1. Global Event Solutions
Conference · Event · Destination - Management
Hamburg · Berlin · Frankfurt

2. Agenda Registration Housing Trends and issues CO CONGRESS ONLINE ®
Global Event Solutions
Agenda
Registration
Trends and issues
CO CONGRESS ONLINE ®
Challenges for management
Housing
Coorporation PCO-Hotels
CO CONGRESSHOTELS ONLINE ®
Booking behaviour
Security and green aspects

3. Client
Association
Federation
Corporation
Delegate

4. Trends and Issues Short-notice bookings Immediate response required
Online booking system
Automatic processes
Green aspects
New Badges: compact delegate documents
Green aspect: Paperless office
Automated registration systems: automated reply systems with invoices and confirmations
Online Terminals: print delegate documents, certificate of attendance, CME etc.

5. CO CONGRESS ONLINE ® Comprehensive administration
Smooth running system
Easy processing of registration data
Adaptable to clients‘ demands and needs
Collection of statistical data
Secure payment methods
Export of registration data into excel files
Registation of special user groups (exhibitors, press)
Secure Socket Layer (SSL) - encrypted data transmission with sensitive CC details

6. Online Registration Form
UEGW 2010.mht

7. Challenges for Management
Userfriendly online solutions
Loss of personal service character
Data protection
No-shows
Name changes
Budget estimates
Lack of IT skills of congress delegates
Resistance of delegates to use online solutions (credit card security)
Time-consuming efforts of registration department with name changes etc.
Last minute registration behaviour – how to caculate final delegate numbers?

8. Hotel Handling - Challenges
Hotel conditions (deadlines, deposits)
Short notice booking behaviour
High competition – online booking engines
Commission split with client
Pharma codex determines selection of hotels
Will hotel handling still be profitable in the future?
How to overcome these challenges?
No fees charged to delegates

9. Cooperation PCO - Hotels
Careful selection of hotels
Good relationship and partnership with the hotels
Negotiate rates and conditions with the hotels
Participants should get value for money
Hamburg · Berlin · Frankfurt

10. CO CONGRESSHOTEL ONLINE ®
Web-based hotel booking portal for individual reservations
Access only for congress delegates with special rates and conditions
Details about hotels, interactive map
Hotels can create their own descriptions, incl. extra perks
Computerized system to record and process reservations and log special requirements
Flexible to accomplish client‘s needs and special wishes
Confirmation of hotels automatically received by CO CONGRESSHOTELS ONLINE
Direct interface between delegate and hotel
Hamburg · Berlin · Frankfurt

11. CO CONGRESSHOTEL ONLINE ®
Hamburg · Berlin · Frankfurt

12. CO CONGRESSHOTEL ONLINE ®
Interactive map
Hamburg · Berlin · Frankfurt

13. CO CONGRESSHOTEL ONLINE ®
Rooms are allocated on the basis of contracted block bookings
Hotels can adjust their offer (change room rates, add rooms etc.)
Hamburg · Berlin · Frankfurt

14. What is Important? Competitive hotel rates
At least 10% below any published rate
Moderate/competitive payment, cancellation and attrition policy
Different conditions for individual bookings and group allotments
Specified contract which is needed for CO CONGRESSHOTEL ONLINE - Flexible
Each hotel has different conditions
CPO/Group Contract: Free cancellation of total room blocks until 3 months prior to the congress, afterwards partial cancellation
Different individual conditions for individual bookings – 2 days in advance for example.
Hamburg · Berlin · Frankfurt

15. Individual Bookings
Individuals book rooms through CPO‘s CO CONGRESSHOTELS ONLINE ®
Credit card as guarantee to secure a room
Guest pays his stay / balance of his stay on-site at the hotel
Direct interface between delegate and hotel
CPO acts as an intermediary
Confirmation of hotels automatically received by CO CONGRESSHOTELS ONLINE
Hamburg · Berlin · Frankfurt

16. Group Bookings
CPO requests deposits from industry well in advance which will be duly forwarded to the hotels to secure the rooms
Contracts should allow a full or partial cancellation free of charge – deadlines to be determined
Hamburg · Berlin · Frankfurt

17. Global Event Solutions
Thank you
Discussion points: