A people intelligence company
Intelligence Solutions
Learning Management Systems
EASE Overview
EASE Competence
EASE Campus
EASE Centre
EASE Conference
A comprehensive range of management and operational reports
will help ensure smooth running of your events and maximise
usage of your training facilities.
Resource database Training management
Checking availability Provisional and confirmed booking Client management
Managing Accommodation
As delegate names become available, they are allocated to rooms so that
rooms can be prepared and registration cards generated in advance of
their arrival.
Arranging catering
Time periods People Equipment Syndicate rooms Special needs Event costing
Numbers on site Operational reports Management reports Security and access
EASE comprises mix and match modules that can be used individually
to meet specific needs or collectively to provide an enterprise wide learning and content management solution.
The EASE Conference system administrator maintains the definition of the available people, venue and equipment resources, together with room capacities, layout arrangements, syndicate rooms, bedrooms and catering options. These can be modified at any time to reflect changes and to record periods of unavailability (e.g. holidays, sickness, room redecoration, etc.). Facilities exist to record resources as external hire and to maintain contact information.
Where EASE Conference is used in conjunction with the EASE Centre module to manage training events then tutors and facilitators can be managed by the integrated system.
Event organisers can check availability at a glance using the Resource Planner. The planner lists people, rooms and equipment. The planner also identifies room layouts and capacities, shows occupation and provides brief details of the events that are scheduled to take place and the resources already allocated.
During the booking process, event organisers can specify requirements
for conference rooms, accommodation, equipment and catering.
Requirements can be updated as information becomes available in
advance of the event. Provisional bookings are held for the agreed length
of time and can then be released.
EASE Conference maintains contact details and can provide full client histories. Contract letters confirming booking details can be generated. With the allocation of suitable access permissions clients can maintain their own events.
Tools are available to manage accommodation in residential conference
centres. During event set-up, event organisers can check availability and
block-book bedrooms for delegates attending an event. Special
requirements and needs can be specified.
Menu options for lunch, dinner and refreshments can all be pre-defined with prices. When setting up an event, it is possible to select from pre-defined options or to specify client-specific requirements. Catering reports enable staff to review requirements for a specific event or for all events within a specified time period, including any special dietary needs.
The allocation of resources can be made in quarter periods on a 24 hour, 7 day a week basis, together with set-up and wind-up time slots to allow for multiple resource usage during the day, night or weekend. Periods of resource unavailability are also maintained in the EASE Conference system database.
Specific named individuals can be allocated to an event for specific time periods, including travelling and preparation time. Emails can be automatically triggered when events are provisional or confirmed and can be reissued if time changes are made. The people resources can either be internal or external resources, enabling management reporting on resource optimisation.
Equipment can be allocated to the event. EASE Conference stores details of the equipment that is available and highlights if it has already been allocated so that additional equipment can be hired if required.
Additional rooms can be allocated as required for different event time periods for usage as meeting rooms with their own equipment (e.g. flipchart, overhead projector, etc.) as well as for instance rooms to be used as a buffet/dining room or event registration/management room.
Free text facilities exist to define any delegate or group special needs (e.g. translation services, transport, etc.) and these are clearly identified on system enquiries or operational reports.
All resources can have costs allocated against them to assist in producing budget estimates and to support the preparation of client invoices.
The system monitors the numbers of participants who will be on site at
any time to ensure compliance with health and safety procedures.
Centre staff can generate operational reports ranging from equipment and room layout reports through catering requirements to accommodation lists and special needs.
Management reports provide comprehensive information for centre managers including collation of information for event billing and occupancy rate reports for conference rooms and accommodation. Additional reports can be created using the EASE Report Generator or data exported for use by third party tools (e.g. Microsoft Excel Charts).
EASE Conference is fully password protected. Permissions can be granted so that users can only see options and generate reports that match their areas of work. The system can be accessed by a web browser enabling users and clients to use it from any internet enabled PC.