Presentation B-Com Event Technologies for associations and non-profit organizations

Copyright © B-Com Event Technologies

http://b-com.psideo.com

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B-Com Event Technologies for

Associations and Non-Profit

organizations

B-Com Community and Event Management platform

COPYRIGHT

Copyright © PSideo SA.

This document is unpublished and the foregoing notice is affixed to protect PSideo SA in the event of inadvertent publication. All rights

reserved. No part of this document may be reproduced in any form, including photocopying or transmission electronically to any

computer, without prior written consent of PSideo SA. The information contained in this document is confidential and proprietary to

PSideo SA and may not be used or disclosed except as expressly authorized in writing by PSideo SA.



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PSideo SA lines of business:

• IT infrastructure

• Software engineering

PSiDEO presentation

B-Com Event Technology is part of the company PSideo SA, headquartered in

Switzerland. With offices around the world, we provide our event and community

management platform globally, following a goal of making event planning more efficient

and improving the reach and impact of events across the globe.

Geneva (Head-office): IT engineering and support

Software Engineering

Sales

Back Office

Singapore: IT engineering and support

Software engineering and support

Canada: Sales

Berlin: IT engineering and support

Bangalore: IT engineering and support



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B-Com offers a strong back office and flexible front-end interfaces

http://bcom.psideo.com/



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COMMUNITY MANAGEMENT

EVENT MANAGEMENT

MOBILE APPLICATION

FACTORY

COMMON DATABASE

CONFERENCE PROGRAM

MANAGEMENT

PROJECT AND BUDGET

MANAGEMENT

INVITATIONS, HOUSING

REGISTRATION

ABSTRACT MANAGEMENT

EVENT PORTAL

ON-SITE SERVICES

ONLINE PROGRAM &

PERSONAL AGENDA BUILDER

ADVANCED REPORTING

AND STATISTICS

SUPPLIER AND SOURCING

MANAGEMENT

B-Com is designed to offer:

Consistency of experience for attendees

Efficiency and accuracy for meeting

planners

Business Intelligence for executives

Empowerment for community and event

managers

What is B-Com?



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B-Com is designed:

To be used in a global environment

To offer collaboration with third parties such as PCOs or PR companies as an example

To be as user-friendly as possible

To integrate with your existing technologies

To safeguard your data into one dedicated database

For high performance and scalability whatever the number of parralel transactions

To adapt to all your needs through system configuration only

To reduce total cost of ownership thanks to integration of all needs in one platform

To reduce IT management and maintenance (platform offered as SaaS)

We understand the needs of large organisations



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How is B-Com different?

CRM / xRM : centralized database of keystone data:

Platform designed to integrate with third-party CRMs

Every stakeholder has a permanent user account: members, event participants,

sponsors, suppliers, third party agencies,…

Multi-event management of clients and suppliers

Multi event attendance and revenue tracking

Strategic advantages thanks to:

Business intelligence

Consistent branding and customer experience

Standardization and best practices

Increased coordination and collaboration



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Community management

Expand your reach beyond events

Offer collaborative workspace (community management portal) to community managers

(invitation, communication, members’ management, website and documents

management,…

Increase communication capabilities (online and mobile apps) to any target audience

Examples of communities:

Association’s chapters and commitees

Participants of an event

Participants of a corporate sponsor



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Allows community members to access information at any time, anywhere:

Community portals

Event portals

Self-service areas

Mobile applications

Designed for global environments:

Financial: Multi-currency, exchange rates, VAT, accounting plans

International: Multi-lingual interfaces, Multi-time zone management

Reporting: At any level of operations, across events or from the common database




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Designed for efficiency

B-Com manages all your communities and events

B-Com consolidates all business data

B-Com standardizes processes thanks to templates and setup wizards

B-Com automates website and mobile app generation

B-Com manages user rights based on business rules

Project and budget management

B-Com tracks spending and revenue across the project/event life cycle

B-Com compares actual with budgeted spend

B-Com calculates financial results in real time

B-Com consolidates financial results at all levels of the organization




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The solution for any type of event:

