Presentation B-Com Event Technologies for associations and non-profit organizations

Copyright © B-Com Event Technologies
http://b-com.psideo.com
b-com.team@psideo.com
13/04/2015 1
B-Com Event Technologies for
Associations and Non-Profit
organizations
B-Com Community and Event Management platform
COPYRIGHT
Copyright © PSideo SA.
This document is unpublished and the foregoing notice is affixed to protect PSideo SA in the event of inadvertent publication. All rights
reserved. No part of this document may be reproduced in any form, including photocopying or transmission electronically to any
computer, without prior written consent of PSideo SA. The information contained in this document is confidential and proprietary to
PSideo SA and may not be used or disclosed except as expressly authorized in writing by PSideo SA.

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PSideo SA lines of business:
• IT infrastructure
• Software engineering
PSiDEO presentation
B-Com Event Technology is part of the company PSideo SA, headquartered in
Switzerland. With offices around the world, we provide our event and community
management platform globally, following a goal of making event planning more efficient
and improving the reach and impact of events across the globe.
Geneva (Head-office):
IT engineering and support
Software Engineering
Sales
Back Office
Singapore:
Software engineering and support
Canada:
Sales
Berlin:
Bangalore:

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B-Com offers a strong back office and flexible front-end interfaces

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COMMUNITY
MANAGEMENT
EVENT
MANAGEMENT
MOBILE
APPLICATION
FACTORY
COMMON DATABASE
CONFERENCE
PROGRAM
MANAGEMENT
PROJECT AND
BUDGET
MANAGEMENT
INVITATIONS,
HOUSING
REGISTRATION
ABSTRACT
MANAGEMENT
EVENT
PORTAL
ON-SITE
SERVICES
ONLINE
PROGRAM &
PERSONAL
AGENDA
BUILDER
ADVANCED
REPORTING
AND
STATISTICS
SUPPLIER AND
SOURCING
MANAGEMENT
B-Com is designed to offer:
Consistency of experience for attendees
Efficiency and accuracy for meeting
planners
Business Intelligence for executives
Empowerment for community and event
managers
What is B-Com?

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 B-Com is designed:
 To be used in a global environment
 To offer collaboration with third parties such as PCOs or PR companies as an example
 To be as user-friendly as possible
 To integrate with your existing technologies
 To safeguard your data into one dedicated database
 For high performance and scalability whatever the number of parralel transactions
 To adapt to all your needs through system configuration only
 To reduce total cost of ownership thanks to integration of all needs in one platform
 To reduce IT management and maintenance (platform offered as SaaS)
We understand the needs of large organisations

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How is B-Com different?
 CRM / xRM : centralized database of keystone data:
 Platform designed to integrate with third-party CRMs
 Every stakeholder has a permanent user account: members, event participants,
sponsors, suppliers, third party agencies,…
 Multi-event management of clients and suppliers
 Multi event attendance and revenue tracking
 Strategic advantages thanks to:
 Business intelligence
 Consistent branding and customer experience
 Standardization and best practices
 Increased coordination and collaboration

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Community management
 Expand your reach beyond events
 Offer collaborative workspace (community management portal) to community managers
(invitation, communication, members’ management, website and documents
management,…
 Increase communication capabilities (online and mobile apps) to any target audience
 Examples of communities:
 Association’s chapters and commitees
 Participants of an event
 Participants of a corporate sponsor

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Allows community members to access information at any time, anywhere:
 Community portals
 Event portals
 Self-service areas
 Mobile applications
Designed for global environments:
 Financial: Multi-currency, exchange rates, VAT, accounting plans
 International: Multi-lingual interfaces, Multi-time zone management
 Reporting: At any level of operations, across events or from the common database

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Designed for efficiency
 B-Com manages all your communities and events
 B-Com consolidates all business data
 B-Com standardizes processes thanks to templates and setup wizards
 B-Com automates website and mobile app generation
 B-Com manages user rights based on business rules
Project and budget management
 B-Com tracks spending and revenue across the project/event life cycle
 B-Com compares actual with budgeted spend
 B-Com calculates financial results in real time
 B-Com consolidates financial results at all levels of the organization

