FBK Meeting Manager

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


  • Managing process workflow
  • Proposing events from remote connection (users in the area).
  • Managing activities and deadlines with auto-reminders.
  • Define and assign activities
  • Activities Calendar.
  • Creating and managing the remainder.
  • Creating and managing documents through document templates.

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.


  • Drafting the event budget by a single or group expenditure items.
  • Grouping the costs in to several categories based on area, business unit, cost center, a percentage or by person budget.

Identify Participants

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... 


  • Managing participants' personal data (even through data exchange)
  • Managing invitation and participation (pending, attended, cancelled, replaced, no-show, etc...)
  • Defining guests (participants, speakers, staff and accompanying visitors).
  • Verifying invitations and previous participants with historical cost data.
  • Creating letters and documents for each attendee
  • Inserting names by referring to different criteria
    • search using personal data
    • Name interface (csv, xls)
    • by remotely connected user (web)
  • Privacy policy management (also by remote)

Balance Accounts

It is essential to have data points in order to evaluate the economic impact of the event:

  • Total cost
  • Was budget respected
  • Division of costs to cost centers and products


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...)


  • Managing actual costs, defining the cost for each participant.
  • Providing detailed differences between estimate/final balance
  • Managing additional costs
  • Managing the invoices for the suppliers and the economic report for each supplier.

Results Analysis

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.


  • More than 80 operational reports (participants list, event program, detailed costs...) with filters and "on the fly" reports.
  • "Cross-event" statistical reporting (events list, costs by area, by product, per BU...)
  • Analysis and statistical graphs (cost by product, cost by area, number of events managed etc...)
  • Export to Ms-Excel, Ms-Word, PDF, Html.
  • Distribution via email

How can you identify the right approach to managing your Event and Meeting needs?

By implementing a smarter business process that

Optimize the process

Internally share information

Integrate management with administration

Analyse investments

FBK Meeting Manager

responds to your requirements by


  • Automatic scheduling activity (with reminder)
  • Document for administrative, office, agency, attendees, suppliers
  • Reports and cost statistics by area, by participant, by expenditure item


  • Ministerial Authorizations
  • Cost overruns compared to the established budget
  • Deadlines for inviting participants
  • Control the required document


  • Activity progress
  • Supplier tender
  • Registrations and number of participants
  • Privacy of participants' name
  • Gap among budget/estimate/final balance


  • Events and activities Calendar
  • Synchronization Interfaces of participants personal data (through CRM systems)
  • Accounting System Interface (RDA/ORD)


  • Historical event data
  • Historical Participants data
  • Allocated and paid
  • Document
  • Invoicing


  • Cost analysis event/investment
  • Comparison and control with the Budget
  • Analysis cross Events/Investments
  • More than 40 available report
  • Web Graphic Panel

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.

Next Steps

  • 1
    Check you Needs
  • 2
    Choose the solution specific
    to your requirements
  • 3
    Discuss your company's situation
    and options with an expert

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