HELMSBRISCOE

Improving venue relationships with Cvent's event management technology

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Background
Approach
Results
Products Used

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32%

2023 market share

51%

2023 bid rate

67K

annual room nights managed through Passkey

BACKGROUND

HelmsBriscoe’s mission is "to be the most highly respected, trusted, and sought-after meeting resource firm worldwide." They are committed to exceeding client expectations and supporting travel partners by excelling in terms of providing value and top-tier customer service.

HelmsBriscoe knows that in-person events hold significant value, with 78% of event professionals perceiving them as more valuable than other initiatives. In this effort, attendee experience is crucial. Success metrics heavily rely on attendance, engagement, and positive feedback. To meet these expectations, event designers are embracing creativity and personalization in working with their selected venues.

A group of people are shaking hands while smiling and looking at each other in a room.

APPROACH

HelmsBrisco and their venue partners understand the importance of connecting with the right groups and creating memorable events. Choosing a venue is just the beginning, as executing events requires a team effort and reliable technology. They have found success in partnering with La Cantera Resort & Spa, which relies on Cvent's technology throughout the event planning process from building awareness to executing meetings.

With tools like Cvent Event Diagramming and Cvent Passkey, communication between planners and onsite teams is streamlined, resulting in higher satisfaction for attendees, planners, and the hotel. These tools also enhance the working relationship between event professionals and venues by driving collaborative practices and ensuring visibility for all stakeholders through a seamless technology solution.

Passkey's dashboard showcasing a reservation management system with a graph and reservation revenue, highlighting the overall performance.

For example, Passkeyprovides important opportunities to automate processes and drive internal efficiencies. The room block management solution supports complex requirements while saving valuable man hours. Passkey can be mapped to the hotel to ensure all reservations are automatically synced, taking work off of HelmsBriscoe's team and creating a single, unified process for registrants.

Similarly, the Cvent Event Diagramming (CED) solution helps the team move away from cumbersome manual processes and increase efficiencies. CED allows HelmsBriscoe and La Cantera to create an accurate depiction of various spaces with details like furniture included. The team can design set-ups with accurately scaled floor plans, manage seating and meal preferences efficiently, and sync registration data into CED for automated workflows. The tool also ensures changes are updated in real-time to ensure accuracy.

With these solutions, La Cantera and HelmsBriscoe are able to successfully collaborate in real time. Updates are automatically synced to ensure all stakeholders maintain awareness of progress. Moreover, the deeply integrated nature of these tools in Cvent means all data remains housed in a single source of truth for accuracy and transparency.

RESULTS

Ultimately, working together while leveraging automated technology has strengthened the relationship between HelmsBriscoe and their chosen venue partners, such as La Cantera. These solutions have helped provide a seamless attendee experience while improving workflows for key stakeholders. Importantly, creating memorable and positive in-person experiences enhances HelmsBriscoe's relationships with their clients.