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The solution for any type of event:
 Suitable for small meetings with a few invited guests as well as for large conferences with
sophisticated needs
 Highly customizable, unlimited templates
 Set-up and activation of features with no IT knowledge
 Covers the complete life cycle of the event, from budgeting to onsite delivery

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Project, budget & invoicing management
B-Com Solution
A sophisticated accounting tool configurable with your accounting
structure and processes

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Overall vision of the project management approach in B-COM
Create project
Cover sheet
- Project information
- Client information
- Approval workflow
- Project status
- Financial forecast
- Project contacts and
roles
- External files repository
- Client communication
templates
- Custom fields
- PO management
- Link with online
generated revenues
Create Budgets for the project
- Budget templates
- Multi budget (internal /
client)
- Multi versions of each
budget
- Multi currency, VAT
- Approval workflow
- Link to budget owners
(clients) and suppliers
- Distribution to
accounting plan and
accounting entities
- Distribution to
analytical dimensions
- Delta analysis between
budget versions and
invoiced amounts
Manage supplier and client invoices
- Create client and
suppliers invoices
directly from budget
lines
- Invoiced amounts
distributed to
accounting plans,
analytical dimensions
- Approval workflow to
allow sending client
invoices
- Track payments, send
reminders
- Invoices distributed to
POs
Report
- Financial results by
organiser, by project, by
client, supplier…
- POs management
performance
- Variance between
realised and budgeted
- Achieved costs savings
- VAT reclaim,
- Project financial
distribution analysis
- …

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Project, budgets & invoicing
B-Com accompanies agencies in responding to proposals and
defining budgets for each project thanks to its project and budget
management tool.
With B-Com, accounts executives are able to create projects based
on pre-configured templates for each type of event or for each client
for example. A number of qualitative and quantitative information
about the project are stored into the cover sheet either in native
fields or in custom fields, with no limit to the number of custom fields
configured.
Once the project is created, account executives define the team
working on the project. The contacts that are defined in the team will
have a role in the project life cycle, and thus will be easily identified
through adequate reporting.
B-Com project management tool also offers an external file
repository which allows controlling across projects if all files have
been stored in compliance with internal and external processes.

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Several budgets can be created and compared for the same project while differentiating the internal agency budgets and the
external client budgets.

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Client and suppliers invoicing are created / registered directly from the budget lines, and revenues generated on the
community and event websites are automatically updated in the project’s profit and loss statements.
Agencies are thus able to monitor financial results of any projects in real time. Consolidation per client, per type of projects
or for the entire organization is also available.

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Financial reporting
B-Com comprehensive data model allows for consolidation of financial figures at any level of the organization’s activities.
Financial figures of events can be compared or consolidated. Financial figures of the association itself can be tracked.

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Community Management features
Solution
A collaborative association management website for any stakeholder
…fully integrated with Event Management!

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Membership
Management
•Community directory
•Streamlined renewal
•Conditional prices
Communication
•Information pages
•Mailing wizard
•Members discussions
Chapters &
Committees
•Chapters handling
•Information sharing
•Collaborative work
Community
Management
•Web-based interface
•Community surveys
•User activity tracking
Community Management features at a glance

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Community Website
 Definition of business logic, prices and membership levels
 Automation of membership life cycle (duration, transitions…)
 Control on access to content and groups (directory, documents, …)
 Live reports on member base evolution & membership revenues
 Online interfaces to manage membership and members

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Community website management
Unlimited content Management
 Information pages
 Website layout
 Services
 Questionnaires
 And much more!
B-Com’s content Management System features allows updating the community portal content easily with the help of a
rich text editor.

