Creating an SMM Program that Drives Business Value & Creates Raving Fans

SMM at AutodeskYear 4 of the program

Part of Travel Department

Stakeholders both event & administrative professionals

200 meetings annually from 10 – 12,000 attendees

Organic growth, no mandate

How do you grow a Strategic Meetings Management Program without a mandate?

Create Raving Fans

What is Important?

What can you give themthat they cannot get themselves?Make them VIPs

Let them take credit

Educate them (contract reviews)

Let them know what to expect

Drive Business Value

What is Important?

Show Me the Money

Small Meet-ings

Premier Events

Contract Reviews

0%

5%

10%

15%

20%

25%

30%

35%

40%

% Savings

2014 2015 2016

Meeting & Event

Stakeholders

Legal & Risk

Safety & Security

Finance & Procurement

Travel

Marketing

Sales

Other StakeholdersT’s & C’s

Insurance

Liability

Compliance

Savings

Visibility

Duty of Care

Customer Engagement

Lead Generation

Branding &Awareness

Education

Time

Upsell

Process & Tools

33 Step VALUE ADD Process

Sourcing

• RFP• Budget comparison• Bid report• Venue selection

Contracting

• Funding• Detailed budget• Agreement• Approval

Follow Up

• Important dates• Post event audit• Feedback• Reporting

Email TemplatesBid report

Detailed budget& paying foryour meeting

Request contract

Contract signature& savings

Rooming list / cut-off date reminder

Planner & CSMpre-event details

Event success / feedback

Final bill & pick up

Sourcing WorkbookFunction space calculations

Budget comparison

Detailed budget estimates

Savings Calculations w/ benchmarks

Negotiating points

Deposits & calculations

Post contract dates

Pickup report

ReportingBudget ReportTotal contracted valueTotal savings & Savings

RFP StatusAwardedIn ProgressCancelled

ChartsSavings by quarterTotal/Full service/# RFP’sSavings vs. Target

Project pipelinewith status

Project ManagementManage tasks by project

Project templates

Manage tasks across projects

Pass tasks/projects from one teammember to another

Reporting

CventGreat for limited number of simultaneous projects

Other options

Thank You