate event managers. MarketingPilot excels at event planning and execution. MarketingPilot is a real breakthrough that improves performance, streamlines event production, and saves time and money. With MarketingPilot events are smooth, effective operations. Manage: Events Conferences Meetings Trade show exhibits Say Good-bye to All the Paper Just point and click. Important information is always available in MarketingPilot. Drill deeper with a few clicks to find out more. MarketingPilot's state-of-theart design means fewer reports and faster answers. It s Not Just the Software Every MarketingPilot client is assigned to a dedicated team of professionals always on call to help. Clients get to work with people who know and understand their business. Best Practices MarketingPilot enables better, more informed decision making, more effective management and increased focus on revenue-generating activities. MarketingPilot increases management control over all activities, and enables best practices. An Emphasis on Ease of Use and Flexibility MarketingPilot is designed with ease of use at the forefront. Every element of MarketingPilot goes through a rigorous process to ensure that it s easy to use and works consistently and intuitively. If there is one thing that characterizes event management and planning, it s variety and change. MarketingPilot was designed to handle a workload consisting of a mixture of simple and complex, and short and involved projects. A High Productivity Personal Workspace MarketingPilot provides each user with a personal workspace that they will use again and again each day. Each user has a personal to-do list, calendar and project list. Users can set their own preferences. Each user s interface can be personalized so that only needed functions and information are visible. High Performance MarketingPilot is designed with high performance in mind to be able to handle large volumes of data: thousands of vendors, hundreds of events, thousands of pieces of equipment, hundreds of booths, etc. Information used again and again is cached to give users the fastest performance possible. MarketingPilot was designed with the simplicity to meet the needs of small teams and the power to accommodate the sophisticated requirements of large ones. Works in a Web Browser MarketingPilot enables teams to collaborate online, in real time, using any type of computer system Windows, Macintosh with a web browser and network access. MarketingPilot is available as a licensed product that can be installed on servers on an internal network, or as a service available via the internet. The Core: Powerful Event Management Manage multiple events at the same time. Use Best Practices templates to expedite event setup and scheduling. For each event, MarketingPilot tracks: Audio-Visual Booth rentals Collateral Materials Credit card processing Documents Equipment Estimates Expenses Facilities Floor plans Food and Beverage Functions Invoices Lodging Marketing Campaigns Multiple languages Multiple currencies Promotional items Purchase Orders

3 Quotes Registration Room blocks Room Setup/Tear-down Seating Sessions Shipments Speakers Staffing Tasks To-do s and Tasks Travel Web Registration (optional) Event Management MarketingPilot provides actionable information to help improve performance and results. MarketingPilot rolls tasks up into a master schedule; with MarketingPilot, everyone knows what they need to do and when. Real-time updates enable immediate decision-making about project status and the impact of scheduling changes. MarketingPilot automatically tracks progress and helps avoid bottlenecks and communications problems: Create personal tasks. Assign tasks to others. Create a task list for each event, vendor, speaker, client or team member. Automatically notify others when new tasks are received or when key task information is changed. Set reminders and automatic alerts to insure that nothing is forgotten or overlooked. Track the actual duration of tasks versus estimate. Attach files to tasks so that needed information is readily available. Start with a launch date and determine the date upon which a project must start; delay a start date and immediately assess the impact on each person. Annotate tasks with notes and comments. Use alerts to help manage critical milestones and deadlines; MarketingPilot automatically informs users when critical events occur. MarketingPilot automatically chains tasks together within each event, simplifying schedule changes. Change a single date to automatically reschedule all the work associated with a project. Assess the impact of date changes and project assignments on a team s or person s workload. With a single mouse click: View tasks assigned to a user. View tasks for a specific event. Mark tasks complete. Copy or re-assign tasks. Track performance and workload by user, vendor, requestor, product, service, brand, location or channel. Event Registration The Web Registration Option enables users to provide web or in-house registration services to clients quickly and without programming. Setup multiple registration sites, each with its own look and feel and process free and fee-based registration for different divisions or clients. MarketingPilot makes chores like credit card processing, wait listing, tracking confirmations/no shows, and group registration easy. Manage Complex Event Schedules Create simple or complex agendas and schedules listing the times and locations of all the activities at an event. The event schedule includes the location of the activity, staffing, audiovisual, food and beverage, setup/teardown, collateral materials and more. Page 3 of 10

