Congress & Exhibit

New technology solution for smarter working

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improvement in KPI performance for the submission of TOV data

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countries who have streamlined the approval process for spend data

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stakeholders who gained increased accuracy and transparency to spend data

Challenge

With a long-standing partnership in place with our client, our relationship and expertise allowed us to identify an opportunity to increase their efficiencies through a new delegate management system, which was needed to manage and track the spend of HCPs and HCOs across 180 meetings and events per year. Noticing that their current software was not fit-for-purpose, we approached our client to suggest a smarter working solution. Our client was impressed and, with a strict deadline in place, we were requested to continue creating and designing the solution for the new platform which was needed to provide detailed management information and spend analysis reports, along with event budgeting and reconciliation.

Solution

We began the journey by shortlisting potential suppliers and facilitating a full tender process on behalf of our client, ensuring our solution was designed to suit all business and regulatory needs. Once the supplier had been selected (Cvent), our focus turned to the design of the platform, beginning with registration pathways to ensure optimal user experience, along with the maintenance of a comprehensive customer database, API interfacing with CRM systems and integration with travel management company technologies. Budget templates were designed to create efficiencies, linking budget items specifically to financial ledger codes and cost centres, allowing for more in-depth analysis of spend to levels not previously obtainable. Prior to launch, we conducted numerous interviews with key stakeholders to identify areas that required process enhancements and ascertain the required event data that would be beneficial to their day-to-day activities and business needs. We devised and managed a comprehensive training programme to support the European roll-out across 27 markets. Training took the form of multiple face-to-face demonstrations and workshops, virtual seminars, the creation of online materials and dedicated ongoing, ad hoc support.

Result

We worked with our vendor and clients to manage workflows, project planning, enhanced SOPs and templates, combined with the automation of event data and management information. Our successful implementation has created tangible benefits at every level, providing fast, efficient performance that meets both client requirements and industry obligations. The technology has been successfully rolled-out across Europe on deadline for our client portfolio of HCP-attended events and is currently in phase two of roll-out for internal meetings and events for our client.

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