Meeting Management System

Situation

A medical meeting company was required to manage roughly 600 lunch, dinner and breakfast meetings over a 9 month period. These meetings were initiated via request from a sales rep in the field and subject to the approval of upper management. If approved, the meeting company had to work with the reps to handle invitations, procure a speaker, and ensure that all logistical challenges were accommodated.

Situation

600 lunch, dinner and breakfast

Extended meetings before and after

Meetings initiated via rep had to be approved

Challenge

Provide a system for the request and approval of meetings, and then once approved, manage these meetings. Make sure invitations went out, online registration was provided, speakers and venues were procured. Most important, make sure everything was done professionally with no mistakes or loose ends. Also, ensure that the client was in compliance with regulatory mandates.

Challenge

Efficiently handle meeting requests

Send invitations from target list, special requests

Procure and support requested speakers

Make no mistakes, keep accurate head count

Maintain records, remain compliant

Needs

The medical meeting company needed technology that would facilitate the approval process, generate online registration, manage, track and confirm all to-do items. The system also had to handle invitations, communications and reporting.

Needs

A secure online web based system to facilitate the EXACT process required to execute meetings

Track and document all activities related to each meeting

Make sure planned meetings are complaint

Make sure meetings can be assessed for effectiveness

Solution

The Blue Grotto Meetings Management System was customized to handle this set of meetings as defined by the client. The system allowed reps to log onto the system to request a meeting and a speaker. When district managers logged on they could see these meeting requests, territorial history (including executed meetings and budget information). Once approved, the Meeting Management System allowed one meeting planner to do the work of three, but without the mistakes.

Blue Grotto Meeting Management System

Facilitate request and approval process

Handle invitations, registration, attendee reporting and communications

Handle meeting logistics, venue confirmation and organization

Schedule and support speakers

Provide reports

Result

• Executed 600 meetings flawlessly with roughly 2 employees over a 9 month period.