Introductie Meetingselect
Meeting Management Judith Huisman
Introduction Meetingselect Specialized in meeting management solutions for purchasers & bookers Advanced meeting technology, simple and easy in use Leading meeting management company in Europe with a database with 74,000 hotels and meeting venues worldwide Self booking tool, extensive search engine, reporting tools, approvals, payments, registrations Large cost & time savings for meetings Both a personal service as online booking tool Integrations and web solutions for Travel Agents and Convention Bureaus
Strategic meeting management
?
Strategic meeting management Management and control of internal and external meetings within a company with the aim to save costs, save time and reduce the risks. By means of streamlining the processes, where Procurement gets insight in all the meeting spend, where preferred suppliers can be selected, where meeting volumes are steered to preferred suppliers and the processes & policies are standardized. This includes the ongoing use and evaluation of data and reports
Meeting Management PAIN OR GAIN?
Do you have insight in? •
Who initiates the meetings?
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Who books the meetings?
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What amounts are involved?
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Hidden risks and inefficiency
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How much money is spend on what?
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Insight in the meeting spend at preferred and non preferred suppliers?
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Cost savings?
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Cancellation fees
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How often are suppliers compared and benchmarked?
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Where do we invite our people, our staff our customers?
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When should hold internal meetings instead of external?
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How are contracts being negotiated and signed?
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Is technology being used?
Trends & Facts •
Corporate Travel Policy in place, Meetings is the next step
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Procurement feels that meetings are organised decentralised
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No adequate control
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Increased professionalism at Procurement department with regards to M&E
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Financial crisis leads to cost reductions
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Government
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35% of the travel costs due to meetings and group travel
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Access to technology makes it possible to manage meetings
Sustainability - Going Green - 64%
Source: By Peter Fisk
Hybrid Meetings
Hybrid meetings
“In 2020… The personal comfort of attendees will be much more important to meeting planners than today. Individuals will be able to obtain personalized menus at meals, there will be many options for entertainment and relaxation, e.g., customized seating. Meeting planners will make far better use of information about individual attendees than they do today” Source: Convention 2020 March 2011 IMEX, ICCA and Fast Future Research
Meeting Management PAIN OR GAIN?
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
5.
Time saving for the internal meeting planners and to ease the booking process.
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
5.
Time saving for the internal meeting planners and to ease the booking process.
6.
Steering volume to preferred partners
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
5.
Time saving for the internal meeting planners and to ease the booking process.
6.
Steering volume to preferred partners
7.
Be prepared for crisis management and casualities. Know where your staff and your clients are located.
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
5.
Time saving for the internal meeting planners and to ease the booking process.
6.
Steering volume to preferred partners
7.
Be prepared for crisis management and casualities. Know where your staff and your clients are located.
8.
Professionalization of the travel department with the aim to deliver continuous quality and service.
Strategic Meeting Management 1.
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
5.
Time saving for the internal meeting planners and to ease the booking process.
6.
Steering volume to preferred partners
7.
Be prepared for crisis management and casualities. Know where your staff and your clients are located.
8.
Professionalization of the travel department with the aim to deliver continuous quality and service.
9.
Access to reports and analyze to increase the future negotating power.
Strategic Meeting Management 1
Gain insight in all the meeting volume, meeting costs and meeting venues
2.
Reduce the risks in contracts via policy and standardization, taking the legal procedures into account.
3.
Cost reduction and avoidance via formal negotiating. Making use of standard contracts including cancellation and payment conditions.
4.
Reduce the number of suppliers and select preferred partners to realize savings.
5.
Time saving for the internal meeting planners and to ease the booking process.
6.
Steering volume to preferred partners
7.
Be prepared for crisis management and casualities. Know where your staff and your clients are located.
8.
Professionalisation of the travel department with the aim to deliver continuous quality and service.
9.
Access to reports and analyze to increase the future negotating power.
10.
Increase productivity and efficiency by means of automatization
Which How models to start? ? How does the meeting industry earn its money?
Earnings via buyer
Build a Business Case •
Research, who books meeting and events within your company
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Search for cost related to meetings, via credit cards, company cards, invoices
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Investigate how one works now, what are the procedurs, are third parties being used, what companies are being used, how does one book, who makes the decisions.
