Smartec Business Solutions was founded in 2013 and specialises in driving operational efficiency in the meetings and events industry through the optimal use of technology. It works with specialist meeting and events (M&E) agencies, corporate events teams and travel management companies (TMCs) at a local, regional or global level to meet their business objectives, using technology as an enabler. Its services include:
- Project Management
- Data Analytics
- Outsourced Technology Support
Its solutions range from Strategic Meetings Management (SMM) implementations, through to the design and development of customised systems that combine event management, venue sourcing and CRM functionality. Smartec also carries out process reviews for event organisations, often followed by business process re-engineering to help the organisation work efficiently. Some of its projects are summarised below.
Smartec is independent and impartial and can work with any meetings and events technology platform, including Cvent/Starcite, Aventri, Eved, Lenos, VenueDirectory / Gratis, BookIt, Ungerboeck, Meetingbox, Eventsforce, Glisser and many more.
Project 1 - Redesign of the Sales and Event Management Processes of a MICE Agency
Approached by a MICE (Meetings, incentives, conferences, events) supplier in Morocco, Smartec carried out a full business process re-engineering for the company using its existing technology. No further investment was required, and the company now works efficiently without drowning in emails and spreadsheets.
Project 2 - Roll out of Microsoft Teams as an Event Management Platform
An initial approach for training in Microsoft Office 365 soon turned into a review of processes and efficiency for an event management company. This led to the configuration and implementation of Microsoft Teams as a central hub for collaboration, communications and event management.
Project 3 - Enterprise SMM Implementation for a Global M&E Agency
With 600 M&E staff around the globe, the agency selected a cloud-based global technology platform and asked Smartec to lead its implementation for the UK office while planning for a future global rollout.
One major challenge was that the incumbent system was very different in nature to the new system, with many manual processes as workarounds. Through a structured project management methodology, Smartec carried out a complete business process re-engineering of the agency over several months, resulting in a successful migration. The increased efficiency through common processes has seen the agency grow at a healthy rate since the implementation.
Project 4 - SMM Implementation for a Global Corporate Client
Very different from the implementation described above, this involved the setup of an implant team within the offices of one of the ‘big four’ accounting firms in their offices in the City of London. The team of 6 required access to both an incumbent meetings management system (BookIt) and the corporate network, in an efficient and secure manner.
Smartec worked with the corporate events and IT teams to ensure the implant team could work efficiently without having to double enter data between systems in different locations.
Project 5 - Design of Bespoke System for London Events Agency
With a staff count of 23 over two European offices, the agency was looking to move away from a very restrictive Access application to a new, bespoke, self-owned system.
After conducting an analysis of the agencies needs, Smartec designed a web application that combined event management, spend management and CRM functionality into a centralised system.
Project 6 - Development of an online RFP System for non-venues Event Suppliers
At the request of a global corporate events team, Smartec designed and developed an online workflow that allowed the corporate’s preferred suppliers of non-venues services to bid for work for future events. The system brought great efficiency to the events team by centralising all bids in a common format, rather than having mailboxes full of multiple supplier responses in multiple formats.
The outcome was that the team could see all event costs (both projected and final) from a single location and carry out data analytics and ROI / ROE analysis across events.