Scheduling, Event Booking and Conference Management Software

One of the biggest challenges in organizing meetings is keeping all participants updated on last-minute changes, such as the need for flip charts, A/V equipment, catering, new visitors, or any other element. The Rendezvous Automated Alerts module provides an easy and paper-free way to update facilities staff on any changes as they come in, using automated emails sent from the central booking system to mobile devices, PCs, or even plasma screens.

The Rendezvous' Tracker screen displays notifications immediately, and with full item details if required, on relevant staff PCs at the relevant Service Center (e.g. Catering, AV, Reception). The Tracker also allows the Service Center to confirm back to the meeting and events team that appropriate action has been taken.

The use of Notice Boards, now increasingly based on plasma screens located either at reception or within a conference suite or meeting room, make it possible to deal efficiently with room allocation and changes on a last-minute basis, as is often the case when demand exceeds supply.

Service Providers who are frequently on the move, for instance AV Technicians, can benefit from Rendezvous’ ability to send automated notifications to staff’s PDAs, so that no time is lost tracking down relevant people or worrying if they have received messages. Any changes in meeting room requirements are simply emailed to the appropriate member of staff as often as needed.

The Rendezvous Workspace Automated Alerts settings are configurable to suit each organization, and users can set the layout and decide which data fields are used in their notification emails. They can also choose which service departments need to be sent regular updates, and can set a time in the future to be covered by updates, including a date stamp in the email.

	Improves communication between key meeting participants: Host, Service Provider, and Visitor
	Assurance of accurate, up-to-the-minute updates which are easily and efficiently communicated
	Speedy information flow for better service
	Service staff receive updates on the go, wherever they are in the building
	No need to generate multiple copies of departmental reports
	Once set up, one click sends all function changes to the necessary service providers
	Give the meetings team greater flexibility to deal with last-minute requests
	Provides good audit trail information for truly dynamic meeting and event planning