Suitable for small meetings with a few invited guests as well as for large conferences with

sophisticated needs

Highly customizable, unlimited templates

Set-up and activation of features with no IT knowledge

Covers the complete life cycle of the event, from budgeting to onsite delivery




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Project, budget & invoicing management

B-Com Solution

A sophisticated accounting tool configurable with your accounting

structure and processes



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Overall vision of the project management approach in B-COM

Create project

Cover sheet

- Project information

- Client information

- Approval workflow

- Project status

- Financial forecast

- Project contacts and roles

- External files repository

- Client communication templates

- Custom fields

- PO management

- Link with online generated revenues

Create Budgets for the project

- Budget templates

- Multi budget (internal / client)

- Multi versions of each budget

- Multi currency, VAT

- Approval workflow

- Link to budget owners (clients) and suppliers

- Distribution to accounting plan and accounting entities

- Distribution to analytical dimensions

- Delta analysis between budget versions and invoiced amounts

Manage supplier and client invoices

- Create client and suppliers invoices directly from budget lines

- Invoiced amounts distributed to accounting plans, analytical dimensions

- Approval workflow to allow sending client invoices

- Track payments, send reminders

- Invoices distributed to POs

Report

- Financial results by organiser, by project, by client, supplier…

- POs management performance

- Variance between realised and budgeted

- Achieved costs savings

- VAT reclaim,

- Project financial distribution analysis

- …



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Project, budgets & invoicing

B-Com accompanies agencies in responding to proposals and

defining budgets for each project thanks to its project and budget

management tool.

With B-Com, accounts executives are able to create projects based

on pre-configured templates for each type of event or for each client

for example. A number of qualitative and quantitative information

about the project are stored into the cover sheet either in native

fields or in custom fields, with no limit to the number of custom fields

configured.

Once the project is created, account executives define the team

working on the project. The contacts that are defined in the team will

have a role in the project life cycle, and thus will be easily identified

through adequate reporting.

B-Com project management tool also offers an external file

repository which allows controlling across projects if all files have

been stored in compliance with internal and external processes.



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Several budgets can be created and compared for the same project while differentiating the internal agency budgets and the

external client budgets.



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Client and suppliers invoicing are created / registered directly from the budget lines, and revenues generated on the

community and event websites are automatically updated in the project’s profit and loss statements.

Agencies are thus able to monitor financial results of any projects in real time. Consolidation per client, per type of projects

or for the entire organization is also available.



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Financial reporting

B-Com comprehensive data model allows for consolidation of financial figures at any level of the organization’s activities.

Financial figures of events can be compared or consolidated. Financial figures of the association itself can be tracked.



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Community Management features

Solution

A collaborative association management website for any stakeholder

…fully integrated with Event Management!



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Membership Management

•Community directory

•Streamlined renewal

•Conditional prices

Communication

•Information pages

•Mailing wizard

•Members discussions

Chapters & Committees

•Chapters handling

•Information sharing

•Collaborative work

Community Management

•Web-based interface

•Community surveys

•User activity tracking

Community Management features at a glance



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Community Website

Definition of business logic, prices and membership levels

Automation of membership life cycle (duration, transitions…)

Control on access to content and groups (directory, documents, …)

Live reports on member base evolution & membership revenues

Online interfaces to manage membership and members



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Community website management

Unlimited content Management

Information pages

Website layout

Services

Questionnaires

And much more!

B-Com’s content Management System features allows updating the community portal content easily with the help of a

rich text editor.



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Community members engagement

Communication Management

Tools for community managers to interact

with their members (email, messages,

documents sharing)

Questionnaire building and sharing

Invitation and communication management

Members Engagement

Members’ directory

Member personal profile building

Discussions (private or public)

Documents sharing

Interact and communicate efficiently



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Mobile apps are a good way for associations to engage

with their stakeholders all year long

With B-Com, it is possible to create, publish and

manage mobile apps in-house, and without IT skills.

Specific and general information about the community

can be published in the app

Feeds & push notifications: Any news or information can

be pushed to the mobile app user

List of congresses «Where to meet»: events or any other

activities of the community are listed on the app and

accessible publically or upon password .