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Community members engagement
Communication Management
 Tools for community managers to interact
with their members (email, messages,
documents sharing)
 Questionnaire building and sharing
 Invitation and communication management
Members Engagement
 Members’ directory
 Member personal profile building
 Discussions (private or public)
 Documents sharing
Interact and communicate efficiently

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Mobile apps are a good way for associations to engage
with their stakeholders all year long
With B-Com, it is possible to create, publish and
manage mobile apps in-house, and without IT skills.
 Specific and general information about the community
can be published in the app
 Feeds & push notifications: Any news or information can
be pushed to the mobile app user
 List of congresses «Where to meet»: events or any other
activities of the community are listed on the app and
accessible publically or upon password .
Community Mobile Apps
Example of a community app
Login to access bookings
& special features

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Exhibition and sponsorship Management
Solution
Increase sponsorship opportunities and generate more revenues
From exhibition booth booking to exhibiting staff management, B-Com provides an
end-to-end solution to exhibitors and sponsors

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 Exhibition booking accessible publically or upon authentication
 Booths defined in B-Com as services with real time allotment pickup
 Sophisticated pricing logic
 Flexible cancellation and payment policy
 Automated and custom email confirmations and documents
Interactive exhibition floorplan

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Offer any additional services to exhibitors and sponsors
Services sold to exhibitors and sponsors can be of any kind (material, hostess support, etc.). They can be offered for sale
in two ways:
Answering a questionnaire of desired services so that the sale will be taken in
charge by an account manager or the congress center2
Sale of online service on the event registration portal, with automated
creation of an invoice.
1

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Payment is integrated in the registration process
Bank transfers and check payments can be
made available for exhibitor to fit with the
common B2B practices, or if desired, done by
credit card.
An invoice based on a pre-defined template is
generated and sent automatically to the sponsor/
exhibitor based on his order.
Handling payment of exhibitor/sponsor services
Overview of the payment summary for exhibitors to finalize their order

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Exhibitor portal features
The exhibition manager accesses his
exhibition portal where he finds a dashboard
with summary information.
The exhibitor portal is the place where exhibitors can manage their company’s participation at an event.

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Exhibitors can invite their staff and guests
to register to the event
For a flexible management, invitations can
be nominative or based on an access
code, and can lead to a simple attendance
collection or a full registration of the
stakeholder.
In each case, they can attribute services
(hotel, transfer, etc.) to each individual
they manage, to take the cost of their visit
in charge.
Individual members of the group can book
additional services not sponsored by the
company (they will receive a personal
invoice and pay directly)
Enabling exhibitors to invite staff or guests to the event
Your exhibitors and sponsors will be able to manage their own community directly into B-Com

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Exhibitor portal features
The exhibition manager can access different
areas regarding his exhibition and his community:
Exhibitor Information
 Company details (logo, description)
 Private information
 Showcases
 Sessions it is associated with
 Translations of his profile
Members
 Add new members to the community (by
invitation, bulk import of a list, or code)
 Edit existing members (information,
credentials, role, etc.)
Financial
 Access the financial situation of his exhibition
 Download invoices
Exhibitor profile building on their
personal portal

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Abstract Management
Solution
Automate the submission, reviewing and publication of your abstracts.

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A highly customizable abstract management platform
Abstract configuration Abstract submission Abstract reviewing Abstract publication
Complete configuration and
customization of papers or
abstracts to fit the most
complex submission
requirements.
Edition of abstract structure,
topics, categories, scoring,
publication template, etc.
Abstract submission web-
portals with customized
visual and processes.
Submission can be free or
paid, abstract versioning
until submission deadline.
Abstract collaborative review
web-portal, enabling reviewers
with access to score the
abstracts attributed to them
(automatic or manual
attribution)
Consolidation of scoring at a
global level and live reporting.
Export of selected abstracts in
customized documents:
abstract books, abstracts index,
e-posters… depending on their
scoring.
Publication in the event
program and abstract search
engine (on the event portal and
the event mobile app)
Abstract Management

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Abstract management
B-Com abstract submission wizard is fully customizable and
easy to generate with no particular IT skills.
B-Com abstract submission web portal is accessible publically
or upon invitation only.
Thanks to B-Com returning user functionality, abstract
submitters are identified when accessing the event portal to
manage their abstract(s) or later on their event participation.
They can build their profile with contact information, and fill-in all
needed information on the submitted abstract that will be used
for abstract handling.
A fully flexible topic hierarchy can be defined to categorize
abstracts or papers and make reviewing and session building
organization match with any specialties
B-Com supports rich content, including pictures and tables,
and manages authors’ information that includes affiliations and
disclosure of interests.
Abstract managers can set up and manage the abstract
structure and define criteria ensuring that abstracts submitted
for review respects predefined fully configurable rules, thus
unifying results and facilitating review.
Abstract/Paper submission portal

