Olympus Corporation of the Americas Success Story
people involved in planning events
annual average meeting spend
Disparate Processes and Wasted Money
After joining the Olympus team, Kelly Pettis, Associate Purchasing Manager of Meetings and Chair of the Diversity and Inclusion Council, immediately saw a corporation that had huge room for improvement in its event sourcing and registration process. While the majority of the employees are responsible for planning meetings, Olympus lacked a dedicated meeting department. "Some of our planners were using a third party company to source larger events," Kelly explains. And while their events were successfully executed, they were bogged down with costly manual processes and excessive back-and-forth discussion during the planning phase. "Since there was no overall established process for the entire company, we realized that over 3,900 Olympus employees needed a simpler way to meet face-to-face without maxing out the event budget," says Kelly.
Olympus deals with precision technology, medical and surgical products, imaging systems, cameras, to name a few, so they depend on collaboration to fuel successful innovation. "We have all types of meetings," Kelly starts. "We have a few different types of sales meetings throughout the year, including a large national sales meeting, manager meetings, sales trainings, and professional education." The variety of events is just another challenge for the more than 60 employees who have additional full-time responsibilities year round at Olympus. "Our Professional Education department has over 150 courses per year utilizing room blocks and approximately half of those events utilize meeting space. Our Sales Training department books room blocks, we have our advisory board meetings for the doctors using our products, managers meetings, department meetings – so much variety.
"This overwhelming, repetitive task pushed Kelly to find solutions that could handle Olympus' tremendous event lifecycle, which was costing the company over $20 million each year. She explained, "When we realized how much money we were spending on meetings, we thought that sourcing would be the first way we could improve. We started investigating Cvent." But they didn't stop there.