4 Scheduling and Staffing a Breeze MarketingPilot streamlines staff scheduling. Create simple or complex schedules and staffing plans. MarketingPilot helps identify staffing needs up front, before it s too late. Changing information in one place automatically updates every schedule. Create Gantt charts and calendars Create staffing plans and schedules for each room and facility. Create personal schedules for each staff member with all the details they need to know: where they need to be, when they need to be there, how long they need to be there, and even their specific duties. Display each person s schedule online via the Web Portal. Build a custom contact list for each event so that staff members always have quick access to contact information. MarketingPilot's one-click enables users to select a contact and send them an without retyping their address. The message is attached to the event and contact for future reference. Create setup and tear down schedules with staffing. Scheduling functions are tightly integrated to give you the answers you need with the least amount of work: Automatically tracks all assigned work. Tracks time allocated in project estimates, estimated on Tasks and activities. Includes time worked, in meetings and paid time off. Scheduling page pops-up in a separate window so you have ready access to availability when you assign work. Real-time updates. Set work hours and work days for each person. Speaker Management A successful event is no different than choreographing a performance - getting the right person and materials to the right place at the right time. MarketingPilot helps manage and coordinate who, where, and when for each event: Build a custom speaker list for each event: With MarketingPilot the speaker list is always up-to-date, and ready for quick access. Send to an individual or group with a few clicks. MarketingPilot attaches the message to the event and each speaker for future reference. Create a schedule for each speaker with all the details they need to know: where they need to be, when they need to be there, how long they need to be there, and their specific duties. Print individual schedules for each person. Manage Abstracts, Papers and Presentation Materials: Attach an unlimited number of files to each speaker's record in MarketingPilot; files are immediately accessible and easy to find. Use version control to track revisions. Setup a Speaker Portal using the MarketingPilot Web Portal. Enable speakers to upload and download materials. There are no restrictions on file size or cumbersome FTP instructions to deal with. Enable speakers to view their schedule and itineraries online via the Web Portal. Use MarketingPilot's integrated approval system to route documents for review. MarketingPilot tracks every item that is routed. Enable online approval, annotate and markup documents online. Version control and security enable users to protect and control access and changes. Lodging and Room Blocks Manage lodging and room blocks. Quickly setup room blocks and track guests; summary views enable you to quickly see what is available, reserved, on hold and if any action needs to be taken. Reservations, credit card processing, confirmations and billing are fully integrated. Send confirmations with a single click. Functions MarketingPilot makes it easy to setup and manage seating plans for sessions, banquets and other functions. Quickly setup seating maps and track each guest. Reservations and confirmations are fully integrated. Send confirmations with a single click. Travel Create detailed itineraries for staff and speakers that include complete transportation and lodging information. MarketingPilot links itineraries for each Page 4 of 10

5 person to the appropriate event. MarketingPilot's travel dashboard rolls up all the itineraries for everyone in one place, making them easy to find, manage and update. Tracking travel expenses is easy. Sponsorship and Booth Rental MarketingPilot makes it easy to manage sponsorship and booth rentals. Quickly setup booths and sponsorship opportunities. Track each reservation, confirmation and payment. Summary views display availability. Reservations, credit card processing, confirmations and billing are fully integrated. Send confirmations with a single click. Equipment and Displays MarketingPilot provides a complete equipment management solution. MarketingPilot enables users to reserve equipment and to manage equipment shipping, scheduling, check-in and check-out. MarketingPilot tracks all the equipment needed for each event. Track banners, computers, A/V equipment, lighting, electrical, flooring, backdrops, exhibits, furniture, displays, signage, etc. Equipment can consist of individual items or kits. Enable people to submit equipment requests via the internet using the Web Portal. Search for available equipment by type or item. Shipping Enter shipping information once, and use it for all events. Track multiple shipments for each event; track which equipment and materials are included in each shipment. Calendar MarketingPilot includes a powerful, fully integrated calendar with powerful filtering options that enable users to customize the calendar so that it displays only the information needed. Click on any entry to drill down to its details. View the calendar by day, week or month. Create new events and tasks directly from the calendar. Campaign Management A MarketingPilot exclusive. MarketingPilot provides a robust, comprehensive and flexible system for managing all event-related marketing campaigns. With MarketingPilot all the information about every event is in one place. Integrated performance measurement features make it easy to determine which marketing activities work and which don t. Managing Requests Manage requests for new events, collateral materials, equipment, signs and other items more systematically. MarketingPilot provides comprehensive, flexible and easy-to-use request management: Makes team members more productive by reducing time spent managing, coordinating, reporting and tracking requests. Link all relevant information to each request. Enable interactive communication between the event team and clients. Instills accountability. Clients: Get a dashboard to manage and track their requests. Can track status and progress of requests. Can attach files to requests. See only their requests and no one else's. Page 5 of 10

