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Continually investing in technology to deliver streamlined processes and efficient solutions

Technology

Technology has been a key part of Trinity's focus since the company was formed and we are continually investing to make sure than we are completely up to date.  We use the latest technology to ensure that our processes are streamlined, so that we offer a quick and efficient service.

Much of our software is written and owned by Trinity which means that we can update it at any time and create bespoke solutions for our clients, such as our spend and management system METIS.

Event Registration

Trinity can provide a bespoke web-based solution to your delegate registration needs. The software allows us to create online registration forms and event websites that will manage as much or as little of your event as you need.

In order to create your bespoke registration website we need the following information.  However, if you decide that you only want certain elements of the website (e.g. just accommodation, just travel, just registration) then you can ignore the other elements below.

Essential information to create the site for you

  • Event details – name, dates, location, description, logo
  • Delegate fees for elements such as registration, accommodation, dinners, etc. This can also include any offers, for example ‘early bird’ rates
  • Payment details – an online solution or offline payments such as invoicing?
  • Terms and conditions for booking – cancellation terms for accommodation, registration, etc
  • A confirmation message to sent to registered delegates

Optional information that can be added to the site

  • Accommodation options – attendees would have the facility to book their accommodation through the site with a range of different hotels to choose from
  • Travel options and a booking service for travel
  • Different registration categories - e.g. as sponsor, exhibitor, delegate
  • Reporting – such as accommodation rooming lists, how many people have registered, how many exhibitors have registered, who has paid – you just let us know which reports you would like to be available 24/7
  • Agenda items or sessions and their details - e.g. entry limits, timings, location (if applicable), cost
  • Branding elements – custom header/footer, font, colours, background image, etc
  • Custom CSS for advanced users with html coding resources

The list of options is endless so just contact us to discuss additional options and prices and take a look at our full range of event management services.

METIS

METIS is an online meetings and spend reporting system which will give you control over your meetings and conferences. With constant access to management information you’ll have in-depth knowledge about each individual event and an overall picture of your company’s activity.

Enquiry System

There is a dynamic enquiry form which covers everything from a simple one-venue enquiry to complex multi-venue choices.  There is the ability to view our database of more than 12,000 venues and hotels, create your own shortlist, add and suggest venues, upload documents to support a complex or a multi-date series of events, the option to upload details from a past event and resubmit for a future event.

The database holds a minimum level of venue technical information including a photograph, location details, overview of venue, hyperlink, number of meeting rooms and bedrooms, and maximum capacity. It also has the ability to show the most recent site visit report from the Trinity team, a link to the CSR credentials, capacity to add notes that you can view at a later date, and an area to add a review so that your colleagues can benefit from your experience. The search can allow you to pre-select venues to comply with specific parameters, i.e those that have a CSR policy or accreditation.

METIS can be integrated into your company intranet system to support a streamlined process. The system has the ability to be scaled in terms of the needs of different types of stakeholder.  It is web-based for ease of use, speed and remote working.

Preferred programme system

All preferred programmes are loaded and managed within METIS. They can be reported on 24/7, making reviews easy and comprehensive. Each preferred supplier has the ability to post updates about their properties and the programmes, offering up-to-the-minute news and information. They can also place strategic offers to buyers and have the ability to promote venues using special tactical pricing offers.

Buying guidelines are clearly posted on the enquiry form and can be updated easily  to ensure compliance.

Cancellation offers are clearly marked on the enquiry form to ensure that any charges can be offset by other bookings.

Information system

METIS has a General Information section where specific information is stored that is key to client needs, such as compliance documents, standard operating procedures, etc. There is also a special educational area, the Event Organisers’ Guide, which gives help and guidance to people who are not event professionals, but have a requirement to organise events.

The Blog is updated constantly by our team with news and information about hotels and venues. This can be client-specific and there is an archive system to locate old pieces of information.

The company calendar is automatically updated as each event is added to the system.  It shows the status of the event and you can change the view to display different levels. It is already pre-populated with bank holidays and the dates of other notable events and you can add your own industry functions or exhibitions. This is a great tool when planning conferences and meetings as you can drill down to view the full details.

Reporting system

METIS is designed to give maximum transparency and exposure to your meetings and event spend. It has the ability to deliver very simple reports, from the events held in a date range, to complex market share and trend reports.  These can be displayed as a graph or text and exported to another system.

Client Rate Card

Trinity offers a fully managed room allocation and booking service to take the pressure out of arranging accommodation on-site or at nearby hotels.

Trinity has the technology in-house to build a website for your event attendees to view, select and book accommodation at the best available rates. All we ask is for you to check that you are happy with it before it goes live. Then we will give you the link to put on your event website and to use in your marketing. We will also add the links from Trinity’s website to increase exposure in search engines.

For an event attendee who is booking accommodation, the process is quick and easy - once the rate is available online then the turnaround is minutes.

So that you know what happens behind the scenes, this is the experience that an attendee will have, booking though our system:

  • The website works on auto-registration, which means that they will not have to fill in their details, the system will automatically find them, thus speeding up the booking process
  • When booking confirmation is received they will receive login details for future bookings
  • For bookings where a rate is not available and the form is submitted to an agent, the website will auto populate thus eliminating all manual processes
  • Then they are taken directly through to hotel listing screen
  • The preferred hotel is selected and credit card details submitted to make the booking
  • A confirmation email will be sent to them with their login details if they are a first time user

Talk to an expert on + (0) 44 1780 484050 for help with your conferences, meetings and events. There’s no commitment, just give us a call to find out how we can help. Make an enquiry