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Top Global Law Firm Implements Rendezvous for Sophisticated
Conference Management
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Clifford Chance is one of
the world's largest law
firms, with offices in most
major cities.
In May June 2004 the New
York office moved its 77
partners, 300 lawyers and
hundreds of associates and
support staff into new
state-of-the-art office
space, complete with its own
in-house conference center.
Early on the team, headed by
Cynthia Jacquet,
Assistant Manager of
Conference/Concierge
Services, decided that
their in-house legacy system
could not cope with expanded
meeting room and conference
management. The team knew
they needed a conference
center system to match the
sophistication of their new
space. |
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Sophisticated software needed for sophisticated space
Rendezvous, the next generation browser-based solution
from NFS Hospitality, was the solution they selected.
"We looked at other systems, including other
browser-based systems, but our head office in London
used a system from NFS and we were soon convinced,"
says Heidi Hodges, Conference Services Assistant.
"Rendezvous is a robust system that meets all our
needs."
"Actually we knew way back that our system was not
sophisticated enough so we were looking for a system
which had all the functionalities that a law firm of our
size and caliber requires," continues Heidi.
"This includes a search function and the ability to
input new bookings with ease. It also includes an
efficient confirmation procedure and the ability to
specify times of service for catering."
Another requirement of the team was that the system had
to enable input of set-up and breakdown times, and to
specify status (such as confirmed or pending). "We
also wanted to attach our contacts and track other
properties, such as off-site offices or meeting rooms,"
comments Heidi. "We all knew we needed an integrated
system."
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Smooth implementation
Edward Ryaboy, IT Liaison at Clifford Chance,
said that other browser-based systems still required
local installation or new PC components. "We aimed
for zero client installation - and we got it," he notes.
"In a big firm like this, everyone needs access and we
wanted as little disruption as possible. With
Rendezvous, we needed no local installation at all and
no new hardware. We had great support from NFS so the
installation went very smoothly."
At present, eight to ten people have full access, with
Heidi and Cynthia having exclusive administrative
rights. A number of others have read-only access.
In the new premises Clifford Chance has twenty meeting
rooms, with another twenty in a fourth-floor conference
center. The rooms accommodate from four to fifty people
and can open up to seat 120 for a meeting. For
receptions the capacity is about 200. The firm has its
own in-house catering staff.
At present attorneys still use email or the telephone to
request meeting rooms but the firm is looking forward to
implementing the Self Sevice Interface (EUI) in
Rendezvous.
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Enhanced integration
Clifford Chance also like the linkage provided in
Rendezvous. For enhanced user convenience, the system
permits integration with Microsoft Outlook and Active
Directory. Billing is exported to the firm's accounting
system.
"For a busy place like this, with so many people and
visitors, this system has made every aspect of booking
much easier and enabled us to manage the entire meeting
room process much more efficiently," Heidi says.
"We look forward to using even more Rendezvous
functionality." |
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