6 MarketingPilot tracks: Each request made. The quantity requested and filled. Storage location. Inventory levels and usage. Related documents, such as legal approval, compliance information, sign-offs, notes, estimates, etc. Pictures of the item. Each item s physical dimensions and properties. Vendor information and cost. Users: Have a centralized queue for all requests. Can accept, reject and schedule requests. Can assign requests to staff. Can set up automatic alerts to communicate status changes without user intervention. Can create estimates for requests. Can track requests by user, type, priority, due date, requested date, assigned to, etc. Files and Documents Move to a paperless office with MarketingPilot and gain a sustainable advantage. MarketingPilot enables users to attach all types of digital file to events. Store exhibitor kits, abstracts, papers, presentations, instructions, floor plans, layouts, faxes and other documents in MarketingPilot. Powerful search functions make it easy to find documents, regardless of what event they are linked to. Manage and Track Promotional Items MarketingPilot provides tools to manage promotional items. MarketingPilot saves time, improves service and eliminates waste. Client requests can be fulfilled immediately or items can be reserved for use in a future event. Integrated MarketingPilot integrates seamlessly. Send messages without leaving MarketingPilot: Attach sent mail to contacts, tasks, projects, etc. Send attachments. Log every message sent. Sent alerts and notifications using . Page 6 of 10

7 Comprehensive Financial Management MarketingPilot provides complete integrated financial management: Track financial information by general ledger account, code, vendor, and client. Purchasing Invoicing Credit card accounts Reconciliation Plus MarketingPilot: Keeps each user's work separate. Prevents unauthorized access or updates with built-in security functions. Annotates transactions with notes. Reprints information on demand. Enables users to attach related documentation including contracts, s, faxes, mockups, PDFs, etc. to financial records. Tracks financial information by department, division, cost center, GL code, event, market, location, product, and channel. Vendor Management Vendor management is a critical part of running a successful event. MarketingPilot improves productivity by providing a shared vendor management system. Add vendors once and use them again and again without rekeying their information. Track detailed vendor information including Tax ID, terms, etc. Create vendors to-do lists. MarketingPilot's built-in reminder system ensures nothing is missed. Tracks expenses, purchase orders, quotes, payments and balances due. Purchasing MarketingPilot provides a complete purchasing and accounts payable solution: Create an unlimited number of purchase orders. Purchase orders can have an unlimited number of line items. Associate purchase orders with events. Send purchase orders to vendors via and PDF. Page 7 of 10

8 Route purchase orders for approval. Track purchase order variance. Track make-goods and credit memos. Track payments. Track purchases by vendor. Track unpaid bills. Pay vendor invoices in full or make partial payments. Approve payments. Setup multiple payment accounts, including banks accounts and credit card accounts. Route purchase orders and expenses for approval. Send reminders when payments are due. Track cash and coop payments. Registration Billing MarketingPilot provides integrated billing for event registration: Create standard items and services. Send invoices to clients via and PDF. Track sales, VAT, GAT taxes. Track receivables and payments. Track cancellations; issue refunds and credit memos. Pay by check and open account billing. Print client statements. Online credit card processing. Online self-service web registration. Invoicing MarketingPilot provides integrated invoicing: Create standard items and services. Track an unlimited number of invoices. Invoices can have an unlimited number of line items. Associate invoices with events. Send invoices to clients via and PDF. Route invoices for approval. Track sales, VAT, GAT taxes. Print statements. Requests for Quotes MarketingPilot makes it easy to prepare and track vendor requests for quotes. Send requests for quotes to vendors via or PDF. Route requests for quotes for approval. Associate RFQs with events, etc. Send reminders to staff and vendors when responses are due. Multiple Currencies MarketingPilot s enterprise edition is designed to handle multiple currencies - all at the same time to facilitate operations in multiple markets. Page 8 of 10