Community Mobile Apps

Example of a community app Login to access bookings

& special features



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Exhibition and sponsorship Management

Solution

Increase sponsorship opportunities and generate more revenues From exhibition booth booking to exhibiting staff management, B-Com provides an end-to-end solution to exhibitors and sponsors



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Exhibition booking accessible publically or upon authentication

Booths defined in B-Com as services with real time allotment pickup

Sophisticated pricing logic

Flexible cancellation and payment policy

Automated and custom email confirmations and documents

Interactive exhibition floorplan



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Offer any additional services to exhibitors and sponsors

Services sold to exhibitors and sponsors can be of any kind (material, hostess support, etc.). They can be offered for sale

in two ways:

Answering a questionnaire of desired services so that the sale will be taken in

charge by an account manager or the congress center 2

Sale of online service on the event registration portal, with automated

creation of an invoice. 1



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Payment is integrated in the registration process

Bank transfers and check payments can be

made available for exhibitor to fit with the

common B2B practices, or if desired, done by

credit card.

An invoice based on a pre-defined template is

generated and sent automatically to the sponsor/

exhibitor based on his order.

Handling payment of exhibitor/sponsor services

Overview of the payment summary for exhibitors to finalize their order



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Exhibitor portal features

The exhibition manager accesses his

exhibition portal where he finds a dashboard

with summary information.

The exhibitor portal is the place where exhibitors can manage their company’s participation at an event.



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Exhibitors can invite their staff and guests

to register to the event

For a flexible management, invitations can

be nominative or based on an access

code, and can lead to a simple attendance

collection or a full registration of the

stakeholder.

In each case, they can attribute services

(hotel, transfer, etc.) to each individual

they manage, to take the cost of their visit

in charge.

Individual members of the group can book

additional services not sponsored by the

company (they will receive a personal

invoice and pay directly)

Enabling exhibitors to invite staff or guests to the event

Your exhibitors and sponsors will be able to manage their own community directly into B-Com



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Exhibitor portal features

The exhibition manager can access different

areas regarding his exhibition and his community:

Exhibitor Information

Company details (logo, description)

Private information

Showcases

Sessions it is associated with

Translations of his profile

Members

Add new members to the community (by

invitation, bulk import of a list, or code)

Edit existing members (information,

credentials, role, etc.)

Financial

Access the financial situation of his exhibition

Download invoices

Exhibitor profile building on their

personal portal



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Abstract Management

Solution

Automate the submission, reviewing and publication of your abstracts.



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A highly customizable abstract management platform

Abstract configuration Abstract submission Abstract reviewing Abstract publication

Complete configuration and

customization of papers or

abstracts to fit the most

complex submission

requirements.

Edition of abstract structure,

topics, categories, scoring,

publication template, etc.

Abstract submission web-

portals with customized

visual and processes.

Submission can be free or

paid, abstract versioning

until submission deadline.

Abstract collaborative review

web-portal, enabling reviewers

with access to score the

abstracts attributed to them

(automatic or manual

attribution)

Consolidation of scoring at a

global level and live reporting.

Export of selected abstracts in

customized documents:

abstract books, abstracts index,

e-posters… depending on their

scoring.

Publication in the event

program and abstract search

engine (on the event portal and

the event mobile app)

Abstract Management



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Abstract management

B-Com abstract submission wizard is fully customizable and

easy to generate with no particular IT skills.

B-Com abstract submission web portal is accessible publically

or upon invitation only.

Thanks to B-Com returning user functionality, abstract

submitters are identified when accessing the event portal to

manage their abstract(s) or later on their event participation.

They can build their profile with contact information, and fill-in all

needed information on the submitted abstract that will be used

for abstract handling.

A fully flexible topic hierarchy can be defined to categorize

abstracts or papers and make reviewing and session building

organization match with any specialties

B-Com supports rich content, including pictures and tables,

and manages authors’ information that includes affiliations and

disclosure of interests.

Abstract managers can set up and manage the abstract

structure and define criteria ensuring that abstracts submitted

for review respects predefined fully configurable rules, thus

unifying results and facilitating review.

Abstract/Paper submission portal



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Abstract management

B-Com proposes in addition to

manual assignment, the option of

automatic abstract assignment

based on topics and configurable

distribution rules to ensure the

statistical pertinence of total

scores.

