Streamline your event management
Organising both large- and small-scale events can be quite complex, from identifying the appropriate space available to managing requirements during an event. The event administrator will need to be fully organised when booking resources, and through the use of our Clarity Core system and its event management features, we can help to streamline the processes and tasks involved with planning and executing your event.
• Event scheduling & booking, with real-time planner overview
• Email booking confirmations with e-signature abilities
• Event workflow and task management
• Creation of Day Delegate Packages
• Event attendee & visitor management (through CLARITY Visitor)
• Digital signage for meeting rooms & reception overview (through CLARITY Signs)
• Linked/multi-room events
• Associating services & catering requirements
• Event invoicing and deposits
• Post-event reporting
CLARITY essential features for events
1. Book the right facilities
Clarity Core’s real time diary allows users to check availability and book event dates and times, including across multiple dates, record notes and attach documents.
The system allows users to:
– Search for available space that matches criteria; filter booked events by title, contact, date or reference number.
– Input rates/charges, configure booking for hourly, daily or attendee rates and apply agreed discounts.
– Import enquiries from a dedicated mail box.
– Generate mailing lists to send emails inviting people to register for your event.
– Edit bookings with real time changes.
2. Add services to your event
The system allows users to book and associate services such as catering, business equipment, broadband access, car parking, utilities, furniture and specialist business support for each session. All the details on recurring charges and discounts are linked to the accounting system.
3. Ensure co-operation
The system can create event task lists including due dates, setup reminders and notifications, and progress tracking. Team members can see their assigned tasks and upload documents or photos to confirm completed.
4. Manage attendees & visitors, provide e-Ticket QR codes (through use of the CLARITY Visitor module)
Used in conjunction with our CLARITY Visitor module, simplify visitor and attendee management and provide a touch-free access solution to your event. With recording, greeting and tracking of visitors, including pre-registration and QR code generation, the system will email event attendees a personal e-Ticket with a secure one-time QR code for a touch-free sign-in experience. Ad-hoc event attendees can also be recorded, even for last minute attendance. A specific QR code link can be generated to direct unexpected guests to an online registration page to register their attendance prior to admittance.
5. Display the relevant information on the event day
CLARITY SIGNS is our integrated touch–screen digital display solution to provide signage, display events pages or explain social distancing measures. When installed at meeting room doors in shared space premises and conferencing facilities, can greatly help to communicate availability and assist with space self- booking.
6. Generate invoices
Automated invoice generation covers all invoicing needs. CLARITY CORE automatically logs the event and services either to a clients account for monthly billing or can generate on the spot invoices. Should a deposit be required this can be taken in advance. CLARITY CORE can also generate reports to be used by 3rd Party accounts systems.
7. Generate reports and monitor success
Detailed reporting and analysis including meeting room occupancy reports, with details of all meeting room bookings for a selected date, including number of attendees, additional equipment and catering requests.
Send us an enquiry or call us today
Please do not hesitate to contact us for advice or further information., we’ll be happy to answer any questions.
