Meetings Management Technology

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• Meetings Management Technology
• Mandy Elliott
• Independent Consultant
• Meetings Management Services (MMS)

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First thing to do when planning an event?
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Me, personally..
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Second thing to do when planning an event?
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Me personally..
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The differencethen now..
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Then
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Now.. the future
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• Simpler

• Better

• Faster

• Cheaper

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Integration of application into Pfizer

• Global Agreement signed end 2003
• Initial Product Training August 2004
• SA Meeting Planner Rollout February 2006
• Implementation.

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Pfizer EMEA stats

• In 2005, recorded meetings showed attendees as
  116,000 providing a 4m saving opportunity.
• Running electronic RFPs enabled the bid
  process to be reduced from 10 business days down
  to 6 or 7.
• Attendee Registration Savings 73,000.00

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Capabilities of the Pfizer Choice

• MeetingView
• Online Attendee Registration
• Housing Management
• Travel Management
• Event Marketing
• Reporting
• RFPs issue, track compare
• Onsite Attendee Registration
• Payment Processing
• Name Badge Printing
• Daily Statistical Financial Reporting
• On-Site Attendee Data Management
• Art Direction and Event Websites
• Communication Emails

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Generalised cost savings from implementing
web-based technology
Corporate Turnover Travel Entertainment Costs
2 to 4 Meetings 50 of Travel
Entertainment Costs Savings on meetings cost
10-15
Averages onlySpecific to Pharmaceutical Industry
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Immediate Benefits

• Cost Savings
• Increased efficiency
• Alignment across organisation
• No installations costly upgrades
• Consolidated Data

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FACT

• The entire Meeting Planning Process will move
  to a web-based environment within the next few
  years

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The Need for the Technology

• Technology needs to allow planners across any
  organization to enter meeting spend information
  into a single database, from anywhere in the
  world..
• Further savings opportunities to be achieved
  when aligning across business
• Company planners (internal external) need 1
  end-to-end tool

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Choosing your Technology

• All event management systems are not created
  equallike cars..some are entry level budget
  models some are mid-size models and some are
  high-end solutions
• The right solution ultimately depends on the
  complexity of your events and the number of
  business processes that can be automated or
  streamlined.

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Things to consider when choosing your technology

• Feature Factors
• Company Information? Are they stable, how long
  in business, account management etc..?
• How does the provider compare to other systems
  on the market?
• Is the providers system user-friendly?
• Technical Assistance / support framework /
  support policies?
• Can it be customised?

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Things to consider when choosing your technology

• Feature Factors
• Reporting features
• Travel Housing Management integration
• Pricing structures
• Do they have similar clients to your company?
• Do they have a demo version?
• Get References

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Proven Statistics from incorporating on-line
technology

• Improved response rates to invitations
• Reminders increase attendance and reduce
  attrition
• Use surveys to deliver better events
• Reduced costs increased productivity

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Other Leading Industry Players
Plus many more
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Where do I, as a corporate, start?

• Get Buy-in from Highest Level
• Capture Meetings Data
• Leverage Buying Power
• Consolidate Suppliers
• Streamline Operations

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Where do I, as a corporate, start?

• Improve Processes
• Control Meetings Costs
• Capture Savings
• Reports to Management
• Maximise Benefits with Travel Depts.

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Where do I, as a corporate, start?
Call the experts for assistance
Mandy Elliott082 876 7983
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Thanks for your time!Enjoy the expo..