Meeting Management System
Request, Organize, Deliver and Report
Blue Grotto Technologies has been providing a full range of comprehensive meeting management and registration technology solutions for nearly a decade. We understand how meetings are scheduled, approved, and managed and how that even within the same organization, meeting procedures can differ from set to set.
The BGT Meeting Management System is a platform that can be configured and customized to meet your specific needs, saving you both time and money.
The Blue Grotto Meeting Management System
- Reduces the effort and costs to implement meetings
- Enhances your ability to comply with government and corporate meeting mandates
- Reduces the mistakes related to head count, venue logistics, and coordination with other vendors
- Allows for efficient collaboration with multiple meeting planners
- Improves client service by maximizing efficiencies, reducing efforts, and providing real-time status information
Main menu shows different options depending on user responsibilities:
- Meeting planner
- Rep/ District Manager
Features and Functionality
The system can either work for pre-scheduled meetings, facilitate a request and approval process, or any other scheme. During this process, the requestor (usually a rep) can suggest an expert, venue, or specific attendee.
This system will handle the process of scheduling speakers, as part of the meeting request or the speaker’s request. The system also handles the delivery of presentation materials, tracks a speaker’s preferences, and offers them a calendar of their events.
Invitations, Replies, and Reminders
The system supports multiple target lists that can be searched and combined to generate a list of names for mailers and emails (which can be generated from the site). A wide range of utilities are provided to support the invitation, registration, and attendee tracking process.
Registration, Confirmation, and Attendee Tracking
Invitees can register online from an email, postcard or website. Management can use the system to register attendees from a fax or on-site. These registrants can be conveniently emailed a reminder, listed as having attended a meeting, and tracked, all via the system.
Venues and all associated logistics are tracked by the system. This includes:
- To do lists
- Maintenance of all records of all documents (can be uploaded)
- Budgeting and prices
The system can provide all reports necessary to assess meeting activity and ensure compliance with state, federal, and corporate mandates.
Communications to Stake Holders
Communications utilities include template for convenient and documented interactions between you, reps, client, attendees, and speakers.