A County Council customer responsible for delivering a wide range of services across the county, aimed to improve efficiency and reduce costs in managing their frequent small meeting bookings.
Faced with the challenge of handling these bookings offline, the customer sought a solution that would streamline their processes, consolidate spending, and integrate not-for-profit venues into their preferred list. Partnering with us and adopting MeetingsPro was the key to achieving these goals.
Objectives
The customer identified several key objectives when implementing MeetingsPro. They aimed to:
- Transition 50% of all bookings to MeetingsPro within the first year.
- Have 30% of bookings self-managed online directly with venues.
- Reduce the average cost per delegate by 5% compared to the previous year.
- Lower the average cost per booking.
- Decrease the percentage of bookings made with Tier 3 venues, which are commissionable, non-government/council venues.
Solutions
To meet these objectives, we implemented MeetingsPro across more than 160 bookers spanning multiple sites and divisions. This process involved a comprehensive communication plan, in-depth training for all bookers, and custom configurations for approval and payment processes. We also introduced a lodge card for improved payment management and ensured seamless technology integration. Throughout the process, we provided project management support, collaborating closely with HCC to deliver the solution on time and effectively.
At a glance
- 8% overall cost reduction
- 35% average delegate cost savings
- 21% booking cost reduction
- 86% online platform adoption rate
- 44% Self-managed venue bookings
Results
The impact of MeetingsPro was significant, delivering measurable results within the first year. the cutomer achieved an 8% reduction in overall costs, surpassing their initial targets. They also reduced the use of Tier 3 venues by 15%, shifting more bookings to government and council-run venues. The average cost per delegate was reduced by 35% due to enhanced rate visibility and negotiated pricing, while the average booking cost dropped by 21%.
The platform’s adoption rate reached an impressive 86% within the first year, far exceeding the original target of 50%. Furthermore, 44% of all bookings were self-managed online directly with venues in just the first six months, highlighting the system’s success. We also worked with the customer to optimise their internal meeting spaces, leading to further savings and reducing their reliance on costly external venues.
This partnership with this customer exemplifies how MeetingsPro not only met but exceeded expectations, driving cost savings and operational improvements from the very start.
