Expert insight

Introducing meetingsPro®: Online meetings management

19 November 2018

Want to control your meetings and reduce time spent on venue searching/ negotiating/ pre-meeting admin? Meet meetingsPro®

A easy-to-use online tool is set to revolutionise the way meeting planners are able to search, plan, book and manage all of their external requirements in one place. And the tool has been shortlisted for the ‘Best NEW Travel Technology Product’ in the 2019 Business Travel Awards, the winners of which are set to be revealed in January,

meetingsPro® was co-created by NYS – Capita Travel and Events’ specialist meetings brand – and its customers, to address any challenges or inefficiencies in the traditional offline process. The tool provides a digital end-to-end meeting management solution, plus a companion mobile app, which brings together venue finding, website creation, delegate registration and online reporting.

The online tool, which also offers an online education hub for planning a successful meeting, has helped global organisations achieve more than 19% cost savings and efficiencies through its ability to provide access to Meeting first (aggregated buying) rates, agreed terms and negotiated value added extras, in addition to venue details and peer feedback.

meetingsPro’s powerful technology and sophisticated interface also enhance the booking experience, removing the inefficiencies from the traditional offline booking process, while capturing useful data.

Tiered access provides bookers, budget holders and procurement with tailored views and up-to-date figures on contracted and non-contracted expenditure. So, whether you are looking to understand booking behaviours, reduce off-site meeting costs or introduce a meetings programme, the platform’s reporting suite provides live data for past and future committed expenditure at the click of a button.

Users can also optimise internal spaces before considering external venues in meetingsPro, by using Internal Meetings Management. After completing a booking for internal meeting space, you can add it to an outlook calendar and invite or remove attendees. If you need videoconferencing, a car-parking space, equipment or catering, the tool allows you to book these services too.

meetingsPro® also provides access to delegatePro, which helps you build and self-manage your very own delegate registration site for meetings with up to 25 delegates. delegatePro’s mobile app is a smart addition that allows attendees to view venue information, location and facilities, and plan journeys using the inbuilt directions feature. It also allows users to explore meeting agendas and timings in advance to help them get the most out of each planned session.

Here’s a selection of meetingsPro’s innovative key features:

1. Manage external bookings online

We understand that plans often change so users can manage every aspect of their bookings online. They can accept or reject venue quotations and view, amend, cancel and repeat bookings, plus download invoices and confirmations, all with just a few simple clicks.

2. Pre-approval

meetingsPro® provides visibility of live quotes in advance of a meeting being confirmed, allowing a more proactive and transparent approach to policy and cost management.

3. Search and book

Users can easily find and book the perfect venue that meets policy, requirements, and budget; all from one screen.

4. Feedback

Our experts visit venues and give detailed feedback, sharing their experience with the wider booking community.

5. Online/live reporting

Using our live reporting dashboard, users can view, report and download vital information to help manage their future committed spend, analyse trends and view year-on-year comparisons.

6. Delegate registration

Integrated with delegatePro, users are able to self-build a bespoke delegate registration website for up to 25 delegates, quickly and easily. delegatePro also provides a single mobile itinerary for your meeting.

7. Internal room management

Before users book an external venue, they can maximise use of their company estate through our internal meetings manager tool, to support driving down costs on internal meetings held externally. Need video conferencing, a car parking space, equipment and/or catering in the room? No problem, where the facility is available, the tool allows you to book these also.

For more information on meetingsPro® please email hello@nysgroup.com

Interested? Let’s have a chat about your company’s travel, meetings and events objectives - from the stuff that keeps you awake at night, to the everyday experiences of your employees! Call us on 0330 390 0340, or submit the details below, with an idea of the times that suit you for a call.