MAY 2000

Simon Rines looks at a new internet-based event planning service to be launched this month

TECHNOLOGY

What does it do? Eventbookings.com is an internet based registration service and event planning resource, operated by Conform Systems, that allows delegates to make direct online bookings of accommodation, transport and a wide range of options surrounding an event. Conform Systems sets up and hosts both the event web site and event database - effectively allowing the event organiser to outsource the whole delegate management process.

Strengths: The service's strengths lie in the fact that it cuts out the need for dedicated personnel to handle the logistical task of the bookings because the delegates do it themselves. Organisers do not have to learn how to operate software that they may use infrequently.

Product review: The Eventbookings.com delegate management service effectively sits on Conform System's existing confoRM delegate management software. Delegates are given an event web site address to gain access to the site and can then choose to book a series of options including accommodation, transport, seminar registration, social programme options and dietary needs.

The system is secure for online payment processing and part of the package includes website creation, which is available as either a template or custom design option.

Because Eventbookings.com sits on confoRM, users get all the existing benefits of that software so, for example, delegate badging and full reporting are available. This aspect of the service differs from that offered by In Any Event, which offers an online registration facility that is not backed by a sophisticated delegate management system.

The main difference from packages on offer from its other major UK competitor, EMS, is that the web portal also offers a range of services for meeting planners in conjunction with selected preferred partners.

This initially includes:

• A venue finding service - operated by Global Event Solutions
• A featured hotel group - Starwood
• Selected full service agencies and production companies.

This provides the ability to request a proposal from such organisations. The planner simply has to choose the services and supplier that are appropriate for their particular event. For example, a venue could be booked direct from the site, through the venue finding service or through a full service agency.

When offered as a service, the end user does not have instant access to the confoRM database for reporting purposes, but Conform points out that rapid access is available via a web connection, but without the upkeep normally effected by the organiser.

The other major issue surrounding this approach concerns the role of professional conference organisers and full service agencies, traditional clients of Conform Systems.

The company claims that this does not eat into their market because it is aimed at end users for occasions where they would not employ professional conference organisers. The service is, therefore, effectively an off the shelf delegate management system to be used mainly for events that do not entail complex planning.

Product: Eventbookings.com

Cost: Set-up fee covering web site and event database: £500-£1,000+ Per delegate transaction charges: £2-20 + dependent on size and complexity of event.

Contact: Philip Haines Eventbookings.com Maple House 108a The Causeway Petersfield Hampshire GU31 4LL Tel: 01730 302930 Fax: 01730 302931 Web site: www.eventbookings.com