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  • 1.  Efficiently Manage Your Small and Simple Meetings

    Cvent Staff
    Posted 11-02-2022 11:02
    Happy Wednesday everyone! Let's kickstart with our next edition of the Tip of the Week discussion!

    Simple meetings often make up the majority of planned meetings each year. Some challenges that come with planning simple meetings include central meeting team has limited bandwidth, occasional planner overspending, lack of visibility and training, and policy and process compliance. 

    Here are some tips to manage spend and save time on your simple events.

     
    1. Meeting Request Form
         ➢ Streamline process of requesting meetings
         ➢ Effectively track event related data
         ➢ Ability to create events directly from the meeting request

    2. Budget Management
         ➢ Track event related expenses
         ➢ Organize spending and track allocations
         ➢ Configure a template to utilize across multiple events
         ➢ Reporting & cost savings formulas

    3. Simple, Easy To Use Venue Sourcing Technology
         ➢ Information guide: get the latest updates from hotels
         ➢ Quickly find venues that meet event requirements
         ➢ Ensure cancelled space credits are visible to use before they expire
         ➢ Send RFP to multiple venues at once
         ➢ Include local Convention & Visitors Bureau and NSOs on RFPs for assistance
         ➢ Open up event to RFP showcase so venues can find you & give competitive rates
         ➢ Compare bids side-by-side to better negotiate
         ➢ Track savings, overall spend and have complete visibility into event program
    4. Self-service Access Portal for Simple Meetings
         ➢ Easy to implement centralized portal
         ➢ With defined workflow and policies
         ➢ For ALL planners to use to source and book simple meetings
         ➢ Freeing up your planning team's time



    Questions for you:
    • How many simple meetings do you have each year?
    • What are some challenges you face with simple meetings?

    Want to learn more about leveraging technology to save time and money in the new event landscape? Register now for our upcoming Customer Success Series  - Saving Time and Money on Events of All Sizes today!

    As always, we look forward to seeing your comments below! #CventTip

    #SourcingaVenue

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    Megan Clark
    Assistant Team Lead, Online Community Marketing
    Cvent
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  • 2.  RE: Efficiently Manage Your Small and Simple Meetings

    User Group Member
    Posted 30 days ago
    • How many simple meetings do you have each year? We have 10-15 simple meetings a year.
    • What are some challenges you face with simple meetings? We have the opposite affect of people taking small meetings on their own and not utilizing technology, thinking that the tech is only for larger meetings. We utilize a MRF for all meetings, but only our larger events use the full capacity of Cvent.


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    Beth Vriesen
    Events Registration Admin
    Associated Bank Corporation
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  • 3.  RE: Efficiently Manage Your Small and Simple Meetings

    User Group Member
    Posted 29 days ago
    • How many simple meetings do you have each year? - Hard to determine, based on the criteria of a "simple" meeting. But I probably handle about 10/year
    • What are some challenges you face with simple meetings? - Client reaching out to a venue ahead of time, coming with a contract in hand, short turnaround times


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    Gina Allega, CMP
    Senior Program Manager
    BCD M&E
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  • 4.  RE: Efficiently Manage Your Small and Simple Meetings

    Posted 29 days ago
    How many simple meetings do you have each year?
    Difficult to Determine based on "simple" but the simple events i handle can range from 100+ a year

    What are some challenges you face with simple meetings?
    Nothing I haven't been able to handle yet.

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    Jonathan stanaj
    Events Manager
    United Federation of TeachersUnited States
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  • 5.  RE: Efficiently Manage Your Small and Simple Meetings

    User Group Member
    Posted 27 days ago
    Questions for you:
    • How many simple meetings do you have each year? Quite a few, I would say over 100.
    • What are some challenges you face with simple meetings? All attendees expect white glove service


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    Katie Dreifus
    Registration Manager
    PwC Management Services LPUnited States
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  • 6.  RE: Efficiently Manage Your Small and Simple Meetings

    User Group Member
    Posted 26 days ago
    • How many simple meetings do you have each year? somewhere in the 10-20 range, depending on the initiatives of the year
    • What are some challenges you face with simple meetings? Planning and organization of these meetings is not centralized and done by individual departments, so sometimes things are not as organized or communicated systematically.


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    Bouran Qaddumi
    Sr. Manager, Training
    Church's Chicken
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  • 7.  RE: Efficiently Manage Your Small and Simple Meetings

    Community MVP
    Posted 26 days ago
    We have just recently begun holding some small in-person events, so we don't really have an annual average until things get back to normal. The biggest challenge is logistics and planning - simply building an event plan or SOP to follow, which will help ensure that we stay on track. The Meeting Request Form is a HUGE time saver and useful tool - all meeting requests must come to our team via this form.

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    Lori Wildman
    Director of Marketing
    DuCharme, McMillen & Associates, Inc.United States
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  • 8.  RE: Efficiently Manage Your Small and Simple Meetings

    User Group Member
    Posted 24 days ago
    • How many simple meetings do you have each year? 5-10 
    • What are some challenges you face with simple meetings? What are proper covid protocols, how to get people to sign off on attending the meetings but not holding us liable should they catch COVID


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    Rachel
    NJ
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  • 9.  RE: Efficiently Manage Your Small and Simple Meetings

    User Group Member
    Posted 8 days ago
    Questions for you:
    • How many simple meetings do you have each year?  a handful! 
    • What are some challenges you face with simple meetings? Not much really! 


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    Olivia Popofski
    Marketing Coordinator
    Sun Life Assurance Company of Canada and AffiliatesCanada
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