B-Com online reviewing makes reviewing a large number of abstracts as easy and

smooth as possible through its clear and efficient web interface. Advanced features

like anonymous review are easily configured. Reviewing can be performed both

online and offline.

Evaluation criteria are fully customizable allowing automatic calculation of a total

score by evaluating the abstract from several perspectives, whilst handling conflicts

of interest that may prevent a reviewer from scoring a particular abstract. Criteria can be:

- Score: to collect and quantify the appreciation of the reviewer

- Neutral: to qualify the appreciation of the reviewer or for additional information

- New Topic Proposition: to declare a conflict about the topic and justify the topic

- Conflict: to declare a conflict of interest

Scoring choices are returned with automatic computation of averages, counts,

percentages or a combination of these in order ensure statistical pertinence and full

transparency.

By computing and extracting scoring statistics per abstracts from all reviews given,

B-Com makes selecting the most interesting abstracts an easy problem to solve.

Abstract/Paper reviewing portal



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Abstract management

B-Com abstract reporting wizard guides users through the process of generating reports

such as the abstract book, or the abstract keywords index. A number of reports are

already built-in, and it is possible to import a custom template report and link it with data

fields available in B-Com.

More reports can be generated thanks to B-Com powerful reporting functionalities. Built-

in reports and pivot tables can be generated in a few clicks, and exported into various

formats.

Reports templates can be customised to fit

every expectation in terms of presentation or

information displayed.

Numerous standard reports are available to

highlight different information on the abstract

submission process.

Export can be done for any specific abstract,

or targeted on abstract depending on their

status or scoring, and result in the creation of

a file in a format of one’s choice (PDF, Word,

etc.)



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Abstract management - Publication

Abstracts are exported,

formatted on the pre-defined

template.

You can streamline the publication of

abstract books, indexes, posters, and

so on.



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Managing your event programme directly from the selected content

Managing the Event Programme

Program can be based on the content submitted,

with a synchronization of abstracts and sessions

B-Com programme management tool enables to easily organize sessions and their different actors, topics, location, content on

one single interface. Sessions can be directly synchronized with the abstracts selected previously, and authors / speakers

information retrieved from the existing data.

Comprehensive tools help to build

a detailed programme.



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With the Online Programme module (OLP), participants can access a dynamic version of the event programme, displayed in different views. Event

managers can define as many view as wanted, and make these views accessible only to a certain type of delegate (e.g. view of the VIP programme).

This very modular view on programmes enables a tailored offer for each type of delegates, and convenient attendance and agenda building tool to help

them organize their attendance and take the best out of the event.

When building their personal schedule, delegates can be warned if their is a conflict in their

agenda between two sessions. They will also be automatically warned if a session has

been modified (location, time, speaker,…) and they are planning to attend it.

Personal schedule can be exported in a variety of formats for the delegates’ convenience.

Dynamic programme and personal schedule building (OLP)

Publishing the Event Programme



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Autmated publishing of programmes and event content on mobile apps

Managing the Event Programme

Delegates can:

• Directly access the content linked to a session

• See on the interactive map where a session is taking place

• Add the session to their mobile agenda

• Created and manage in B-Com back office

• Real time updating

• Program change notifications

• Keywords fully indexed to facilitate search

• Feedback on sessions, speakers and abstracts

• And much more!



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Registration Management

Solution

No registration scenario is too complex for B-Com !



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Managing promotion and invitations

Manage unlimited promotional campaigns and

invitations, and track response statistics in real

time

Import of excel lists or contacts from the

directory

Invitation templates

Invitations can be nominative or access

code based

Invitation tracking in real time

Custom and dynamic content & process



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Totally customizable to fit with the event’s visual identity and the delegates profile configuration, registration

forms allow booking and pay for services, build-up personal profile, retrieve personal documents, communicate

with the event management staff, and much more!.

Easing the management of registrations from end-to-end



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Examples of registration website with information

fields and process customized in-house

Registration management Create and publish your own registration websites to gather custom information

Create and publish registration websites that automate

the information gathering and service booking.

