Why Professionals say Groupize is the Meetings, Travel, & Risk Management Solution of Choice for your Program.
Virtual meetings and events, a critical component to a Strategic Meetings Management strategy and program, provide an organization with expanded options to communicate and broaden a meeting planner’s toolbox of viable delivery solutions. By definition, a virtual meeting provides for live or archived communications, education, and gatherings among small to large, local to global attendees connected through digital technology(s) to accomplish a common goal. There are no limitations on virtual meeting types; in fact, even an incentive meeting may include a virtual gathering leading up to an in-person meeting.
The benefits of using virtual technologies for meetings include scalability, work/life balance, access to experts, replay opportunities, immediacy and reach to broad audiences, multilingual capabilities, carbon emission reduction and cost avoidance, and return on engagement and investment metrics.
Content engagement is best designed by either an expert in adult learning, e.g. an instructional designer, or a virtual meeting storyboard expert who can create the best experience for the participants. Hybrid meeting success is often measured by keeping attendees engaged by the use of an emcee so that the remote attendees have the same experience as the in-person attendees. For hybrid or all-virtual meetings, this can be accomplished by the use of:
• Highly engaging, great speakers that vary intonation
• Question and answers via surveys or polling
• Videos that pertain to the content of the meeting
• Application sharing and demos of product or service
• Virtual break-out rooms that reconvene with each team sharing the outcome of the break-out
• Whiteboard exercises and annotations among participants
• Gamification, including participant voting for escalating topics during meetings
As well, expected virtual meeting outcomes and Key Performance Indicators (KPIs) to maximize efficiency and value include:
• Increased number of touchpoints with participants
• Knowledge improvement
• Level of success of meetings
• Cost avoidance and carbon emissions reductions
Three tiers of virtual meetings, categorized by complexity, return on investment and engagement, content storyboarding, and support required, offer a framework for designing the right delivery configurations, preferred suppliers, and a rate card “buffet” for stakeholders to choose from based on their requirements and budget. Each tier may include multiple live, on-demand, and simulcast configuration options that can all be priced in-advance with a consistent pricing methodology and rates for the duration of a supplier’s contract, i.e., 3 years, globally, regionally, or locally. As such, the service fits into the Strategic Meetings Management solution as another option for planners to offer their meeting stakeholders and can be sourced every three years through Procurement.
Virtual meetings have emerged into our day-to-day business and personal routines. Use the right supplier, in the right virtual meeting tier, for the right use case, at the right price in your Strategic Meetings Management program, and your organization will experience a highly valued delivery solution that complements the in-person meetings.
To learn more about the new normal and how to prepare for the changes in travel, meetings, and events worldwide, download the complimentary titled, Prepare for a Changed World, which delivers timely peer to peer advice from leading travel managers, meeting planners, procurement, TMCs, and industry partners.
While legacy event planning solutions have been consolidating, new players are emerging that allow for new functionality and allow for more cost-effective licenses. If you are looking for event technology, do your homework. There are many options, and it can be overwhelming. Talk to you TMC (travel management company), MMC (meeting management company), or industry colleagues for advice and assistance.
Ultimately, there is no one size fits all solution. The first thing to do is to identify the gap you are looking to fill and make a list of what’s important to you. Here are some things to consider:
With so much at stake for pandemic recovery, why would you leave your busiest, most-multi-tasking professionals to fend for themselves as face-to-face collaboration starts up again?
Getting Better with Groupize means deploying a meeting and collaboration platform that is not just for your professional event planners. In fact, some of Groupize’s biggest fans at Fortune 500 companies are the executive admins and other occasional meeting planners who love our user friendly platform with their corporate guidelines baked in. This includes recruiting and training admins trying to piece together company policies and systems to minimize impacts to both overhead costs and their to-do lists.
Groupize is fool-proof.
And in this day and age – practically risk-proof. With company-wide licensing, zero attendee registration costs, and other all-inclusive pricing packages – we know you can save 50-70% on the platform you’ve been using for those large-scale events.
Even as much of the business world has stopped traveling for non-essential meetings, we know from our other Fortune 500 customers that many of you are pulling together recruiting, training, and sales meetings over the coming months.
The whole world is focusing on health and recovery… getting “better”… medically, economically, and collaboratively at our jobs and our schools.
Overarching funding options for meetings management programs can be summarized at the highest level below:
Most TMCs support hybrid models of self-service and full service. Find a partner that can give you the most bang for your buck while making you successful. Define your roles when it comes to strategy, implementation, additional services (such as room blocks, registration, air), negotiating, contract supervision, supplier optimization, reconciliation, and data. Utilizing a third party planning company gives an organization’s meeting planner time to handle the meeting content while outsourcing the tactical details of the meeting. These companies and individuals become a consultant or trusted advisor based on their experience and industry relationships. They work with a variety of organizations and gain insight into locations, vendors, experiences, and events. In addition, they develop best practices by working with other clients and can bring a fresh perspective and new ideas to a company’s event.
The current global crisis has articulated the importance of strategic partnerships and precise agreements to ensure the mitigation of risk and increases the value and the importance of a meetings program. Visibility and access to negotiated agreements that expose the company to financial and legal obligations emphasize the importance of minimizing risk in addition to access to critical data of meetings category spend and usage. The further conversation surrounding event cancellation insurance and other ways to mitigate risk in future commitments should also be evaluated and possibly implemented into the meeting’s program.