1www.cvent.com | 866-318-4358

800+Employees

90,000+Satisfied Users

300,000+Events/Surveys

Strategic Meetings Management

Presented by:Ryan McGlynn, Regional Manager Enterprise Sales

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About Cvent

Recent Awards

800+ full-time employees worldwide

Over 7,500 client and 90,000 users

Most comprehensive database of meeting suppliers – over 150,000

Process over 30 million registrations and responses

Profitable for the last 32 quarters

Largest meetings management software firm in the world

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Our Clients

• Over 7,500 clients

• 30 Million registrations processed

• 275,000 events/meetings

• 850 Million emails/invitations sent

• 50,000 meeting planner users across 35 countries

• $2B in fees processed

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Our Partners

2 of 3 largest site selection companies

12 of CMI top 25 meeting management companies

5 of 10 largest corporate travel agencies

The federal government’s FedRooms’ sourcing platform

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Event SMM

Cloud ComputingSaaS platform for the entire meeting and event lifecycle

CSN

Cvent Focus

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Visibility• View all meeting and event activities, types and

purposes, expenditures and suppliers• View Spend by vendor, meeting, department, etc.

• Measure savings and ROI against established targets

Risk Mitigation• Create an audit trail to monitor compliance and

reduce legal, regulatory, financial and operational risks

• Comply with Federal and industry-wide regulations; i.e. Sarbanes-Oxley, NASD 3060, TARP, PHRMA,etc

• Better emergency preparedness – know where and when meetings and events are occurring and tracking attendee welfare and safety

Business Automation• Automate daily activities of professional planners

to ensure quality among all meetings and events

• Use automation to streamline processes, enhance efficiency and maximize productivity

• Consistency in organization brand and service to attendees

Savings• Use technology to help you consolidate

meetings/group business to leverage and build preferred supplier networks

• Enhance your supplier negotiations using standard contracting practices and cancellation/attrition provisions through use of e-RFP tool and Supplier Network

• Garner soft dollar savings by reducing time spent on meeting planning and site creation

Why do I Need Technology?

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Strategic Meetings Management

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Strategic Meetings Management: PLAN

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Approved

Denied (requestor

notified)

Denied (requestor

notified)

Under $10,000Departmental

Approval Required

Over $10,000Finance

Approval Required

Confirmation to requestor

Request automatically

becomes a meeting

Online registration site launches

Sourcing agent logs in and completes sourcing process

Confirmation to requestor

Notification sent to sourcing agent and

meeting planner

Meeting Workflow Examples

Requester

System

Approver

Sourcing Agent

Planner

Corporate Services(No approval required)

All Other Departments(Approval required: Process

contingent on meeting budget)

Meeting request submitted

Request automatically

becomes a meeting

Requester completes and submits MRF

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Design Detailed Meeting Request Forms

Employees submit meeting requests from your intranet

Formatting that supports organization’s branding guidelines

Meeting request gets routed properly based on meeting size or scope

Meeting specs migrate into supplier RFPs and into Attendee Websites

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Meetings Calendar

Setup internal meetings calendar with private/public views

Restrict access to add meetings to calendar

Create calendar of meetingswith custom filters (location, topic, etc.)

Setup custom calendars for multiple departments with restrictions

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Strategic Meetings Management: SOURCE

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Sourcing

Search 170,000+ venues & service providers worldwide

Find hotels, restaurants, caterers, photographers, audio-visual, etc.

Filter by location, total meeting space and other criteria

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Profiles Designed for Meeting Planners

Capacity information for different floor-plan configurations

Current venue exclusive offers and promotions

Overall hotel meeting and exhibit space

Image galleries highlighting property features

Supplier Network profiles include:

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Create RFPs Using a Simple Wizard

Several RFP formats to fit your needs – from small lunches to multi-day conferences

Simple step-by-step RFP design process inclusive of industry standard fields

Automatically archive old RFPs

Clone previous RFPs

Pre-populate user and organization data

Create custom questions and requirements

Attach documents in multiple formats, such as Excel, PDF, PPT, Word, etc.

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Send Requests for Proposal & Compare Bids

Step-by-step RFP design process inclusive of industry standard fields

Submit RFP to multiple suppliers at once

Send RFP straight to National Sales Office (NSO) or Convention & Visitors Bureau (CVB)

Easily compare bids and services side by side to make an informed decision

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Compare Bids with One Click

• Compare Bids & Award Business

View the report in Excel Food and Beverage

     

Total F&B Minimum USD $42,000 USD $48,000 USD $54,000

Estimated Costs     

Reception - Beverage – Total (Inclusive)

USD $6,000 Beverage Cost

USD $4,500 Beverage Cost

USD $5,500 Beverage Cost

Other - Total (Inclusive) USD $52,500 Food Cost

USD $60,000 Food Cost

USD $75,200 Food Cost

Other - Per Person

USD $150.00 Food Cost

USD $190.00 Food Cost

USD $210.00 Food Cost

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Manage Meeting Budget

Create, manage and reconcile meetings budgets

Customize sub-categories and terms to match yourcorporate terms

Track vendor payments and dates

Manage budget items through the various custom iterations – budgeted, negotiated, revisions and actual.