Generate several registration websites that will be

dedicated to certain types of delegates (such as press

members, VIP delegates, visitors, etc.).

Delegate registrations can be done

manually (in bulk or individually) by your

staff in the back-office when necessary.



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Publish your own accommodation marketplace

Housing is managed in the back-office of B-Com, and offered for booking online. This page is integrated in the registration process for the convenience of the delegates and to strengthen the commission based revenues of the event organizers.

The housing allotment, advanced pricing options, restriction for certain types of delegates, and marketing content can all be customized.

On the registration portal, the room booking page enables the delegate to filter the offer on certain criteria in order to rapidly find an offer that fits the given criteria

Contracted and GDS hotels

Revenue management

Real time availability

Sophisticated pricing construction

Flexible payment and cancellation policies

And much more!

A room booking engine available along with the registration process



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Payment capabilities

3D secure payments are implemented in the different

web portals to pay for services, registration or abstract

submission.

The system allows payments in a various range of

credit cards, including VISA, Mastercard, and AMEX.

Limits can be sent to the amount paid by credit cards.

Other means of payment are:

• Bank transfer

• Check

• Cash

• Web transactions

VATs and currencies are configurable for the event

payment methods.



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Personal dashboard on the event portal Accessible upon login, the event portal enables event participants to manage their participation at the event. Thanks to

this feature, meeting planners are able to reduce the time spent in answering participants’ requests.

Automatically generated, reflecting the event visual identity

and fully integrated with the rest of the event management

features, the personal dashboard of the event portal notably

enables delegates to:

Access bookings of services

Modify existing services/registrations

Access communications from event planners

Answer custom questionnaires,

See & update their registration details

Have a look at their financial balance

Retrieve documents linked to their registration



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Communicating efficiently with all your stakeholders Multiply channels to build up long lasting communication with your stakeholders

Common database Communication wizards, contact segmentation (profiles), dynamic fields, filtering options,

import/export capabilities…

Merge mailing • Custom templates

• Dynamic fields

• Target audience

based on filters

applied to CRM’s

contacts

• Interactive content

Individual

mailing • Custom templates

designed in Word

• Rich text editor

• File attachment to

emails

• Links to portals

Document

sharing • Custom templates

designed in Word

• Generation in bulk or

individually

• Dynamic fields

• Bulk attachment to

emails

Mobile

Communication • Target audience by

community or event

• Push notifications

• Feeds of information

• Information pages

with access code



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All mailings are managed either

from the back-office for global

mailing capabilities (native

communication wizard), or from the

front-end to enable community

managers (associations’ managers,

PR manager, exhibitors, partners,

etc.) to communicate with the

members of their group.

Mailings can be targeted to specific

profiles. Filters and business logic

enable for dynamic content to

ensure the most accurate

communication to each target

group.

Communication management Communication through mass targeted mailings to any community member

or event participant



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B-Com Masterlist, the most powerfull feature for delegate and group

members management

The Master list offers a flat view of all participants with their

corresponding information (profile, answers to

questionnaires, bookings, financial information).

B-Com Master list is THE powerful tool that enables:

Managing new reservations, modifications or cancellations

in bulk from the rich back-office client, from the versatile

Excel® export/import, or online on the community portal.

Reporting on all or selected participants with their

corresponding profile information, activities and financial

information. Reports can be exported and / or published

online on both customers’ and suppliers’ reporting website.

The Master list is the ideal tool to manage groups of

participants as its functionalities are available not only

in B-Com back office but also on the community portal

to enable group leaders to manage their groups

themselves.

The master list is also widely used to manage delegates’

offline during the planning phase or onsite for smaller events

that do not require real time updating



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Suppliers portal: automating information sharing with suppliers

Suppliers web portals enable an effective and

seamless communication with hotels, with

automatically generated rooming list reports that can

be downloaded in PDF or Excel formats.

Hotels can also download modification reports

highlighting changes since the last time they

connected



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Automate and streamline on-site delivery

Because on-site management is one of the most crucial part of the event life, B-Com makes all the data available

on-site seamlessly, easing the management of large amounts of delegates while offering interactive self-service

kiosks, dynamic mobile app, or real time access control perspectives.



