Page 183 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes Challenge
Timely, customized invitation product creation and delivery is key. Order quantities can
range from as few as five to more than 200 unique elements. Speaker contracts are
customized to each individual, containing confidential information. Timely creation,
delivery and return of executed contracts is vital to program success.

Solution
Our Client was challenged by traditional document production and delivery techniques.
They were neither cost nor time-effective. SHIFT recommended the development of an
online portal to support invitation development, production and delivery activities. The
rules-based online ordering environment features customizable templates with predefined,
subject-dependent content and imagery with point and click customisation and ordering.
Our Client can view document proofs online to confirm accuracy prior to production and,
in the case of electronic documents, prior to delivery.
SHIFT also developed a data driven contract creation and delivery processing engine. Contracts
are now created and delivered electronically. Potential speakers can update their profiles
prior to generating a custom contract, ensuring their contract is created with up to date
information. Event-driven email notification keeps our client connected to ongoing speaker
activity. An administrative interface provides access to real time contract activity metrics.
Results

SHIFT’s communication supply chain solutions allowed our Client to gain immediate
efficiencies and significant cost savings, exceeding program objectives. Invitation process
improvements include reduced cycle times, enhanced brand integrity and unprecedented
materials accuracy. Contract management improvements included immediate receipt of
executed contracts, increased data accuracy, greater visibility of program results and
elimination of overnight shipping costs.

Source: http://www.shift365.com/?q=node/25

Case Study Event Planning and Management

Project Title: NIH Regional Seminars on Program and Grants Administration
Client: National Institutes of Health (NIH), Office of Extramural Research
Project Duration: December 2008 – August 2010
Ripple Effect Contact: Janelle Jobe, jjobe@rippleeffect.com

Challenge
The National Institutes of Health (NIH) supports more than 300,000 scientists in universities
and research institutions across the United States and abroad. The NIH Office of Extramural
Research (OER) provides assistance to scientists applying for research funding — an essential
step to achieving medical discovery. The process through which funding is attained is
built on numerous federal policies and procedures. Each year, OER hosts two NIH Regional
Seminars on Program Funding and Grants Administration. At each seminar, in the course
of three days, more than 30 NIH and HHS staff members are brought to a central location
to educate, share and listen to hundreds of administrators, graduate students, and anyone
interested in the grants administration process.
Contd...

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