Create your own savings formulas

Access custom reports focused on providing overview of spend and cost avoidance

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Strategic Meetings Management: MANAGE

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Event Management Solution

Sophisticated Email Campaigns

Badges, barcodes& tickets

Dynamic Online Registration

Fee Collection

Web Services API

Travel Management

Event Websites

Standard & Ad-hoc Reporting

Contact Management

Web Surveys

Budget & ProjectManagement

Integrations

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Quickly Build Custom Event Websites

Allow registrants to modify their own registration

Information at Attendees’ fingertips

Add key content: Agenda

Dates and times

Travel information

Attendee list

Sponsor information

Speaker bios

Images, video, and flash content

Anything else you choose

Provide one-click “add to calendar” link

Generate door-to-door directions

Share with social media sites

Event Management | Registration

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Customize Email Campaigns

Choose from 175+ HTML templates, or send a plain text email

Select a TemplateUsing our built-in HTML editor and image uploader

Or Build from Scratch

Event Management | Registration

Easily add images

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Contact Database

Grow your database by 40% annually

Simple Yet Powerful Registration

or

Event Management | Registration

Pre-populate contact information

Newmaker, Adam

anewmaker@abccorp.com

jthomas@msn.com

Mr.

Executive VP

ABC Corp

200 Water Way

Ste 503

Washington, D.C.

Ask custom questions

Allow registrants to add guests and colleagues

Viral Marketing: Allow attendees to forward the invitation along to others

Customize branding, colors and fonts

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Manage Hotel & Travel Bookings

Manage room block inventory or integrate to

Aggregate hotel/flight requests at time of registration

Automated roommate matching

Provide report access or automatic email alerts to hotel or travel manager/agency

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Travel Integration

Elect to Book Travel

Single Sign-on to Cliqbook and GetThere

Register Online

Complete Travel Booking(With Existing OBT Profile)

Online Booking Tool Integration(Provides seamless travel booking for meeting attendees)

GDS Integration(Allows for PNR retrieval of flights booked)

PNRs pulled from GDS to Cvent (scheduled or manual)

PNRs are auto-matched to Cvent meeting registrants

Cvent user has combined view of meeting and travel data (arrival and departure lists)

Registration & Travel Confirmation Page

Trip Details Sent via XML back to

Any Major GDS Solution

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Travel and Housing Report

Flight Bookings

Mass upload completed air booking data manually

Use Integration with GDS (Sabre) to automate PNR retrieval and flight booking updates

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Strategic Meetings Management: MEASURE

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Real-Time Reports & Event Metrics

• Event Management | Reporting

Over 100 standard reports

Unlimited custom reports

• Export Financial Data to:

…and more

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Registrant List Report

One-Click Report Generation

Easily email all contactsreturned in each report

Planners – Reporting & Data Analysis

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Spend Management Reports

Spend by Category/Subcategory Spend by Vendor Spend Quarter over Quarter Budget and Payments Spend vs. Savings Or build customized reports

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Build Ad Hoc Reports

Step by step interface Choose from hundreds of fields to display as

columns in your report

Select grouping and sorting criteria: sub-total by region, division, meeting type, etc.

Set custom filters and run the report

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Sourcing Reports RFP Status Report

Response Details by RFP

Supplier List by RFP

Supplier Response by RFP

Expected Cost per Bid

Budget by RFP

Spend Reports Ad Hoc Spend

Spend by Category

Spend by Subcategory

  Budget and Payments

SMM Executive Summary

Sourcing and Spend Management Dashboards

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Parked Reports

Send real-time reports to stakeholders

Planners – Reporting & Data Analysis

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• Experienced Implementation Team

Lisa Palmeri

AMEX Advisory Services

OnVantage – SMM Consulting Services

Abbott Labs

Implementation

1Consultative Approach to Implementation

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• Detailed Implementation Plans

Milestones prioritized per client objectives

Clearly defined responsibilities and timeline

Progress closely monitored

• Professional Execution

Client Toolkit explains key concepts; provides real-life examples

Easy to follow Step-by-step user guides

Customized SMM component training

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Unlimited Training and Support

Weekly training classes

Unlimited support via phone or email

90% of calls answered in under 90 seconds

Highest ratio of service personnel to clients in the industry

Dedicated Relationship Manager

Manage program setup and implementation

Quarterly review of program optimization

Liaison with Cvent technology to improve product to meet client needs

Personalized best practice tips

Registration Site Builder Service

Option for Cvent to build your meeting attendee site

Service & Support

1Award Winning Service & Unlimited Support

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3

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Differentiators

Adoption• Intuitive and user friendly solutions• Detailed implementation process

Support• Award winning, unlimited, 24/7 support

Financial Stability• Profitable every quarter since 2002• 11-12 Senior Executives still with company

since inception

Committed• More than $25M in product development• Healthy roadmap, driven by client needs

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Conclusion

Streamline and consolidate the meetings process

Gain oversight on meeting spend

Source meetings more efficiently

Track data to negotiate lower rates and save

Improve workflow processes and efficiencies

Measure every aspect of the meetings process

Share key data across the organization

The SMM Opportunity with Cvent