General Event Management FULLY INTEGRATED MANAGEMENT AND SOFTWARE SOLUTION.
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Transcript of General Event Management FULLY INTEGRATED MANAGEMENT AND SOFTWARE SOLUTION.
General Event ManagementFULLY INTEGRATED MANAGEMENT AND SOFTWARE SOLUTION
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GEM Introduction
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What is GEM
Complete, sophisticated management solution composed of experienced advice and easy to use integrated IT application for professional and cost effective organization and administration of an event.
IT solution is composed of twenty functional modules that can operate independently or be fully integrated in any combination of modules, regardless of which ones are used.
GEM can be applied to smaller events with few hundred participants or to large events with thousands of participants, multiple stakeholders and various event locations and venues.
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GEM Impact
More•Efficiency•Budget streaming•Security•Reward
LessAssets wastedTime wastedFrustration
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GEM Background
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Competencies
Planning, Program and Project Management
Training and Integration
Issues and incidents management
Business development
Clients
Olympic and Paralympic Games Organizers
Major Events Organizers
Sport Governing Bodies
Related Businesses
References London 2012 Olympic Games
IFSC (Climbing)
Sochi 2014 Winter Olympic Games
Singapore 2010 Youth Olympic Games
International Olympic Committee
DB Schenker
University Games Belgrade 2009
Beijing 2008 Olympic Games
Doha 2006 Asian Games
Torino 2006 Olympic Games
Athens 2004 Olympic Games
Salt Lake City 2002 Olympic Games
Sydney 2000 Olympic Games
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Competencies Electrical and mechanical design and planning
Panel building
Software development
Installation/commissioning
Business development
Industries Water and Wastewater
Oil and Gas
Food and Beverage
Building Automation
Sport
References National Olympic Committee, Serbia National Paralympic Committee, Serbia Serbian Handball Federation Serbian Rowing Federation Tahal Saint Petersburg, Russia KWF, Germany CBMC, Azerbaijan Zheijang Scientific Instr, China EWT-ELIN, Austria Ruixing Leather Product Co.Ltd, China Lillestrom WWTP, Norway Borets, Russia Borets International, UAE NIZ Gazpromneft, Serbia Mittal, Bosnia and Herzegovina
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Competencies
GEM Application
Sport Special Interfaces
Consulting
IT services and software development
Web design
GEM Solutions
Single sport event (GEM SSE)
Multi sport event (GEM MSE)
Business conference Events (GEM BCE)
Fairs and Exhibitions ( GEM EXPO)
References World Rowing Cup 2012 2012 Men's European Handball Championship 14th Annual Corporate Extreme Days 2011 European Senior Canoe Sprint Championships 2011 39th European Olympic Committee General Assembly 2010 25th Summer Universiade Belgrade 2009 NLB Basketball League Final Four 2009 10th World University Rowing Championship 2008 3rd World University Flat Water Canoeing Championship 2008 10th World University Taekwondo Championship 2008 Eurovision Song Contest 2008, Serbia FIBA Africa Championship 2007, Angola FIBA Asia Championship 2007, Japan EYOF Belgrade 2007 FIBA U19 World Championship 2007 European Women Basketball Championship 2007, Italy 27th European Water Polo Championships for Men and
Women 2006 34th FIBA European Basketball Championship 2005, Serbia and
Montenegro FILA Senior European Wrestling Championship 2003 FINA Men's Water Polo World Cup 2002
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Modularity Ensures easy customization
including the desired combination of functional capabilities as necessary when integrating the application to fit specific event needs
Scalability Management of small scale
events with a single operator (e.g. solution running on a single notebook) up to large scale events (several redundant servers or cloud) with large number of simultaneous users
GEM Flexibility
Multilingual interface The ability to adapt
interfaces to local language and also to add additional languages
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Tablet and hand held devices
•Compatible for Tablets
•The application can be accessed, populated and updated on tablet
•Reporting and Reports enabled
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Main GEM Modules
Web Registration
Accreditation
Badging
Event Calendar
Accommodation Management
Workforce & Volunteers Management
Uniform management
Arrival & Departure
Transportation
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Additional GEM Modules
Fees payment
Request processing
Call center support
Catering Management
Hotel Booking
Ticketing
Rate Card
Medical services - interface
Security services – interface
Assets & Material Management
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GEM Additional Services
Sport Special Interfaces Issues Management System (IMS) Document management System (DMS) Timing & Scoring Systems On Venue Result System (OVR) Result Publishing System (RPS) TV (real time) Graphics
Consulting Organization Structure Training
IT Services Network Design & Organization System Integration IT Support
Software Development Web Design
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Modules Description
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Web Registration Used by delegation official to
register participants over the Internet
Organizers distribute username/password combination to delegations
Bulk registration supported (Excel sheet template)
Delegations & participants themselves will insert the names and data into the system
Significant reduction in the amount of work and time for the Organiser
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Accreditation Main module
Identifies, qualifies and quantifies the participants who will attend the Event
Provides the information for all other modules
Totaly configurable to support different configuration of Event
Enables categorization & grouping of participants
Integrates visa requirement, processing and approval
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Badging
