Meetings-related travel currently makes up approximately 35 percent to 45 percent of a company’s annual travel budget, according to a 2005 study by PhoCusWright. The same PhoCusWright study found that 75 percent of corporate meetings are considered ad-hoc and are often coordinated by employees who are non-professional meeting planners.
In most cases, impromptu meetings often bypass monitoring and negate cost-control efforts, resulting in unmanaged expenses. With pressure to make the most of business travel dollars, corporations continually are searching for new technologies and services that bring ease-of-use and cost control into the meeting planning cycle.
Here are some tips for meeting professionals using meetings technology, such as GetThere’s DirectMeetings, which I represent.
- Implement a meetings program, don’t just use a tool.
• Have a structured plan for use and adoption in place for all employees.
• Offer training to help others understand the program and technology.
• Get the meetings tool in the hands of the people who can use it, such as the corporate meeting planners, the executive assistants and team leaders.
- Have C-level executive buy-in to the meetings program.
• Get an executive’s approval and endorsement for the meetings program.
• Build awareness for adoption of the program from the top down.
• Send company-wide marketing communications from C-level executives about the meetings technology.
- Put an ROI model in place to help people understand the value of using meetings technology.
• How does it work? Does it help the company save money or control policies?
- Know how supply and demand impacts meetings.
• High demand for meeting venues and hotel space can drive up costs, especially in top meeting locations. Moving your meeting by a day or a week or to a different location can save your company money.
- Give corporate travelers options to enhance their meeting experience.
• With the help of online meeting technology, such as GetThere’s DirectMeetings, not only can meeting planners book venues and room, but attendees have options to choose which meals they would like, the activities they want to participate in, and choose meeting favors.
- Understand and analyze an organization’s strategic goals and objectives for meetings and events.
• Is the meeting ad-hoc or is it a planned event?
• Make sure everyone knows the purpose of the meeting/event.
• Determine a budget for the meeting and stick to it.
• Define the success measures for individual meetings and events.
- Be sure to compile attendee reports for company records.
• Use a tool that allows tracking on everything from invitation responses and survey question responses to room block responses, check in/out dates, response history, and departure/arrival information.
Director of Meetings Management for Sabre’s GetThere
Southlake, TX
Love the new look!
Just got through reading your revamped Meetings South—love the new format and colors! I am sure that you will have many delighted users. Keep up the great work!
Gail A. Emery, CMP
Detailed Meetings Inc.
Rancho Palos Verdes, CA