Experts in meetings management

 

Meetings

With up to 50% of your working life spent in meetings, we are inspiring customers to connect differently whilst supporting behavioural change and ensuring delegate wellbeing is at the core of our meetings solution.

 

Whether you’d like to simply book a meeting, maximise the use of your internal meeting space or explore a more strategic approach to managing meetings, we have the expertise and technology to deliver.

 

By listening to your requirements and collaborating with our meetings partners, we can deliver cost control, online rate visibility, and quantitative savings to you. Bringing the traditional offline process, online through our market leading meetings management tool meetingsPro

Strategic Meetings Management

Improved value and overall cost savings driven by efficiently managed meetings – that’s what our Strategic Meetings Management (SMM) is all about. This approach has been created to ensure a clear return on investment through evolving initiatives, policies and processes whilst delivering on compliance, consolidation and efficiencies when it comes to booking a meeting.

 

With 30-70% of customer expenditure directly linked to internal meetings held at external venues – think how much could be saved by bringing, where possible, those meetings back in-house?

 

Our first step to SMM is understanding meeting planner behaviours, spend and data where we can work together to create measurable changes and positive results.

Simple meetings (less than 20 delegates) represent 73% of our customers meeting profile - by challenging the where, the why and the how, we can manage demand whilst connecting employees through technology or with meeting spaces (either internally or externally) in the most efficient way possible.

 

We create an SMM journey for customers that has simple steps over the contract life cycle:

 

1

Maximise internal meeting facilities and connecting your employees in the right way

2

Ignite smarter buying; education hubs, policy management, compliance through confidence and savings guarantees

3

Provide visibility and approval parameters around your meetings expenditure whilst driving efficiencies through streamlined processes

4

Deliver value through our leverage, market position and demand management

5

Lead the way with innovative online meeting management technology

6

Ensure employee wellbeing is at the heart of our service ensuring duty of care extends to your meeting delegates

meetingsPro

Our proprietary technology

Co-created with our customers and delivering more than 19% savings, meetingsPro® is designed to provide you with complete visibility of meeting expenditure whilst providing an online platform to complement; preferred venues, policy guidelines, meetings programme initiatives in an easy-to-use online tool.

 

By giving meeting planners full control, meetingsPro® makes it possible to search, plan, book and manage all your meeting requirements, through one simple, easy-to-use online tool. Plus, there’s plenty of choice; meetingsPro® has a wide range of live venues with negotiated rates. From preferred to non-preferred, and not-for-profit to unique venues, finding the right venue at the right price has never been easier.

meetingsPro® delivers efficiency and cost savings by reducing the time spent on venue searching, negotiating, pre-meeting administration and budget reporting. Not only this, it helps our customers achieve cost savings associated with end-to end online adoption and maximises attendee engagement through products like delegatePro.

 

Enhancing the solution, driving value and reducing costs.

 

New feature | Covid-Shield

Meet safely with Covid-Shield.

 

Delegate safety is an important priority, particularly when meeting in a Covid-19 world. So, we've been ensuring meetingsPro is a solution that helps keep your delegates safe. By combing the Venue Directory Safe Meetings Database with our own content, we created Covid-Shield; a designation within meetingsPro that makes it easy to identify venues that meet the highest safety standards and informs planners and bookers of the venue’s Covid-19 policy.

DelegatePro

It’s built with smaller meetings in mind. This highly intuitive user interface provides configurable self-build options to create a website, auto-populated by meetingsPro®. DelegatePro enables web page creation, delegate invitation and registration functionality, in addition to being able to upload meeting agendas and pre-meeting material and communications via our app.

Managing your bookings

Search, filter, view, request and book the perfect venue that meets your meeting brief all from one easy to use platform. meetingsPro removes inefficiencies from the traditional offline booking process.

Internal meetings management

Maximise your company estate through the effective management of internal meeting space. Our online tool provides the facility to search, review in room facilities, book and cancel internal space, so you can maximise your own space before exploring external suppliers.

Meetings first

Integrated into meetingsPro, our supplier programme for all customers gets the most from every meeting. Venues display our negotiated rates, added value extras and agreed terms and conditions for small meetings of <25 delegates through the tool. Speeding up the end-to-end booking process by simply contracting based on the already accepted Meetings first standardised terms.

Delegate tracking

Visibility of meetings that are taking place on a given day ensures that organisations fulfil duty of care to their people - keeping them safe while they meet.

Reporting

Tracking the status of your booking, year to date figures and future committed meeting expenditure has never been easier. Online reports and dashboards provide all key data at the click of a button 24/7. With tiered access offering bookers, budget holders and procurement tailored views and up-to-date figures

 

Meetings optimiser

Make the most of your meetings.

A simple calculator functionality that estimates the potential cost of a meeting.

Meetings optimiser is a unique online meetings calculator that provides a view of the total meeting cost, based on where delegates are travelling from. It also takes into consideration employee wellbeing and the proactive promotion of internal meeting space to ensure that your organisation benefits from maximium occupancy levels - establishing an optimum meeting location to support employee duty of care.

The best way to connect

Bringing people together for a meeting is always costly in time and money. Meetings optimiser allows you to consciously think about how best to run your meeting - asking yourself if there's a better place to hold a meeting, or if a virtual meeting could be a better alternative to meeting face-to-face.

Where are you people based?

Input where your people are travelling from for the meeting and meetings optimiser will intelligently calculate the travel time and cost - then recommend the best place in the country to meet and most effective means of travel to get there. Splitting everyone’s travel time fairly and cost consciously.

Calculating the costs

Just like a calculator, we provide meeting arrangers with an overall view of the total cost, based on:

  • A proposed meeting location

  • Delegate locations

  • External venue provider costs

 

Meetings optimiser considers employee wellbeing and promotion of internal meeting space - ensuring maximum optimisation of internal space

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NYS is a specialist brand of Capita Travel and Events Limited. Part of Capita plc. © 2019. All rights reserved.