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The on-site website, generated in a few clicks, enables to make self-service kiosks available to event participants once on-site and provide them with the following features:

- Badge and documents printing

- Information update

- Self registration on-site and payment

- Services bookings (reservation), including membership booking

- Access to the event program and personal agenda builder

- Feedback collection

These features are meant to answer a growing demand for on-site efficiency in the delivery of event, along with changing habits of self-services developed through the arise of internet.

On-site web interfaces are available for hostesses to retrieve delegates’ profile

On-site self-service interfaces



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Mobile apps

Solution

Create and manage an unlimited mobile apps in-house

with no IT knowledge



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Event mobile Apps made easy

Event Apps are generated and updated on-the-fly based

on your event setup, without IT skills. They improve your

delegates’ experience on-site with interactive features,

useful information and educational content.

Communicate Improving delegates’ experience

Educational content and delegate management is

supported by features to be able to publish and

update content to be shared.

Interacting with your audience and communicating key

messages is made possible thanks to numerous

features of B-Com mobile apps.

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=XOSKsFxae9fw2M&tbnid=5V9htpD87Iv5nM:&ved=0CAUQjRw&url=http://www.o2.co.uk/iphone/iphone-4s&ei=ovVwUZGuGorEPI3-gaAE&bvm=bv.45373924,d.bGE&psig=AFQjCNGwltjHoC5DcipuN4NhKXfHp2TcvQ&ust=1366443806191203






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Communicating

Programme Provides a list of sessions and activities, organized by

day. A search function enables to retrieve sessions and

activities of interest with one or several keywords.

When selecting a session or activity, its corresponding

description, timing, location on the interactive floor

plans and speaker information are available to the

user.

Abstracts & Educational content Provides a complete list of presentations and

abstracts categorized by topics. When selecting an

abstract, the entire abstract is available for reading

(if enabled), and the user can access related

session and author(s) information.

Bookings and virtual badge A virtual badge, profile information and all

bookings (hotel, sessions attendances,

etc.) are available to your delegates at a

glance upon login, on their mobile phone.

Information page Embed videos, images, texts, to communicate

efficiently on your delegate’s devices.

Surveys Engage your delegates and gather their feedbacks

with surveys linked to sessions, abstracts,

speakers, etc.

Improving delegates’ experience

Educational content and delegate management is

supported by features such as:

And many more (detailed on the MAF factsheet)

Interacting with your audience and communicating key

messages is made possible thanks to numerous

features, such as:

Feeds & Push notifications Ring your delegates’ phone with push notifications

for on-site and long term communication.



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Reporting

Solution

Reporting capabilities at any level of the platform



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Reporting

Before, during and after a project, generate and share any kind of reports necessary to support its operations, planning

and strategy.

Updating budget with final expenses Creating and sharing final

statements to clients

Calculating

final margins

Examples of reports available in B-Com

Booking tracking in real time



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Reports can be generated on several levels in B-Com. From the choice

of the export format (Excel, SSRS, Pivot Table, Master List, Data View),

to the choice of the data displayed in these reports, there are many

factors that will determine whether using an existing template, make it in-

house or outsource the realisation of a report, depending on the

complexity of the report.

Reporting



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Back-Office reporting Tracks event or cross-event statistics

using built-in reports, pivot tables, master

list or data views

Real time financial and logistical reports



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Reporting websites make the

generated reports available for

the specified people. It is possible

to define several reporting

websites so that the content is

dedicated to a certain type of

reader.

Reports are downloaded as

documents through a simple web

browser in the format defined by

the event organizer (PDF,

Excel…)

Reporting websites

Master lists

Registration and service booking

statistics

Accommodation pickup

Event budgets

Cost per attendee

And much more!



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Contact us

Sandrine Haemmerli Managing Director B-Com Event Technologies Email: [email protected] Tel +41 (0)22 309 31 00

Morgan Loyer B-Com Sales & Marketing Manager B-Com Event Technologies Email: [email protected] Tel +41 (0)22 309 31 20

Presentation B-Com Event Technologies for associations and non-profit organizations

Technology

Transcript of Presentation B-Com Event Technologies for associations and non-profit organizations