Meeting technologies and automation have improved and advanced in many capacities such as registration, networking, surveys, maps and check-in but this is the tip of the iceberg. Meeting logistics involves many meticulous processes, and most are still being managed and monitored manually with little innovation past an Excel spreadsheet. While more meeting planning processes are being automated today, intricate processes like on-site logistics, such as airport arrivals, are largely executed manually.
There are many factors that make it difficult for meeting planners to manage the meticulous and continually changing logistics. Meeting planners typically invest about 150 hours of time managing each meeting. For fear of significant potential risks and unknowns, meeting technology has generally been slowly adopted. People impact return on objectives (ROO), and bad meeting experiences hurt businesses as valuable time and stakeholder money are wasted. For example, for internal meetings, the sales participants have a direct impact on the organization’s revenue so engagement and return on objectives are important. However, the process of managing constantly changing logistics, like arrivals, inherently deters the focus on people and consumes time. Successful transportation logistics hinge on effective communication with all parties. While each airport presents a different set of challenges and each meeting’s objectives are unique, participants are increasingly expecting convenience and relevance regarding meeting communications.