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.
On-site travel directors and planning teams are critical to a program’s success. While change is inevitable, the insight and expertise of a seasoned on-site team will make a world of difference. Let’s face it - the tone of the meeting experience is protected as a result of the on-site teams’ ability to act quickly to support attendees as shifts or changes inevitably occur due to the level of uncertainty that’s inherently related to transportation. Still, a mistake or outside circumstance could present unbearable challenges that could inevitably hurt engagement… And the role of the on-site travel director hasn’t exactly gotten easier. Today, meeting delegates are armed with apps and information in real-time and across a multitude of sources. This gives on-site staff and logistics companies with the daunting task of keeping informed and in-the-know in a world where meeting participants have the “real” real-time data. As a result, technology and consumer-facing applications and real-time data solutions have created an enormous conundrum for the on-site operations and travel teams. The processes of continually checking data across meet and greet staff, transportation drivers and dispatchers to keep on top of information, is less effective...
Why Arrival Notifications and Transportation Technology?
- Communication and messaging provide key insights
- Programs without a manifest are highly expensive (messaging and real-time data can help reduce some of the factors that would have otherwise created “blinds”)
- Collaborative solutions provide efficiencies by keeping all parties informed, including the hotel staff
- Arrivals are critical since exceptional experiences hinge on flawless on-site program communications
- Programs with various types of VIPs or complex meetings and citywide events are more manageable
- Additionally, resource allocation (managing specific tasks or roles) becomes less fragmented by leveraging an intuitive and comprehensive app solution. Effective delegation along with real-time data and two-way communication provide tremendous savings.
Summing it up, the pros for investing in a collaborative transportation notifications software platform are worth considering. Whether it is convenience, consistency or the desire to have relevant text messages or notifications that don’t require your attendees to download anything, we suggest checking out solutions beyond mobile event apps! Are you ready to get started with a demo or to learn more? We're happy to help and look forward to your feedback.