Organizes information and access rights on participant’s badge in a way that assures all necessary data for security system
Support batch printing
Full-color photo
Accreditation badge production, print and pick-up scheduling
Supports several identification methods (Bar code, RFID)
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Badging - Identification methods
• RFID for higher security
• Every accreditation badge have unique number and RFID
• GEM provide data export to security system provider
• Exported data:
– Badge ID
– RFID
– Accreditation Security matrix data
– Other data (on request)
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Event Calendar Contains schedule of all events
of interest
Public (participant) & private (organizer) access to Event Calendar
Connected to all other modules (Accreditation, Transportation, Arrivals/Departures)
All changes in different GEM modules will be reflected in Event calendar automatically
Full Event, Venues, Customer categorization and grouping
Searching and filtering of data by:
– Time and date
– Category/group
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Accommodation Management
Accommodation planning & management
An easy way for assigning participants to the accommodation facilities
Intuitive graphical interface
Authorized user can easily assign participants to accommodation resources
Search information about persons, departments, locations, assignments and their dependencies
Accommodation facilities categorization, grouping and blueprints management
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Transportation
Manages all aspects of transportation
Keeps track of the different vehicles used during the Event
Drivers management
Itineraries of the general vehicles
Active and free vehicles and their availability
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Enable organiseres to administer arrival and departure data of the accredited persons
Critical for organisation of the transportation, meals, hotel rooms and the village accommodation
Manages a list of accredited VIPs and the related protocol
Arrival & Departure
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Workforce & Volunteers Management
Provides staff hiring, management and administration solution
Registration of the workforce/volunteers via Internet through link on the official Web site
Assignment of the tasks and schedules to the workforce/volunteers
The workforce & volunteers will enter their personal data as well as their profile and skills
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Uniform Management
Keeps track of uniform quantities, sizes, models
When applying for an Accreditation the applicant enters also uniform size
General calculation of the number of staff, volunteers, officials and other staff to dress
LOC is able to calculate and purchase correct amounts, models and sizes
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Request Processing
Provides easy management of various requests from accredited persons
Maintains service requests, catering services requests, extra equipment requests
Request status tracking
Requests are dispatched by SMS or email
Request statistics
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Fees Payment
Provides functionalities for managing fees related to Event
Manages different fees by the participant category
Fees are calculated according to user profile entered in accreditation module
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to plan and organize airport/hotel pickup and drop off
Information about Arrival & Departure is entered during preregistration process • data entered: flight details (time and date)• module used for data input – Web Registrations• data used by departments throw relevant modules:
Integration – Example 1 / A&D-Accreditation-Transport-Accomodation
to prepare everything for fast check in
to prepare accreditation badge/card in advance
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Integration – Example 2 / Volunteers-HR-Uniforms-Accreditation
Personal information about Volunteers is entered during selection processdata entered: • personal information about candidate (name, skills, uniform sizes...)• module used for data input – Workforce & Volunteers (link on LOC website)• data used by departments throw relevant modules:
at one point, all required data will be automatically transferred to accreditation module
to select right person for right position
to plan, prepare and issue uniforms and equipment to volunteers
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Integration – Example 3 /Visa-Security-Accreditation
• Visa requirements is entered during the registration process• Security FA/government authority approves the accreditation after the visa has
been issued• Accreditation is issued upon approval by Security
Accreditation is issued
Approves the accreditation
Visa is issued
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Data security
• Physical data protection:
– Restricted access to DB, Application servers and workstations
• Infrastructure & communication security:
– Encrypted VLAN & VPN connections
– Restricted access to network nodes (routers, switches …)
– NO INTERNET or connections to other unsecured networks after initial registration from participants
• Depersonalization
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High Availibility
• High degree of fault tolerance:
– No single point of failure (infrastructure must support it)
• Several level of redundancy:
– Database redundancy
– Application server & web server redundancy
• HA Cluster for most demanding applications
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Conclusion
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Event Management application that has module for every Functional Area needs
Customization based on your needs
Price competitive solution
Secure environment
Full integrity of data
We Provide:
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BENEFITS
Professional outlook of your organization
Cost streaming by minimizing mistakes
Improve event operations and staff productivity
Assist security efforts
Reduce the planning and operational risks
Enhance clients’( participants) experience
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Organization of a successful Event
is the foundation for a great image
of a Host City Organizer & its country worldwide!