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Vipservice continues to shape trends in the event market, organically combining creative concepts and technologies. It is important for a MICE manager to bring the processing of diverse projects to a common denominator and to save energy on strategic tasks. Clients come to the agency for an individual approach - but also among the customers there is a growing demand for the automation of the internal mutual routine and simplification of cost estimates. Managing Director Olga Dolgova and MICE Operations Director Alena Eyvel talk about technologies used for optimizing business processes and approaches by the corporate business of Vipservice.
NEW WAY TO SPEED UP BUSINESS PROCESSES OF THE MICE TEAM
The MICE department of Vipservice has found a way to speed up business processes and include each participant in a unified information environment and easily exchange event estimates and manage event projects in general. The company applied a specialized online tool and was able to reduce the approval time by 20% and the time for processing requests by 15%. The product helped to eliminate the risk of data entry errors through automated cost estimates. The project closure time was reduced by 5 times.
Also the load on each employee of the MICE department began to be distributed more efficiently: the platform helps to see free "hands" and evenly distribute tasks. For top management automated management reporting on project processing is helpful. You can download it fr om the online system.
We will speak about how Vipservice achieved this result.
“We studied the market for the right tool for this task and turned our attention to the online B2B platform MICEter. The team tested the product and made sure that this solution would meet Vipservice's request to optimize internal business processes, taking into account the peculiarities of document flow in the field of corporate events, ”comments Alena Evel, MICE Operational Director of Vipservice, on the process of choosing a tool.
Vipservice evaluated the platform MICE-department of corporate business fr om two sides - as a professional event organizer and fr om the point of view of the needs of corporate clients. At the testing stage, Vipservice offered MICEter to expand its functionality: to detail estimates and VAT calculation, add new types of events to filters and automatically update the Central Bank rate.
WHAT IS INSIDE THE IT PLATFORM FOR EVENTS?
The expert group on process optimization from Vipservice drew attention to the convenience for both the MICE manager and the client - after upgrading the platform and connecting additional modules that were agreed by the MICEter and Vipservice developers when setting up the system, the tool became even more practical and versatile. A unified working environment is formed for the "Supplier - TMC - Client" chain. The platform takes into account the specifics of the event, be it a cyclic conference, congress or round table. With MICeter it is easy to maintain documentation in a single sample even at the stage of project approval and quickly download intermediate estimates, adding new data in the process.
The Vipservice managers clarify and update the estimate "on the fly" - it is created in a single template, wh ere all data is calculated automatically, and the formulas are programmed and do not go astray. VAT is calculated for each service, and you can immediately convert the cost to another currency at the current exchange rate.
WHY IS A COMMON WORKING ENVIRONMENT HELPFUL FOR THE CUSTOMER?
Today Vipservice has completely switched to automated management of MICE projects on the MICEter platform and is ready to share its expertise with the market.
“We process requests for events within a single online space. The client gets access to estimates and project documentation in the personal account and can quickly make adjustments. You no longer need to track them manually by email. It is free for the Vipservice clients: the customer's manager can register on MICEter in the status of a “corporate client” upon request and can receive documentation in real time. The brief, estimates and timing of a business event are stored in one "container" on the platform at once, wh ere the customer contacts us via chat to clarify whether this is a convenient way of communication for him or her,”emphasizes Alena Eyvel, MICE Operations Director.
An important advantage of the product is that when requesting interim estimates, Vipservice using MICEter can easily send a link to a document or upload an Excel spreadsheet - which is more comfortable for the client.
“Our team is ready to acquaint customers with the interface of the online tool, helping to speed up all approvals when organizing events and making the processes transparent and understandable. All documents are immediately stored in one place and are available at any time online, which is very convenient for both clients and event managers. Definitely, the digitalization process in the event industry is inevitable. At the same time, our formula is smart technologies, wh ere TMC expertise is in the foreground, and IT tools optimize current processes and provide additional value to the client,”comments Olga Dolgova, Managing Director of Corporate Business at Vipservice.
About Vipservice
The holding was founded in 1993. Vipservice includes more than eight types of business: organization of business trips and corporate events, concierge service, subagent network, online ticket agency, training center and own development of IT tools for travel. As an operator, Vipservice manages a federal network of service centers for booking air and rail transportation, as well as three hotel projects.
