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

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

Client Association Federation Corporation Delegate

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.

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

Online Registration Form UEGW 2010.mht

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?

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

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

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 www.congresshotel-online.de Confirmation of hotels automatically received by CO CONGRESSHOTELS ONLINE Direct interface between delegate and hotel Hamburg · Berlin · Frankfurt

CO CONGRESSHOTEL ONLINE ® Hamburg · Berlin · Frankfurt

CO CONGRESSHOTEL ONLINE ® Interactive map Hamburg · Berlin · Frankfurt

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

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

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

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

Global Event Solutions Thank you Discussion points: www.cpo-hanser.de