One of the biggest challenges in organising meetings is keeping all participants updated on last-minute changes.These changes could range from new catering or AV requirements to dealing with new visitor arrivals.

Generating an email notification and sending this to the meeting host when there is a change to meeting details, for example, a room change. Automated delivery of new requirements to Service Centres with full item details using the “Tracker” screen.This provides immediate notification that can be displayed on a PC or plasma screen in each Service Centre.

The Tracker also allows the Service Centre (e.g. Catering,AV, Reception) to confirm back to the meeting and events team that appropriate action has been taken. Automated updates of Meeting.

Notice Boards, now increasingly based on plasma screens, located either at reception or within a conference suite.This makes it possible to deal efficiently with room allocation and changes on a last-minute basis, as is often the case when demand exceeds supply.

Automated delivery of new requirements and meeting changes to a Blackberry, ideal for Service Providers frequently on the move, for example,AV Technicians.

Ensure that last-minute changes are easily communicated in the most efficient manner. Leaving a phone message and hoping that the required action will be taken will be a thing of the past. Improve communication between key meeting participants; the Host, Service Provider and Visitor.

Give the meetings team a greater flexibility to deal with the last-minute requests. Provide good audit trail information for truly dynamic meeting and event planning.