The professional planning and organisation of events

The scope of an event manager's duties - be it in sales, marketing or human resources - is wide. It ranges from the drawing up of event and task plans, the booking of rooms, technology and catering services, through to the selection of speakers and the organisation of many other items belonging to an event organisation.

The new GEDYS IntraWare Event Manager software helps companies plan, organise and arrange internal and external events. It offers extensive features including documentation, project management, participant management, communication, and controlling.

The program boasts features for the complete administration of addresses, tasks and activities, communication, the drawing up of invitation lists and e-mail recipients, provision for acceptances, refusals and list candidates who automatically fill vacant seats, as well as the booking of participants for various event sessions.

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Brochure: GEDYS IntraWare 7 Event Manager

Presentation: GEDYS IntraWare 7 Event Manager

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Perfect event organisation

Planning contents, looking for rooms and speakers, allocating tasks and keeping track of due dates, booking participants, corresponding with service providers and participants, preparing invoices - the tasks involved in organising events are very diverse.

Whether you are an event agency or an event manager in a company, the new Event Manager software from GEDYS IntraWare will help you successfully plan and organise all sorts of different events.

After the briefing, including the aim and target group definitions and a rough plan, the time-consuming project management for the event begins.

Depending on its content, you can arrange sessions for the event, e.g. talks, evening events or social events running in parallel, which can be individually booked by the participants.

Checking the availability of resources and speakers, determining and allocating tasks, forwarding date changes - the Event Manager application caters for all of your resource and task management needs.

You can allocate resources to the event and check that the speaker, technology, room etc. are available on the date in question.

You can combine tasks that are most common into a task package. These packages are then assigned to the events. Checklists are used to give you an overview of the tasks including their date and status, allowing for a precise timing of the organisation.

Using cost lists drawn up in advance, you can quote all costs for the event, e.g. fees, rent, and so on, to which you can add further costs if required.

The costs and attendance fees per participant are documented under the Contact entry and are used along with the cost calculation as billing preparation. From the next version, an integrated cost-price calculator will answer questions like the following: "Are we on budget with our planning?"

Using individually defined templates and the correspondence wizard, you can create invitations, scripts, participation confirmations, etc. for the event, which you then send or print using distribution lists.

You will find all the information on resources, tasks, costs and activities neatly arranged in the event document, along with the participants' details and all the correspondence for the event.

Event plans created once in the past are saved as a template in the Event Manager module and can be reused. You can also copy events and edit tasks, such as the date, with the help of a wizard.

Whether events, trade fairs or training - GEDYS IntraWare 7 Event Manager considerably reduces the time spent on planning and coordination. Your processes run more smoothly and efficiently. And the new cost calculation function allows you to plan reliably.

Participant management made easy

Optimise your participant management with tasks, mass mailings and reminders/follow-ups. Book participants and alter their bookings, create and maintain waiting lists, send documents, manage correspondence - you can do all these administrative tasks in no time at all with GEDYS IntraWare 7 Event Manager.

According to the type of participation - full rate or reduced rate - you can provide the respective participation documents. You book guests for an event or session and the provision for companions and booking of social events is integrated.

You can select the participant's contact details from the GEDYS IntraWare 7 Contacts module or alternatively from the Lotus address book, or just enter them freely. A clear overview of the remaining places makes booking easier for you. If there are large numbers of applicants, you can use the waiting list.

You can change bookings using a wizard, either individually or en masse. The wizard checks free places and cancellation conditions and allocates new details such as the current attendance fees to the participant. The various statuses such as Prebooked, Invited, Registered, Confirmed through to Passed or Failed provide transparency.

Using the information in the event document, the attendance fee is allocated automatically to the participant and provided for billing. In the case of cancellation, the cancellation rule comes into play. The accounting system helps you with invoice items for each participant.

GEDYS IntraWare 7 Event Manager automates everyday office tasks. An integrated correspondence wizard helps you with correspondence, whether single or mass mailings, to participants, speakers and service providers. It also helps you create participants and attendance lists, address labels, name badges as well as booking and attendance confirmations.

Individual templates for certificates of attendance and documents

Individually created templates for certificates of attendance and documents help you to create the final records of the event. The application transfers data such as address and telephone number to your correspondence documents, attendance lists, certificates of attendance etc. Individually defined text modules and templates (Lotus Notes, Microsoft® Office, and Open Office) make your correspondence easy.

Checklists for the planning and processing of tasks

Integrated tasks and reminders speed up processes and ensure smooth team work. You can furnish a document with a follow-up date and processing note or add tasks for further processing to a colleague's desktop.

