MEETING EVOLUTION (M.E.)...Using business intelligence to manage meetings strategically

Topic: Technology to Reduce Housing Costs

Where: Walter E. Washington Convention Center, in Washington, D.C.

When: September 9, 2009

Time: 4:45 - 5:45 PM 

You will learn about getting the most out of your event management software and meetings management technology to save costs on your housing. Learn from the two best experts in technology and meeting planning about how to save real costs, and gain true savings in housing. Rick Borry was the founder of Register123 software and has worked with meeting planners since 1998. Rob Wilson has been involved in the site selection and contract negotiations for the past 10 years and knows the ins and outs of real savings in sourcing & RFP management. This is a can’t miss session.

·          Finding the right hotel (Sourcing)

o    Flexible dates, locations, requirements

o    APEX Compliant RFP

·          Concessions

o    Meeting Space

o    Staff Rooms

·          Contract Clauses

o    Cancellation

o    Food and Beverage Minimums

·          Housing Management:

o    Registration: Use internal online registration systems or hybrid systems(eg: Passkey)

o    Managing multiple hotels - overflow

o    Roommate-matching

o    Managing attrition

o    Collecting credit card guarantees (PCI)

o    Accessibility (ADA / Section 508)

o    Reporting

o    On-site: Arrival, Departure, staffing  peak loads, oversell situations

o    APEX and the future of housing system integration