9 Reporting MarketingPilot enables users to transform valuable marketing data into shared information for insightful, timely decisions. MarketingPilot provides a comprehensive reporting solution that enables the creation, management, and delivery of both traditional, paper-oriented reports and interactive, web-based reports. Users can create custom reports and explore MarketingPilot data using a report designer with a familiar Microsoft Office user interface. Users can: Create standard reports or cross-tabs, and charts. Add text and formatting to reports. Create new fields and calculations. Preview, print and publish reports. Export report data to formats such as Microsoft Excel, Adobe PDF, HTML, etc. Powerful report management features enable a high degree of control. Custom reports can be added to the MarketingPilot shortcut bar; and/or deployed to a report web site for access by non-marketingpilot users. Organizations can deploy interactive Webbased reports to deliver information to clients over extranets or the Internet. Administrators can schedule report execution and delivery, and track reporting history. Both ondemand and event-based delivery of reports is available. Web Portal The MarketingPilot Web Portal provides a new level of e-business productivity. The Web Portal provides an out of the box portal it s an ideal solution for sales, speakers, vendors, and freelancers. The Web Portal is designed so that users can only see information that belongs to them. The Web Portal provides: Event dashboards Event Calendar; personal calendar File storage, uploads and downloads. Alerts Estimates Equipment and materials requests. Purchase Orders Approvals and Routing Travel itineraries On Demand or Licensed Choose a subscription to MarketingPilot on Demand. MarketingPilot On Demand requires no IT involvement or support. All users need is a web browser and internet connection. For a fixed annual fee we take care of setup and configuration, software and system administration and internet access in a high-security, fault-tolerant environment. Or, purchase licenses and install MarketingPilot on an in-house server. MarketingPilot can be installed and implemented quickly, with minimal support from IT: IT isn t needed to add and remove users. There is no need for an operator to monitor the system day-to-day. Back up MarketingPilot while it s being used. Use the computers already in use. Choose the Right Version MarketingPilot is available in three editions: standard, professional and enterprise. Visit the MarketingPilot web site at to compare editions and features. Advanced Technology MarketingPilot incorporates the latest Web 2.0 technologies. MarketingPilot s industry standard SQL database makes it easy to integrate MarketingPilot with existing software. Page 9 of 10

10 Multiple Languages MarketingPilot Enterprise Edition is designed to support multiple languages, allowing each user to select the appropriate language, currency, time zone, and numeric display option. Customize Every Field with the Enterprise Edition MarketingPilot enterprise edition enables users to customize the name of every field on every page in every language, to enable the use of your own terminology. Security Built-in security features manage user privileges and control access. MarketingPilot provides a layered approach to security. Deploy MarketingPilot on a corporate server behind a firewall, or use SSL encryption for even greater security. Services That Make It Easy Every MarketingPilot client is assigned to a dedicated account management team professionals who are on call to help in any way possible. Our team will help your organization gain and maintain a real competitive advantage. A range of services is available to get the most out of MarketingPilot: Online and onsite training led by professional marketers who are MarketingPilot experts. Custom report design. Software development and customization. Integration of MarketingPilot and existing systems. Process improvement consulting. Find out More In the US, call , or contact us via at sales@marketingpilot.com and request a demonstration. Visit our web site at for more information and for contact information in other countries. About MarketingPilot MarketingPilot Software LLC is the leading provider of marketing information systems collaborative systems for improving marketing effectiveness and productivity. Every day thousands of marketers at hundreds of companies in more than 30 countries use MarketingPilot. MarketingPilot Software LLC Suite Ridge Avenue Evanston, IL USA MarketingPilot Software LLC, all rights reserved. MarketingPilot, MarketingPilot Software and The Marketing Information System are trademarks of MarketingPilot Software LLC. This brochure describes the features of MarketingPilot Agency Edition 8. Not all features are available in all editions. Page 10 of 10