Six technology tools to help you plan more effective meetings

Updated: Feb 3, 2020

Our technology removes inefficiencies, supports online content and enables end-to-end management of internal to external meeting planning.

We all love an expert team of venue consultants available at the drop of a hat to provide us with their specialist knowledge of venues, layouts and locations and at NYS we pride ourselves on giving our customers this.

But why stop there? Technology has the ability to take us beyond the everyday and imagine a future that is better for everyone. Even when planning a meeting!

Take a read of some of our tools to help you be more effective with your meeting planning!


Our proprietary software, meetingsPro gives meeting planners full control of their meeting requirements in one simple easy to use tool – from searching for the perfect venue to managing the booking.

The tool delivers efficiency and cost savings of more than 19% by reducing time spent searching, negotiating, doing administration and budgeting. Basically, it does everything except attend the meeting for you!

Internal meetings manager

Internal meetings manager (IMM) simplifies the booking of internal meeting space and facilities. It gives you the ability to check internal meeting room availability, review in-room facilities, and easily amend and cancel bookings.

IMM also helps you to maximise the use of your internal estate, mitigating the costs associated with the use of external venues. It even includes live data, giving reports, analysis and online visibility, so if you know your colleague is cancelling their meeting you should be able to grab the room before anyone else!

Meetings Optimiser

In a nutshell, Meetings Optimiser is our recently-developed, unique online calculator that provides a view of the total travel time and meeting cost, based on where delegates are travelling from. As a result, it actively promotes sustainability and wellbeing whilst driving cost saving opportunities beyond the day delegate rate (DDR).

Meetings first

Integrated into meetingsPro, our supplier programme "Meetings first" allows all of our customers to get the most from every meeting. Venues display our negotiated rates, added value extras and agreed terms and conditions for small meetings of up to 25 delegates through the tool. This helps speed up the booking process, as these rates and extras have already been approved!


DelegatePro is built with smaller meetings in mind. The highly intuitive tool allows you to easily create websites, auto-populated by meetingsPro®. With DelegatePro you can also easily invite and manage delegates with its registration functionality, in addition to being able to upload meeting agendas, pre-meeting material and communications via our app.

Reporting and tracking

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.

You can also fulfil your duty of care to employees and delegates alike with our innovative delegate tracking system which is supported by our 24-hour crisis management team.

Want to find out more about how our technology can help you to better manage your meetings? Get in touch.