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What type of planning techniques are used
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What type of technology does one use per event
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Create a team with stakeholders
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Ask for support at Executive Management
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Mention expected savings that can be realised
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Cost overview
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Tiimeline
Conditions for Srategic Meeting Management •
Write a meeting policy and include set of business and meeting rules, preferred partners, contracts, coordinators, reports, approvals
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Internal stakeholders
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Invest in technologie, voor o.a. zelf-boekingstool, sturing naar vaste partners, laden van afspraken, rapportages in eigen beheer en communiceren van nieuwe afspraken. Optioneel een registratietool, app platform, econnect.
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Inzmplement an official sourcing process
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Systematically introduce and inform all bookers about the new meeting management policy
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Inform meeting planners continuously
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Evaluate periodically
Technology is the foundation of Strategic Meeting Management
Tips 1. Selecting a meeting partner? Make a business case on the several business models. 2. Find out what the booking patterns are within your company. Select the best business model for your company 3. Many meetings and group reservations within your company? Negotiate net contracted rates for groups and meetings 4. Examine the cost reductions by booking meetings and group reservations online. Make use of self booking tools for meetings and group reservations 5. Always using the same incentive or conference bureaus? Double check their way of working, ask for original bills, pitch between bureaus
Find out the value of meeting management and select the best business model Increase cost savings on meeting spend and increase your future negotiating power.
Thank you!
Join us on
 Check us out on Meetingselect.com keyword Meetingselect
Tailor made company page - impression
Sneak preview new design: search
Search engine for hotels and meeting venues with extensive search criteria
Sneak preview new design: search
Example of a venue page, click on View meeting capacities to see ideal set ups for all meeting rooms
View the meeting capacity chart of a venue
The rfp – meeting request has been sent directly to the venues of the planner’s choice
Example of a detailed venue proposal sent online. Subtotals and total expected costs are shown together with f.e. pictures of the venue, menu suggestions etc.
AirPlus and MobileXpense are integrated in Meetingselect. Integration with Concur is now being discussed
Put your cancelled meeting space ‘up for sale’ in case you are faced with cancellation costs and reduce these costs by selling on your cancelled space to other companies
Example venue reviews
Back to slide
Search results are based on preferred partners and contract notes are visible. We can upload the internal meeting space as well.
Management Reports •
Managementrapportages in eigen beheer, niet afhankelijk van uw leveranciers
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Accuraat overzicht van alle aangevraagde locaties
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Maandelijks uw eigen rapportages
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Inzicht in:
- hoeveel bijeenkomsten op jaarbasis - kosten per bijeenkomst gesplitst in: kamers, zaalhuur, vergaderarrangement, f&b, audio-visueel - per land en per stad - boekingen per afdeling - per interne klant - aantal bijeenkomsten definitief of geannuleerd - suppliers en ketens
SMM offerst the solution to •
Easy manage meetings via your own company page
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Steer costs to the preferred partners
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Have insight and control over all the meeting costs
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Consolidate and analyse detailed meeting management reports
• Internal bookers have direct insight in preferred rates at venues worldwide* •
Internal clients can be more cost-conscious comparing rates, venues and proposals
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Cancelled space for resale
SMM offers the internal meetingplanners the solution to •
Save lots of time & money booking the perfect venue
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Easily search in our own database > 74.000 hotels and meeting venues worldwide
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Instantly see the preferred partners of the company
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Easily compare hotels and meeting venues and their proposals
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Remain in direct contact with their own contact persons
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Make use of service and professional advice to source and book hotels and meeting venues worldwide.
Example of a venue page, click on View meeting capacities to see ideal set ups for all meeting rooms
View the meeting capacity chart of a venue
The rfp – meeting request has been sent directly to the venues of the planner’s choice
Example of a detailed venue proposal sent online. Subtotals and total expected costs are shown together with f.e. pictures of the venue, menu suggestions etc.
AirPlus and MobileXpense are integrated in Meetingselect. Integration with Concur is now being discussed
Put your cancelled meeting space ‘up for sale’ in case you are faced with cancellation costs and reduce these costs by selling on your cancelled space to other companies
Example venue reviews
Back to slide