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Dame Associates – Creating Cost Savings Across Departments

Executive Summary

Dame Associates chose a2zShow for managing and marketing our show online. It has been a great success. Cost savings thus far have been more than $280,000.

Challenges

My biggest challenge was to have up-to-the-minute floor plans available for potential exhibitors, existing exhibitors, the official contractor, and the venue. The show floor is a living and breathing entity that changes constantly. If everyone has up-to-the minute information, quicker informed decisions can be made. While the cost of any management or marketing tool is always a consideration, the most critical factor in choosing a new technology solution (and vendor) was not cost, but whether the program would do what I needed it to do.

Cost Savings

Cost savings can be seen and attributed across all show management, marketing and operations departments. However, the two most significant cost reductions occurred in staff-time/salaries and marketing expenses. The following chart details and illustrates both:

Description	Cost Savings
In past years it required three (3) people (sales, admin and operations) to execute, manage and market the event. Launching the a2z event management software, Dame Associates did not have to hire sales or admin staff to sell and produce the 2003 event. Savings on two (2) salaries, benefits, and overhead expenses for 2 years: $200,000	$200,000
Also in past years, Dame Associates produced four (4) direct mail campaigns targeted toward exhibitors. Each mailing included costs for printing and folding the exhibitor prospectus, application & contract for exhibit space, cover letter and floor plan maps for 5,000 pieces. The cost for each mailing was over $20,000 each, which included foreign and domestic postage. Total savings on four (4) printings/mailings X $20,000 each = $80,000	$80,000
TOTAL Cost Savings for only the above two items	$280,000

Additional Benefits

• Real-time reports on all financials, booth sales and inventories, exhibitor records and more.
• Significantly improved the image and branding of the show . . . "An Industry First"
• No Waiting: provided real-time functions and transactions for both show management and exhibitors.
• Significant staff and salary reductions
• Improved customer service – both for attendees and exhibitors
• Total access to all records and data.
• Fast download times.
• Integrated with existing systems and databases
• Compatible with almost all client and exhibitor computer systems, browsers, etc.
• Easy content management with minimal training
• Unlimited training and tech support at-no-additional cost.

Vendor Selection Process

I had an opportunity to review various suppliers and technologies at an IAEM annual meeting. I made my final decision based on testimonials from other show managers using the technology.

Training & Business Process

Training time was less than an hour.

Meeting & Exceeding Goals The product has exceeded my goals. I have downsized considerably, and the product allowed me to handle the necessary functions of show management.