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Abstract management
B-Com proposes in addition to
manual assignment, the option of
automatic abstract assignment
based on topics and configurable
distribution rules to ensure the
statistical pertinence of total
scores.
B-Com online reviewing makes reviewing a large number of abstracts as easy and
smooth as possible through its clear and efficient web interface. Advanced features
like anonymous review are easily configured. Reviewing can be performed both
online and offline.
Evaluation criteria are fully customizable allowing automatic calculation of a total
score by evaluating the abstract from several perspectives, whilst handling conflicts
of interest that may prevent a reviewer from scoring a particular abstract.
Criteria can be:
- Score: to collect and quantify the appreciation of the reviewer
- Neutral: to qualify the appreciation of the reviewer or for additional information
- New Topic Proposition: to declare a conflict about the topic and justify the topic
- Conflict: to declare a conflict of interest
Scoring choices are returned with automatic computation of averages, counts,
percentages or a combination of these in order ensure statistical pertinence and full
transparency.
By computing and extracting scoring statistics per abstracts from all reviews given,
B-Com makes selecting the most interesting abstracts an easy problem to solve.
Abstract/Paper reviewing portal

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Abstract management
B-Com abstract reporting wizard guides users through the process of generating reports
such as the abstract book, or the abstract keywords index. A number of reports are
already built-in, and it is possible to import a custom template report and link it with data
fields available in B-Com.
More reports can be generated thanks to B-Com powerful reporting functionalities. Built-
in reports and pivot tables can be generated in a few clicks, and exported into various
formats.
Reports templates can be customised to fit
every expectation in terms of presentation or
information displayed.
Numerous standard reports are available to
highlight different information on the abstract
submission process.
Export can be done for any specific abstract,
or targeted on abstract depending on their
status or scoring, and result in the creation of
a file in a format of one’s choice (PDF, Word,
etc.)

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Abstract management - Publication
Abstracts are exported,
formatted on the pre-defined
template.
You can streamline the publication of
abstract books, indexes, posters, and
so on.

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Managing your event programme directly from the selected content
Managing the Event Programme
Program can be based on the content submitted,
with a synchronization of abstracts and sessions
B-Com programme management tool enables to easily organize sessions and their different actors, topics, location, content on
one single interface. Sessions can be directly synchronized with the abstracts selected previously, and authors / speakers
information retrieved from the existing data.
Comprehensive tools help to build
a detailed programme.

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With the Online Programme module (OLP), participants can access a dynamic version of the event programme, displayed in different views. Event
managers can define as many view as wanted, and make these views accessible only to a certain type of delegate (e.g. view of the VIP programme).
This very modular view on programmes enables a tailored offer for each type of delegates, and convenient attendance and agenda building tool to help
them organize their attendance and take the best out of the event.
When building their personal schedule, delegates can be warned if their is a conflict in their
agenda between two sessions. They will also be automatically warned if a session has
been modified (location, time, speaker,…) and they are planning to attend it.
Personal schedule can be exported in a variety of formats for the delegates’ convenience.
Dynamic programme and personal schedule building (OLP)
Publishing the Event Programme

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Autmated publishing of programmes and event content on mobile apps
Managing the Event Programme
Delegates can:
• Directly access the content linked to a session
• See on the interactive map where a session is taking place
• Add the session to their mobile agenda
• Created and manage in B-Com back office
• Real time updating
• Program change notifications
• Keywords fully indexed to facilitate search
• Feedback on sessions, speakers and abstracts
• And much more!

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Registration Management
Solution
No registration scenario is too complex for B-Com !

