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Client Results · Global meeting operations

US surgical robotics company · Anonymous case study

From fragmented meeting requests to one global process.

 

PSG Events designed and implemented the workflows, approval stages and technology setup for a worldwide portfolio handling 5–15 meeting requests each month, from APAC to South America.

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One connected workflow

Clear steps.
Two approval stages.

  1. 01
    Meeting requestSales or clinical representative submits the meeting requirements.
  2. 02
    Internal meeting approvalThe request is approved within the company before sourcing proceeds.
  3. 03
    Hotel sourcing and contractingApproved hotels, rate requirements, clauses and concessions guide the work.
  4. 04
    Procurement approvalThe internal Meetings and Events Procurement Manager approves the hotel and contract.
  5. 05
    Planning and executionThe approved meeting moves into the delivery workflow.

Cvent · Monday.com · Shared contract and document folders

01 · Meeting requests per month
5–15
02 · Portfolio reach
Worldwide
03 · Standard operating procedures
Enterprise-level

(01) The challenge

Global meetings needed a consistent way to move from request to execution.

A US surgical robotics company managed meeting and room-block requests across a worldwide portfolio. Requests were fragmented, and teams needed one process for gathering information, sourcing hotels, reviewing contracts and securing internal approvals.

01

Incomplete requests

Sales and clinical representatives needed a consistent way to provide the meeting information required for sourcing and planning.

02

Separate approval responsibilities

Approval of the meeting and approval of the hotel and contract were distinct decisions. Each needed a defined place in the workflow.

03

Fragmented sourcing and contracting

Approved hotels, rate requirements, standard concessions and contract clauses needed to be part of one repeatable sourcing process.

04

Consistency across teams

A portfolio spanning APAC to South America required shared operating standards and connected documentation, from initial request through delivery.

(02) PSG Events' role

Design the process. Build the infrastructure. Connect the teams.

PSG Events designed the standard operating procedures and configured the supporting technical and operational, Cvent and Monday.com infrastructure. The work connected meeting intake process, sourcing requirements, contract documentation and approval stages into one enterprise-level process, followed by centralized logistics planning and execution protocols. 

01

Standard operating procedures

Documented how meeting and room-block requests move through intake, internal approval, sourcing, procurement approval, planning and execution.

02

Complete meeting intake

Combined internal information-gathering tools into a consistent request process for sales and clinical representatives.

03

Shared sourcing standards

Built the approved hotel list, rate requirements, contract clauses and standard concessions into the sourcing and contracting workflow.

04

Defined approval stages

Separated internal approval of the meeting request from the Procurement Manager's approval of the hotel and contract. Planning and execution followed procurement approval.

(03) The technology setup

Existing platforms, configured around one operating process.

PSG Events set up the infrastructure within the existing Cvent license and Monday.com environment used to deliver the program, with shared cloud folders for contracts and supporting documents.

CventEvent and hotel management

Configured to support the meeting and hotel management process within the program's existing platform environment.

Monday.comProject management

Set up to support the planning and execution workflow, with integration to shared document folders.

Shared foldersContracts and documentation

Connected the project workflow to cloud folders containing contracts and other meeting records.

(04) Operational results

One connected operating model created meaningful operational improvements.

  1. 01

    High internal overhead

    PSG Events replaced fragmented requests and repeated coordination with one workflow across Cvent, Monday.com and shared documentation. Business outcome: Fewer incomplete requests and more capacity for the internal team.

  2. 02

    Inconsistent brand experience

    Enterprise-level procedures established shared requirements for intake, hotel sourcing, contracting, approvals and delivery. Business outcome: More consistent planning and execution across regional teams.

  3. 03

    Fragmented event data

    Meeting information, approval status, sourcing requirements, contracts and supporting records were connected through a common operating structure. Business outcome: Better visibility from the initial request through planning and execution.

  4. 04

    Regional execution risk

    One global workflow clarified responsibilities and approval stages for a portfolio spanning APAC to South America. Business outcome: Faster approvals, fewer missed steps and more reliable regional execution.

The organization is not named to preserve confidentiality. Results describe operational improvements reported by PSG Events; time savings and approval-speed improvements have not been quantified.

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(05) Start a conversation

Give your growing meeting portfolio one clear process.

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