Maximize the Return on your Meeting and Congress Investments.
The organization of an event is a complex process that requires the elaboration of a lot of data that is often very varied as well as situated in many different locations. And this makes it difficult to aggregate the information and consequently to evaluate the results.
In the last few years, the market has changed profoundly. The Congress segment has received many changes and significant revisions at every level, and Company areas may no longer operate in this environment without needing to give or receive information from other company components.
For these reasons it is necessary to be able to pre-define base process “guidelines”, to allow the management aspects to be governed in a way that has looser ties to the single physical person. Furthermore, the need to trace collected /managed information and certify the activities performed has grown in an exponential manner, both in the eyes of internal auditors as well as those of external entities (certifiers, State control organizations) satisfying ethical codes and State laws (SOX – Sarbanes Oxley, D.lgs 231, Eucomet, EDMA, Farmindustria).
At the same time, it has become necessary to be able to work with all the parties involved, internally to the company (Marketing/Sales, Congress Center, Finance) as well as externally (like Filed Force, Suppliers, Guest/Participants, other Company sites/subsidiary).
The following is an example of how the FBK Meeting Manager tool provides you with the tools to make the work efficient and quality controlled.
Plan the Event
The structure that manages the congress receives requests for starting events. It has to gather the principal data elements to define the preliminary characteristics of the event.
The planning phase is crucial to properly set the many activities that must be carried out and that require accurate schedule activity. Displaying the event planning within a more general context of the ongoing events means having an outline of the situation for managing deadlines and commitments as effectively as possible
Budget the Event
The budget is maybe the most important thing to consider in a project management process. It is necessary to manage the costing at different levels according to the business standards and depending on the financial cost statement.
Determining the appropriate budgeting structure for the event is essential to provide one or more suppliers with the estimates. This allows, in a second phase comparison of the offers received, identifying the selected ones, issuing the letters of assignment and/or orders. Be prepared for the necessary comparisons budget / estimate / final balance.
Managing the human resources in a congress context means interacting with at least 4 types of principal role, participants, speakers, internal resources and accompaniers. It is fundamental to be able to separate these entities, to be able to operate with each one of them in the most efficient method possible.
Defining the correct panel and verifying compatibility with any compliance regulations. A correct management of event participants includes a list of factors such as: identifying their personal data, privacy information, potential repeat attendee, assignment of course credits...
It is essential to have data points in order to evaluate the economic impact of the event:
A detailed final balance of the event must include all the costs incurred, both the estimated as well as any "additional" expenditure items. It must also allow comparison of what has been estimated and provide tools for the analysis of "additional" elements (expenditure items, cost center, business unit...)
Carrying out comprehensive control and analysis of the data related to all the events managed, by focusing on period of time and compare to the total costs.
A wide vision is required to be aware of potential cost overruns and to evaluate the cost impact on the Business Unit, therapeutic areas, product ans Sales Force.
How can you identify the right approach to managing your Event and Meeting needs?By implementing a smarter business process that
FBK Meeting Managerresponds to your requirements by
FBK's suite of Meeting Management products are specifically designed to respond to the needs of a Life Science and Healthcare company during the complex phases of Event organization as well as through the required analysis across all Events.