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Managing promotion and invitations
Manage unlimited promotional campaigns and
invitations, and track response statistics in real
time
 Import of excel lists or contacts from the
directory
 Invitation templates
 Invitations can be nominative or access
code based
 Invitation tracking in real time
 Custom and dynamic content & process

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Totally customizable to fit with the event’s visual identity and the delegates profile configuration, registration
forms allow booking and pay for services, build-up personal profile, retrieve personal documents, communicate
with the event management staff, and much more!.
Easing the management of registrations from end-to-end

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Examples of registration website with information
fields and process customized in-house
Registration management
Create and publish your own registration websites to gather custom information
Create and publish registration websites that automate
the information gathering and service booking.
Generate several registration websites that will be
dedicated to certain types of delegates (such as press
members, VIP delegates, visitors, etc.).
Delegate registrations can be done
manually (in bulk or individually) by your
staff in the back-office when necessary.

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Publish your own accommodation marketplace
Housing is managed in the back-office of B-Com,
and offered for booking online. This page is
integrated in the registration process for the
convenience of the delegates and to strengthen
the commission based revenues of the event
organizers.
The housing allotment, advanced pricing options,
restriction for certain types of delegates, and
marketing content can all be customized.
On the registration portal, the room booking page
enables the delegate to filter the offer on certain
criteria in order to rapidly find an offer that fits
the given criteria
 Contracted and GDS hotels
 Revenue management
 Real time availability
 Sophisticated pricing construction
 Flexible payment and cancellation policies
 And much more!
A room booking engine available along with the registration process

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Payment capabilities
3D secure payments are implemented in the different
web portals to pay for services, registration or abstract
submission.
The system allows payments in a various range of
credit cards, including VISA, Mastercard, and AMEX.
Limits can be sent to the amount paid by credit cards.
Other means of payment are:
• Bank transfer
• Check
• Cash
• Web transactions
VATs and currencies are configurable for the event
payment methods.

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Personal dashboard on the event portal
Accessible upon login, the event portal enables event participants to manage their participation at the event. Thanks to
this feature, meeting planners are able to reduce the time spent in answering participants’ requests.
Automatically generated, reflecting the event visual identity
and fully integrated with the rest of the event management
features, the personal dashboard of the event portal notably
enables delegates to:
 Access bookings of services
 Modify existing services/registrations
 Access communications from event planners
 Answer custom questionnaires,
 See & update their registration details
 Have a look at their financial balance
 Retrieve documents linked to their registration

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Communicating efficiently with all your stakeholders
Multiply channels to build up long lasting communication with your stakeholders
Common database
Communication wizards, contact segmentation (profiles), dynamic fields, filtering options,
import/export capabilities…
Merge mailing
• Custom templates
• Dynamic fields
• Target audience
based on filters
applied to CRM’s
contacts
• Interactive content
Individual
mailing
designed in Word
• Rich text editor
• File attachment to
emails
• Links to portals
Document
sharing
designed in Word
• Generation in bulk or
individually
• Dynamic fields
• Bulk attachment to
emails
Mobile
Communication
• Target audience by
community or event
• Push notifications
• Feeds of information
• Information pages
with access code

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All mailings are managed either
from the back-office for global
mailing capabilities (native
communication wizard), or from the
front-end to enable community
managers (associations’ managers,
PR manager, exhibitors, partners,
etc.) to communicate with the
members of their group.
Mailings can be targeted to specific
profiles. Filters and business logic
enable for dynamic content to
ensure the most accurate
communication to each target
group.
Communication management
Communication through mass targeted mailings to any community member
or event participant

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B-Com Masterlist, the most powerfull feature for delegate and group
members management
The Master list offers a flat view of all participants with their
corresponding information (profile, answers to
questionnaires, bookings, financial information).
B-Com Master list is THE powerful tool that enables:
Managing new reservations, modifications or cancellations
in bulk from the rich back-office client, from the versatile
Excel® export/import, or online on the community portal.
Reporting on all or selected participants with their
corresponding profile information, activities and financial
information. Reports can be exported and / or published
online on both customers’ and suppliers’ reporting website.
The Master list is the ideal tool to manage groups of
participants as its functionalities are available not only
in B-Com back office but also on the community portal
to enable group leaders to manage their groups
themselves.
The master list is also widely used to manage delegates’
offline during the planning phase or onsite for smaller events
that do not require real time updating

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Suppliers portal: automating information sharing with suppliers
Suppliers web portals enable an effective and
seamless communication with hotels, with
automatically generated rooming list reports that can
be downloaded in PDF or Excel formats.
Hotels can also download modification reports
highlighting changes since the last time they
connected

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Automate and streamline on-site delivery
Because on-site management is one of the most crucial part of the event life, B-Com makes all the data available
on-site seamlessly, easing the management of large amounts of delegates while offering interactive self-service
kiosks, dynamic mobile app, or real time access control perspectives.

