CMD-Soft: Automation of work of the exhibition companies

The developed solution is intended for the centralized collecting and the structured information storage about actions and business partners of the exhibition company (exhibitors, speakers, media partner, visitors, contractors and agents), the organization of process of customer interaction by preparation and holding actions and also for efficiency analysis of activities of the company for each action.

In the current market conditions natural aspiration of most the domestic companies is cost reduction. Quite often first-priority article of cost reduction is "freezing" of the budget on marketing, including – connected with participation in exhibitions and other actions. Reduction of financing forces the companies to review plans of marketing activities, carefully weighing arguments for benefit of need of participation in separate actions. In such situation the companies organizers of exhibitions and conferences should consider interests and to work individually with each potential client. At the same time it is impossible to forget, as preparation of public actions is the laborious process requiring harmonious interaction with a significant amount of business partners: media partner, contractors, lessors and exhibitors.

INTERACTION WITH BUSINESS PARTNERS

The solution automates a full stroke of work on the organization of exhibitions and other actions, allows to conduct the history of work with clients of the company and to analyze results of holding actions. The solution allows to plan work and to accumulate information on all partners of the company: to potential and real clients, media partner with whom in the commonwealth you advance and you advertize an action, to contractors on each action and agents attracting new participants. All electronic correspondence and telephone negotiations with clients and partners will be saved in a system. Thus, employees will always have the broad picture on interactions with each certain business partner or his representative.

INVOLVEMENT OF PARTICIPANTS AND COLLECTING OF APPLICATIONS FOR PARTICIPATION

Means of Microsoft Dynamics CRM perform electronic mailing of information on actions, including mailing of personalized letters and invitations according to the list of potential participants. Thanks to close integration of Microsoft Dynamics CRM and Microsoft Outlook, all answers of your clients to invitations and commercial offers will be automatically recorded in a system and tied to the client's card. For all clients who did not respond to letters, a system will automatically send to the manager responsible for an action, the notification on need to contact this company.

If on the corporate website of the exhibition company the electronic form of registration is provided, then at its filling in the CRM system the new application for participation in an action including all data entered by the participant on the website automatically is registered.

PROGRAM OF ACTIONS

The solution considers features of different types of actions: exhibitions, conferences, round tables and so on. Drawing up the program of the conference or a round table representing the schedule of reports separated into sections with indication of a subject of a performance, a surname and the speaker's position directly from a system is provided.

HISTORY OF ACTIONS

The solution allows to trace all history on the held events, to use accumulated information for its analysis (for example, to segment participants on the industries, visitors on age and a position) and for more exact forecasting, planning and the organization of future exhibitions.

For each action the history of interaction both with participants, and with contractors, agents and media partner is conducted. In a system are fixed the current stage of negotiations and the reached agreements. Thanks to it more coordinated work of different departments with the same client or the media partner is reached.

All materials relating to each exhibition: the guides of participants, forms of requests, commercial offers, models of promotional and other materials, programs of actions and many other things, it is possible to store in a binding to an action.

MAINTAINING REFERENCE BOOK OF SERVICES

As a rule, the service package for each exhibition consists of thousands of names. The CMD-Soft company developed the special mechanism of work with the product Microsoft Dynamics CRM directory which provides convenience of work of managers and saving of time for preparation of price lists. In the uniform directory the list and cost of services in different currencies for different customer groups is kept. The directory is supplied with the convenient function of copying allowing to create clicking of one button the price list for other action. If necessary it is possible to edit service prices for different currencies and customer groups from one window.

MAIN ADVANTAGES OF THE SOLUTION

Summing up the result, we will stop on main advantages which CMD-Soft based on Microsoft Dynamics CRM gives for the exhibition company the solution:

• System implementation does a company performance in general more harmonious and operational due to central planning and the organization of interactions with participants of actions, potential clients and partners;
• The solution allows to analyze results of work on each action, the business partner and the employee;
• Use of a system in daily work reduces time for accomplishment of routine procedures due to their automation and by that helps the exhibition company to reduce labor costs by preparation and organization of events.