Effective communication is critical in the event management industry. From a business perspective it is often very difficult to manage the numerous contacts, suppliers and aspects of organising an event. Due to these complications you will typically end up using a number of spreadsheets or scraps of paper to manage who, how and what you are doing. What you end up with by having so many disparate systems is a situation that prevents you from having any insight to your overall profitability on a specific event without having to spend hours trawling through multiple invoices to try and calculate your earnings. In addition it can become very cumbersome for staff to remain in control of the various contacts effectively.
By bringing all of your systems together you will have a greater reporting ability across a entire project.
When Arquila began working with event management companies we focused on how to deal with the key requirements of implementing a solution that would embrace the needs of all event management company's, while resolving some of the key issues and challenges faced in today's marketplace.
Some of the key issues faced within event management are:-
- Customer relationship management
- Management of outsourced venues and suppliers
- Managing projects
- Budget control and management
- Effective and timely communication with clients and suppliers
- Supplier management and liaison
- Remote access from virtual offices and events
- Attendee registration, including creation of welcome packs and processing of payments
- Management of tasks and work flow of tasks
- Total project management of events
- Delegation management and registration
- Event creation and management
- Marketing of events through targeted postal mailings, email follow up, and telesales support
- Existing reporting capabilities are insufficient
- High administrative expenses and overheads
- Many disparate systems with little or no integration
- Rapid and efficient communication to attendees is critical
- Multiple documents and systems to manage the scheduling of venues and suppliers
At Arquila we have developed a system whereby the core focus is around the need for managing customer and supplier relationships as well as focusing on new event creation, business sales and the overall reporting.
Some of the features that have been built into our solution are:-
- CRM for customers and suppliers
- Event Creation and management
- Quotation, Order and Invoice management
- Searchable event staff profiles
- Venue Management
- Event profiling and maintenance
- Automation of document creation for new events
- Sales campaign importers for cold calling campaigns
- Integration of financial and transactional data allowing for the reduction of human error
- Integration of business systems improving the reporting capabilities across the business
- Creating of work flow and process reducing the need to increase the workforce to deal with the increase of administrative functions
The Arquila INSIGHT solution is designed to fit within you current business process and is designed to manage the work flow within your organisation. The solution as a whole encompasses all aspects of the business ranging from CRM to Financial management and there are a large number of aspects not discussed. Please do contact us if you would like to discuss your individual requirements further.