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The on-site website, generated in a few clicks, enables to make self-service kiosks
available to event participants once on-site and provide them with the following
features:
- Badge and documents printing
- Information update
- Self registration on-site and payment
- Services bookings (reservation), including membership booking
- Access to the event program and personal agenda builder
- Feedback collection
These features are meant to answer a growing demand for on-site efficiency in the
delivery of event, along with changing habits of self-services developed through the
arise of internet.
On-site web interfaces are available for hostesses to retrieve delegates’ profile
On-site self-service interfaces

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Mobile apps
Solution
Create and manage an unlimited mobile apps in-house
with no IT knowledge

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Event mobile Apps made easy
Event Apps are generated and updated on-the-fly based
on your event setup, without IT skills. They improve your
delegates’ experience on-site with interactive features,
useful information and educational content.
CommunicateImproving delegates’ experience
Educational content and delegate management is
supported by features to be able to publish and
update content to be shared.
Interacting with your audience and communicating key
messages is made possible thanks to numerous
features of B-Com mobile apps.

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Communicating
Programme
Provides a list of sessions and activities, organized by
day. A search function enables to retrieve sessions and
activities of interest with one or several keywords.
When selecting a session or activity, its corresponding
description, timing, location on the interactive floor
plans and speaker information are available to the
user.
Abstracts & Educational content
Provides a complete list of presentations and
abstracts categorized by topics. When selecting an
abstract, the entire abstract is available for reading
(if enabled), and the user can access related
session and author(s) information.
Bookings and virtual badge
A virtual badge, profile information and all
bookings (hotel, sessions attendances,
etc.) are available to your delegates at a
glance upon login, on their mobile phone.
Information page
Embed videos, images, texts, to communicate
efficiently on your delegate’s devices.
Surveys
Engage your delegates and gather their feedbacks
with surveys linked to sessions, abstracts,
speakers, etc.
Improving delegates’ experience
Educational content and delegate management is
supported by features such as:
And many more (detailed on the MAF factsheet)
Interacting with your audience and communicating key
messages is made possible thanks to numerous
features, such as:
Feeds & Push notifications
Ring your delegates’ phone with push notifications
for on-site and long term communication.

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Reporting
Solution
Reporting capabilities at any level of the platform

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Reporting
Before, during and after a project, generate and share any kind of reports necessary to support its operations, planning
and strategy.
Updating budget with final expenses
Creating and sharing final
statements to clients
Calculating
final margins
Examples of reports available in B-Com
Booking tracking in real time

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Reports can be generated on several levels in B-Com. From the choice
of the export format (Excel, SSRS, Pivot Table, Master List, Data View),
to the choice of the data displayed in these reports, there are many
factors that will determine whether using an existing template, make it in-
house or outsource the realisation of a report, depending on the
complexity of the report.
Reporting

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Back-Office reporting
Tracks event or cross-event statistics
using built-in reports, pivot tables, master
list or data views
Real time financial and logistical reports

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Reporting websites make the
generated reports available for
the specified people. It is possible
to define several reporting
websites so that the content is
dedicated to a certain type of
reader.
Reports are downloaded as
documents through a simple web
browser in the format defined by
the event organizer (PDF,
Excel…)
Reporting websites
 Master lists
 Registration and service booking
statistics
 Accommodation pickup
 Event budgets
 Cost per attendee
 And much more!

13/04/2015 63
Contact us
Sandrine Haemmerli
Managing Director
B-Com Event Technologies
Email: sandrine.haemmerli@psideo.com
Tel +41 (0)22 309 31 00
Morgan Loyer
B-Com Sales & Marketing Manager
B-Com Event Technologies
Email: morgan.loyer@psideo.com
Tel +41 (0)22 309 31 20

Presentation B-Com Event Technologies for associations and non-profit organizations

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