A diary management system that can deliver the following requirements:
General Requirements
Diary display showing day, week and month options
Customisable colours and names for event types/statuses
Client/Event free text section for note saved against the client/event
Event/client documents (emails/action sheets) to be saved onto the system
Customisable financial section for each event/client
Maintenance/edits operable by on site venue representative
Customisable categories for events/clients
Option to remove mandatory completion of event/client sections
Individual user specific logins
Option to add set up and derig timings for each event
System’s calendar to synchronise with Outlook
Email function with records in system and copies to Outlook
Option to add notes to dates, e.g. special offers, price demand calendar details
Option to add special days that would impact on bookings – i.e. school holidays
Contracts/Confirmation forms – ability to produce immediately via merged fields from event details with option to write free text from Word
Quick input option for internal bookings
Reminder function for chases/contracts etc
Ability to manage multiple bookings for one event
Smart search option to easily locate contacts / events
Sales Requirements
System to generate sales proposal document from event details including images/details of rooms etc
DDR package builder – ability to easily adjust DDR prices when negotiating and change both the room hire/ catering element immediately - including commission %
Automated sending of sales reports
Reports - actual income vs manually inputted budget
Reports - ability to track confirmed, provisional and prospect business and compare with previous years.
Reports - staff conversion rates
Reports - lost business
Reports - enquiries
Reports - occupancy levels
Reports - Customizable
Operational Requirements
Event action sheet – ability to produce immediately via merged fields from event details with option to write free text from Word
Option to add in equipment and costs for each event, e.g. flipchart @ £100
Integration of floor plan software
Reports - commission
Reports - DDR income/expenditure
Reports - P&L against each event
Reports - monthly commission income vs budgets
Marketing/Comms Requirments
E-marketing: need to be able to import stats from Mailchimp (or similar) to individual contacts (i.e. unsubscribe requests etc)
Quick client database selection and export by relevant categories or specified date range (i.e. business type, marketing source etc)
Reports - Marketing ROI
ICT Requirements
Account export file functionality. If possible to (obviously dependent on whether we are allowed to do so) import into Access Dimensions. Access Dimensions to end current duplication of effort.
Cloud based system
Remote access availability
ipad platform for site visits
Support office hours Mon-Fri
Other Desirable Requirements
Ability to sell tickets through the system
Option to designate 'parent companies' for large organisations with many departments/locations
Option to upload images of museum account manager
P&L reporting
‘Internal booking request’ form which could be inputted automatically into diary if accepted.
Emails from system to client with attachment and with our Science Museum email address. Also backed up on the system and Outlook
Post code look-up functionality
Feedback response function – survey linked into system
Have access to custom links within system & link to social media profiles (i.e. Google, LinkedIn, Museum websites, Twitter, Facebook etc)
Event action sheet – ability to tailor so different parties only view their area of interest – i.e. catering, security. Ability to add typical event schedules, arrangement templates and staff instructions. To be saved with event automatically.
Automated sending of operations reports/event action sheets
Able to record different commission levels for different caterers and agencies
Ability to track client reward schemes – i.e. booking 5 conferences and get the 6th free
Smartphone app access for site visits
Support 24-7 days a week
(MT Ref:95881)Ref: SCM0143M,
Science Museum Group
Science Museum,Exhibition Road
London
SW7 2DD
Sam Owen
+44 2079424000
Contract value:
Published: 11 Dec 2012, Receipt by: 4 Jan 2013
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