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Meeting, Conference, & Event Travel. People, Process & Technology . Agenda. Introductions Our Experience Case Studies People (Dedicated Team & Roles / Staff Plan) Process (Communication, Work Flow and Budgeting) Technology (Platform, Registration and Reporting)

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meeting conference event travel

Meeting, Conference, & Event Travel

People, Process & Technology

agenda
Agenda
  • Introductions
  • Our Experience
  • Case Studies
  • People (Dedicated Team & Roles / Staff Plan)
  • Process (Communication, Work Flow and Budgeting)
  • Technology (Platform, Registration and Reporting)
  • Air Discussion
  • Cost Savings
  • Q&A

Agenda

how madison does it
How MADISON does it

For over 3 decades MADISON has been a

leading worldwide provider of meeting and event management services and solutions.

Each discipline can be leveraged independently to solve

a specific need, or combined to define and execute your

strategic vision.

  • Meeting & Event Management
  • Reward/Recognition & Travel fulfillment
  • Strategy & Consulting services
  • Administration, Measurement & Analytics
  • Communications Services
  • Hotel Site selection and negotiation
  • Group housing and registration services
  • Special event planning: sports & leisure activities
  • Airline & group transportation management
  • On-site program coordination and support
  • Customized Online Registration & Management tools
  • Post-event expense reconciliation

How MADISON does it

l oreal matrix
L’Oreal - MATRIX
  • 6,000 Attendees / 3 Days
  • Buyout ALL MGM Meeting Space
  • Global Audience
  • 16 Session Offerings per day
  • Pre-paid vs. Sponsored
  • 9 Attendee Types
    • VIP
    • Matrix Staff
    • Vendor
    • Attendee
    • International
    • Presenter
    • Press
    • DSC
    • Business Partner

Case Studies

l oreal matrix6
L’Oreal - MATRIX
  • Production Schedule
  • Staff Schedule
  • Meal Schedule
  • Security Schedule
  • Front House Process
  • Expense Authorization

Case Studies

slide7

Pfizer – NYC Spree

  • 1,300 Attendees
  • 4 Days / Multi-Wave Program
  • Overlapping Itineraries
  • 2 Properties
  • 18 Participant Types

Case Studies

slide9

MADISONProcess

Stage 1

Define Objectives

Assign Responsibilities

Create Timeline

Approval

Review Contracts & Pricing

Develop Budget

Process

slide10

Stage 2

MADISONProcess

Launch Registration

Scheduled weekly meetings

BASECAMP

Test

Revise

Standard operating procedures

Timeline updates

BuildRegistration Site

slide11

MADISONProcess

Stage 3

Operations Manual

Reports & Updates

Staff Review

BASECAMP

Final Reconciliation

On-Site

Operations

madison process
MADISON Process
  • Operational Timeline
    • Visibility with Basecamp
    • Milestones
    • “To do’s”
    • Team Assignments
  • Quality Control
    • Multi Level Cross Checking
      • Checks and Balances with Budgets
  • Cost Savings
    • Branded Meal Card
    • Water Stations
    • Team Efficiency

Process

madison technology
MADISONTechnology

MAESTRO™ is a proprietary platform that integrates suites of attendee management

tools and selective features of “Best in Class” third party solutions. The platform enables

us to seamlessly facilitate all aspects of attendee registrations to communicate

effectively with both vendors and attendees.

MAESTRO’s suites include:

  • Registration System
  • Customized Report Tool
  • Event Desktop (Activity Sign Ups)
  • Air Tool (Arrival/Departure Manifests)
  • Customized Branded Website
  • Communication System
  • Survey Tool

Technology

slide14

MADISON Technology

  • MADISON provides attendees with 24/7 access to a registration web site designed with best-of-breed interactive tools that is consistent with your organization’s branding.
  • Attendee Management Solution
    • Branded Registration Site
    • Session & Activity Management
    • Room Block Management
    • Housing Management
    • Real Time Cost Capture
    • Global Capabilities
    • Communications & Real Time Reports
    • Real Time – Schedules Reports
    • Ad Hoc Reporting

Technology

madison reporting
MADISON Reporting
  • Real-Time & Scheduled Reports
  • MADISON can generate summary and detailed reports covering all aspects of the event.
  • Change Reports
  • MADISON can quickly identify changes in event registrations, accommodations.
  • Ad Hoc Reporting
  • MADISON offers an Ad Hoc reporting feature, which allows AVAYA to specify the columns of data you require.

Technology

madison air travel
MADISON Air Travel
  • Technology & Reporting - Technology development and integration are the keys to proactive travel management.
    • Drill-down capability
    • Detailed Management Reports
    • Multiple Formats
  • Supplier Negotiations - Thirty years of skilled experience in travel management give Madison the benefits required to create favorable vendor discounts.
    • Client Contract Integration
    • Benchmarking Program
    • Madison Discount Program
    • Charter Services

Nashville - West

Mikha – See last few slides for our “sample” of an air analysis

Air Travel Management

why madison
Why MADISON

Customized process, with the ability to target franchises, regions, districts and individual salespeople with a customized message

Approach

Ongoing assessment of sales environment to strategically alter messages and tie-in to company-wide messaging

Adaptability

State of the Art Website Registration Tools and Reports – Customizable to fit any need

Technology

Strategic partner focused on cost savings efforts

Partnership

Understanding of the client’s internal culture as well as operational knowledge in a multitude of destinations combined with superior meeting strategies

Knowledge

Excitement

Passionate in what we do, with a experience team of individuals to support whatever comes our way.

Why MADISON