For your standard event, you can compile individual task packages that include all information on the due date, task and editor. You can add further tasks at a later stage. In this way, all tasks are allocated to the event and sorted according to their due date. The editor receives his or her allocated tasks and finds them again as a neatly arranged checklist on his or her electronic desktop. Completed tasks are marked with the appropriate status. The different statuses are highlighted by individual graphics, thus reducing processing times and creating transparency. On top of that, the checklists of open or completed tasks help the person in charge to get a clear overview of the event status.

Transparent resource management

You can document all speakers, technical equipment, rooms and service providers using the resource management function. You can add further information to the document, such as the speaker's skills or facilities at conferences hotels. This saves you time looking for it later. Next to external resources, you can allocate Notes resources to the event. The Free-Time search in the event document helps with the organisation of appointments, rooms and speakers and completes the reservation in the Notes Resource Database. Booked resources are not available for other events at the same time. You can avoid conflicts and therefore any last-minute changes: technology and rooms are used efficiently and the right speakers are engaged.

Key statistics

At any time, evaluations give you an overview of the status of bookings as well as costs and revenue - clearly presented according to date, type / name of event, location and speaker. The participants' level of satisfaction can be measured from an event assessment available in the next Event Manager version. This allows you to retain a clear overview of turnover and costs.

Flexible software for your events

GEDYS IntraWare 7 Event Manager can be specifically adapted to the needs of your company.

Through configuration you can create your event, session and resource types as well as participation types and price models. You can compile task and cost lists and use your individual templates for documentation, organisation and communication incl. individually created lists. Other specific adjustments and amendments can be easily added.

Event Manager - Main features at a glance

Event organisation and documentation

Configurable documents for all event types (day event, evening event etc.)

Create and move events, with and without date or status

Documentation for briefing, aim, target groups, prices, cancellation, agenda, documents, etc.

Subdivision into sessions / parts of events

Allocation of resources and tasks to the event

Free-Time search for resources

Link to the correspondence with speakers, suppliers, participants

Archive activities such as script, assessment sheets, information material

Save the event as a template

Distribution lists of speakers, participants, team members

Event archive

"Copy event" action including a dialogue for editing tasks and resources - copy function also for participants of an archived event

Event calendar

Participant management

Configurable documents for participation types (full rate or reduced rate participation etc.)

Change the participant's status: change event / cancel / confirm / failed, etc. (status)

Overviews and views e.g. participants per event and session

Waiting list

Display of free places

Costs / price per participant

Incoming email: registration by e-mail and conversion to participation document*

Convert registrations from No Name to a specific name*

Select several contacts from the Contacts database to turn them into participants

Select participant as a person from N & A

Enter participants of your own choosing

Individual participation and attendance lists for print and PDF

Allocation of individual invoice items for billing (automatic and manual)*

Participant history in the contact address of the Contacts database*

Function in the Contacts, Portal and Marketing modules: Add contact to event

Communication

Wizard for correspondence, single and mass mailing

Direct e-mail creation

Templates for letter, e-mail, fax, mass mailing

Text modules

Correspondence history for event, participants, suppliers, speakers

Individual templates for printout and PDF generation, e.g. for name badges, certificates of attendance, lists, label printing

Ad-hoc communication using Sametime integration

Send invitations to internal speakers via Notes Mail calendar (Schedule is required)

Task management

Configuration of standard task packages with due date, editor, description

Create separate tasks, allocate to event and assign editor

Overview of "My Tasks"

Checklists can be sorted: open and completed tasks

Task status: Open, In process, Closed, Cancelled

Mass processing: Change status

Reminder*

Checklist: Tasks per participant*

Resource management and planning

Configurable documents for resource types

Management of all resources such as rooms, technology, speakers, locations, hotels, etc.

Free-time search for speakers and resources (rooms, technology, etc.)

Different search options

Cost planning and calculation

Configurable standard cost lists

Price calculation feature*

Cost calculation (comparisons, budget, fixed and variable costs, planned revenue)*

Reports

Performance review by comparing revenues with costs

Evaluation display of participants, capacity, profit after event, etc. that can be sorted*

Statistics on event and speaker capacity*

Event evaluation on speakers, topics, organisation*

Internet

Event calendar online*

Registration via Internet, Intranet*

Event evaluation by participants and speakers*

Configuration and technology

Search functions

Sametime integration

LC technology for dynamic language selection

Central administration and configuration

Data export and import via GEDYS IntraWare Pump

Workflow integration*

Combined with GEDYS IntraWare 7 modules

Management of addresses and master data with the Contacts module

Flexible document management with the Office module

Management of appointments and tasks with the Schedule module*

Events as part of the operative campaign management with the Marketing module*

Cross-database mailings with the Mailing module*

* next version