Meetings Management

Why Manage Meetings?

Visibility & Control – Implementation of controls to ensure policy and supplier compliance, and increased visibility into meeting spend across an organization

Spend Management – Implementation of preferred supplier programs, cost reduction, and demand management approaches

Duty of Care – Pre-emptive measures to prevent risks to the safety and security of meeting attendees from pandemics, natural disasters, terrorism, etc.

Regulatory Compliance – Nonregulatory-compliant meetings can lead to significant liability, including potential litigation and imprisonment of senior executives

Quality Events – Prevention of dissatisfaction and disengagement of customers and employees at live events, leading to decreases in sales and loyalty

Protecting Intellectual Property and Personally Identifiable Information – Protection of Intellectual Property (IP) and Personally Identifiable Information (PII), which can lead to brand damage, intellectual property loss, and identity theft

How to Manage Meetings

Implement a Meetings Policy – Develop and roll out a meetings policy, which consists of rules regarding the purchasing of goods & services, compliance to regulations & duty of care, and adherence to the meetings program and preferred suppliers

Implement Standard Processes & Procedures – Develop and implement standardized sourcing and planning processes and procedures to ensure that the meetings policy is followed and that a uniform attendee experience is achieved

Implement a Meetings Technology Platform – Configure a meetings technology platform which codifies the standard processes and procedures, and ensures that policy is followed

How We Can Help

Our Methodology

  • Using an iterative methodology, we assess your current Meetings Management program across multiple dimensions, identifying gaps, and missed opportunities.
  • We then work with your key stakeholders to develop a strategy to close the identified gaps in keeping with your company’s business objectives and corporate culture.
  • Once the revised design is approved, we work with your business lines, travel/meetings, procurement, finance, security, legal, and communication departments to implement the new components of the program.
  • We use change management and project management methodologies to ensure the program is adapted by all stakeholders.
  • Our final phase is to develop reporting protocols using your business intelligence system to monitor whether the Meetings Management program is achieving its goals.

Our Approach

Our approach varies by client and depends on the client’s business goals, corporate culture, industry, company size, geo-footprint, and the regulatory environment in which it functions.

Our Solutions

1. Program Strategy and Governance – Development of overall program design and key-stakeholder governance structure

2. Policy Assessment and Development – Assessment and development of Meetings policy or guidance document

3. Sourcing and Planning Processes – Evaluation of current sourcing and planning processes, and development of new processes

4. Program Scope and Footprint – Determination of geographical approach and operational service configuration

5. Program and Regulatory Compliance – Creation of a compliance mechanism for regulatory and supplier compliance

6. Payment and Reconciliation Processes – Evaluation of current state payment and reconciliation processes and design of new processes

7. Change Management and Communications – Identification and preemption of resistance to change plus communication plans and documents

8. Ad-Hoc Solutions – Solutions that do not fit into the above categories, but are nonetheless valuable to your organization

And that is what we do!

Contact us if you need help: 1+609-902-2236 or