A new room-booking tool from Regus and Condeco could save businesses almost two hours a week in the time it takes to find and arrange external meeting rooms. The easy-to-use software app allows companies to book rooms all over the world in minutes. Given that, at present, they can spend almost 2 hours phoning room providers, and managing and processing quotes,[1] the solution can save users a huge amount of time during the year. The partnership between Regus, the world’s leading provider of flexible workspaces, and Condeco brings together Regus’s global network of workspaces and Condeco’s room-booking software. Businesses that find their own internal meeting rooms are already booked or not suitable can immediately access Regus’s network of more than 5,000 meeting rooms and 1,000 video communication facilities at over 1,200 business centres in 95 countries, courtesy of its partnership with Condeco. The app lets users book space from their mobile phone or tablet when working on the move. The one-click system also removes the language barriers that staff may face when they try to book meeting space in a different country. Simon Hunt, Global Product Director e-Trading at Regus, comments: “If you only book one external meeting room a week because your own meeting space is booked, you can spend an average of nearly two hours booking that room, according to BDRC. “Add up the time savings from this new tool over the year, and it could save you around 90 hours annually - that’s around 12 working days a year that you could spend on more useful activities.” Pervez Gibbs, Head of Marketing, UK and North America, Condeco, adds: “This exciting partnership between Condeco and Regus comes from both organisations’ understanding of how to help businesses operate more efficiently. The result is a product that will save businesses of all sizes many hours a year, and enable them to use their time better. By giving them greater clarity over their meeting room use and expenses, it will also help them track and control spending better – a valuable tool when every business is seeking greater efficiency.”

1. Strategic Meetings Management
the future today? May 2012

2. Agenda
Strategic Meetings Management Challenges
Goal of Clinic – Introduce new solutions
Why the solutions of today have benefits?
The Solutions – Live Demonstration
Questions & Answers
Please ask questions as we go

3. Why people pursue Strategic Meetings
Management Policies?
Benchmark Meeting Program Impact Area of Impact
Process automation 3% - 6.5% