If you’ve found yourself asking, “How can I manage my expenses, maintain quality, and still achieve corporate objectives?” this free webinar is for you! Meeting industry experts: Amy Harris, CMP, SMMC and VP of SMM at SunTrust Bank and our VP of Client & Industry Relations, Mark Hubrich will guide you through the how, why and who of meeting management data. This webinar covers: -How meetings data is used -How to best handle “The Request” -What unique data is necessary to different management teams

1. Meeting Data
It’s more than just numbers
Amy Harris, CMP, SMMC
SunTrust Bank
Mark Hubrich
VP Client & Industry Relations
SignUp4

2. Speaker Bios
Amy Harris, CMP, SMMC
Vice President Strategic Meetings Management
SunTrust Banks, Inc.
• 17 years in the meetings industry
• Named an industry “Changemaker” by Corporate Meetings & Incentives
magazine
• Transformed the SunTrust meetings program from a decentralized
program to a centralized and highly compliant SMM
“Responsible for the oversight and management of the SMM
program, technology suppliers, cost savings, ROI, compliance, and
communication.”
Mark Hubrich
Vice President Client & Industry Relations
SignUp4
• SignUp4 is a leading provider of global meetings software solution
deployed in 23 countries around the world
• 13 years in meeting industry
“Responsible for developing & delivering solutions around meetings technology
to serve the needs of some of the world’s largest corporations.”

3. Agenda
What you should know
1
Who receives meeting management data and the
type of information they require
2
Types of data to collect
3

4. How is Data Used?
Savings
Feedback
Budgeting
Financial
Operations
Data
Internal
marketing
Strategic
Compliance
Benchmarking

5. Pitfalls of Data
Data for Data’s Sake
Paralysis by Analysis
Volume vs. Value
VS

6. “The Request”
What You Should Know
• Who is asking for the data?
• Why do they need it?
• What decisions are they going to make
with the information?
• When do they need it?
• What other information do they need?
o Clarifiers and disclaimers
o Background information
• Is this going to be an ongoing request?

7. Data Pyramid
Concise
CEO
Strategic
Operational
Dept. Head
Thorough
Data Type

8. Who Needs What Data?
Strategy
Middle Management
Savings
Line Management
Service
Meeting Department Owner
Operations
Compliance Data
Upper Management

9. Upper Management
“What information can you give
me that will let our shareholders
know that we are managing
assets correctly and keeping our
costs under control?”

10. Upper Management Examples
Strategic Decisions
•
•
•
•
Total Trips
Total Spend
Compliance
Valuable Savings
Opportunities
• Trending

11. Enterprise Spend on Vendor Data

12. Middle Management
“How can I manage my
expenses, maintain
quality, and still achieve
corporate objectives?”

13. Middle Management Examples
•
•
•
•
•
•
Spending by Reporting Areas
Missed savings opportunities
Compliance
Customer Feedback
Value
Comparisons and trends

14. Comparison Reports

15. Line Management
“How can I get the most from my
budget and meet the demands of
my customers? (And how can
you make it as easy for me as
possible?)”

16. Line Management Examples
•
•
•
•
•
•
•
Department spend
Spend per meeting
Cost per attendee
Customer feedback
Compliance to policy
Value
Comparison to peers

17. Spend Per Meeting

18. Meeting Department Manager
“What do I need to answer
Management’s questions, make
sure that the department is
running correctly, and meet
supplier requirements while
supplying the correct service
levels?”

19. Meeting Manager Examples
• Operational data
o People, efficiencies,
effectiveness
• Service level
• Logistical information
• Customer feedback
• Management reporting needs
o Standard
o Ad hoc
• Supplier information
• Savings figures
• Benchmark information
• Internal customer
• Meeting specific data
• Meeting summary
o Spend
o Logistical

20. Collecting the Data
What to Collect
Specifics
Why
Meeting Data
Who, What, When,
Where
Volume Forecasting
Resource Management
Value of Department
Meeting Budget Data
By Category, Client,
Total Spend
Financial Reporting
Compliance Reporting
Compliance Data
Attendee
reimbursement &
expenses, Meeting
Logistics
Keep Company out of
the headlines
Value Add Data
Cost savings, Cost
Avoidance, Volume
Discounts, Efficiencies,
Customer Service
Metrics
Showcases why your
job/ profession is
important to the
organization

21. Thank you for joining us!
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communications@signup4.com