I’ve been learning priceless lessons from unexpected challenges since I started working in the meetings and events industry 10+ years ago... Recovering from last-minute changes and hurdles quickly and doing my best to turn experiences into opportunities has helped inspire GruupMeet, AND my continued progress with customers. As with any kind of software, there’s always going to be a learning curve of some kind. Today’s fast-paced environment results in less time and higher expectations for most event organizers. Event technology has become essential for teams to increase productivity and to successfully streamline on-site program steps. Flexibility and resourcefulness are more critical on-site in today’s mobile and messaging environments. I hope this post helps save time by walking through some essential steps I turn to daily to assist my customers in managing complex and high-stakes events.
With these 5 simple steps you’ll be well on your way to leveraging GruupMeet to execute flawless programs and to simplify communications with everyone.
First, you too believe it’s about our mission to revolutionize the destination management industry!
1. Market the mission, not the product
From important insights collaborating with clients and marketing GruupMeet over the years, we’ve learned that it’s the mission that’s most effective in successfully communicating and connecting with customers versus the product. It’s about being transparent and honest about what we’re creating and why it’s essential for the future of meetings.
2. It’s about how we communicate today
Communicate with participants the way that most people want to be reached today. Use two-way text messaging and automated notifications to notify guests on any type of device. No download or install required. Messaging is fast, relevant and reliable for important on-site logistics updates.
3. Create a demo manifest and new event
Look up some future flights, create some fake, interesting attendee names. Go through the steps of understanding how data works with GruupMeet. Ways to add additional information. How to import, export and make one-off or manual edits to details. How program data functions once in GruupMeet. Ways in which admins and collaborating planners receive or access these updates. How to audit the “Change log.” Use “Search.” All of it.
4. Edit the “support email,” set “text alerts”
Edit the meeting details to designate another “support email” for your demo meeting. Send test email and text notifications to understand how the “support email” appears in the inbox. How reply emails from attendees are directed. And how “planner contact information” is displayed in emails. “Opt-in” to “planner text alerts” in “settings.”
5. Upload changes. Set/try “auto notifications”
Upload another manifest with additional guest information. Exclude emails and cell phones if the previous manifest included this information or include this if it didn’t. Use the “notes” column to set or identify some sales regions. Designate some VIPs. Set or adjust the “time zone” for your demo event in the “Calendar” or “Bookings” module. Add a column in the “Departures” tab to set or “hardcode” departure pick-up times for sending “Departure Notices.” Set/try each automated notification. Reply to texts and call the meeting number.
Create additional meetings for demo purposes or upload as many manifests as needed for you to feel comfortable. No one is going to see these demo meetings so don’t worry about mistakes. If you’d like for us to help, please let us know. We want you to feel totally informed with everything to successfully market and organize your client’s events.
Our features simplify the workflow and enable teams to better address attendee expectations and needs with real-time relevance.
We created GruupMeet because most meeting apps and existing solutions don’t effectively rise above the noise and clamor on-site to engage participants. Most tools fail to enhance value for on-site teams through live updates and advanced analytics.
Track updates on mobile devices and desktop so you'll never lose sight of details. Our current experience works seamlessly across device types and platforms. If you need features to be customized for your needs, we have an in-house customer success and development team that is dedicated to providing solutions that will effectively and efficiently meet your organization’s needs.
Here is an overview of our application as accessed on iPhone's.
We have updated the Transportation Dashboard, where you can assign pick-up times and tailor logistics based on your preferences. This can be shared with a services partner for scheduling. You can share your logistics preferences either by exporting the data and sharing an Excel file or by adding the services partner as a "Collaborator" in the Planners Dashboard.