How do you get all your meeting and event in one place?
Meeting technology and event services are evolving faster than ever before. So, what should you look for in an event technology solution to boost your strategic meetings management program and get value from all that meeting data? Our team of event tech experts have been hard at work building a great new solution to manage venue bookings, meeting and event data, analytics and more for our clients. We call it the ‘Huddle Event Reporting Optimizer’ – HERO.
HERO has been designed by event planners for event planners – to save time, automate processes and house all your event information in one place that is easily accessible for everyone.
Consolidated Events Calendar in the Huddle Meeting and Events Hub
A consolidated event calendar
Visibility is key if you are going to get maximum value from your meetings and events budget, and a consolidated calendar is an important part of any SMM program. The purpose of your calendar is to show all meetings and events across your organization at a glance and really help you drive cost savings and deliver magnificent event experiences.
The calendar clearly outlines the upcoming schedule of events to make scheduling easy. Planners enjoy the visibility the calendar provides by highlighting every event in an easy-to-read format. It allows you to see when there are potential clashes, plan your resourcing in advance and work with your preferred suppliers to ensure you are getting volume discounts.
The calendar in your ‘Huddle Event Reporting Optimizer’ – HERO. allows you to configure permissions to ensure each user can see only those meetings that are relevant to their roles, while some users have a full company view.
Attendees love having one source for all events they are invited to with the ability to add dates to their calendar. Or to click through to the registration site for each event they are invited to from within the platform.
Assisted Venue Sourcing
Finding the perfect venue can be time-consuming, so an assisted venue sourcing function can deliver huge savings. An experienced venue sourcing team will find the perfect location for your next event while giving you full transparency throughout the process. So, you can get on with the important stuff – creating an unforgettable experience.
Your ‘Huddle Event Reporting Optimizer’ – HERO offers you:
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Active, complete, and canceled requests for proposals (RFP’s)
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Sourced venues: available, unavailable, or declined
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Event budget and pricing comparisons
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Hotel information and overview
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Program snapshot and rooming recommendations
Self-service Venue Sourcing
Many planners love the simplicity of outsourcing venue selection to an expert, but some events demand a more hands-on approach. We have an exciting solution for this in the ‘Huddle Event Reporting Optimizer’ – HERO. Our Self-service venue sourcing tool allows planners the freedom to select from a database of over 255,000 venues globally to find the perfect location for their upcoming event.
Planners can search and filter for venues that meet your event criteria, create and send one eRFP to multiple venues at once. And bids will come back in one centralized location for easy side-by-side comparison. This makes venue sourcing quicker and easier and provides complete visibility for your organization over which venues are being sourced and contracted.
Huddle Self-service Venue Sourcing
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“Self-service venue sourcing is a game changer for meeting planners. It gives control over the sourcing process and tools to make efficiency and cost savings, while giving the organization visibility over what is being contracted.”
Event level reporting
HERO provides all the data you need for your event in one place.
Gone are the days when the events industry relied on excel spreadsheets to keep things running. These days we have the ability to automate so that event professionals can spend their valuable time taking care of more important tasks while advanced reporting helps them mitigate risks.
Look for a solution that automates standard reports like rooming lists, transportation manifests, dietary requirements and session attendance. It should also provide a place for your entire team to easily access this information in real time during the planning process and while they are on-site.
Sustainability Score
Sustainability is a core value for us here at Huddle, and we are always excited to work with our clients to improve efficiency and reduce our collective impact on the environment.
HERO allows you to measure and track event sustainability.
From small changes to large initiatives, making your events more sustainable is a process that requires expertise and attention.
We think it’s important to have built-in tools to empower organizations to set sustainability goals for their meetings and events and track their progress as they work towards meeting these targets.
Your ‘Huddle Event Reporting Optimizer’ – HERO will give a sustainability score for each event, helping track progress towards your goals so you can celebrate your success along the way.
Data to support strategic decisions
Data to support strategic decisions about your meeting and events program.
The ‘Huddle Event Reporting Optimizer’ – HERO, provides visibility like never before, allowing you to see where every single dollar was spent and what kind of return you are getting on your investment.
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How many meetings and events are we doing each quarter?
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What are we really spending on our meeting and events program?
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What is the return on investment for each event and for the program overall?
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Should we offer virtual or hybrid events to maximize our ROI?
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Do your events require registration, and is this being launched too early / too late?
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Do we need to build in an approval process to drive compliance?
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Do our events typically run over / under the original estimated budget?
All the answers are available for you in HERO.
To discuss how you can implement ‘Huddle Event Reporting Optimizer’ – HERO in your organization, or for a free demonstration, contact us below.
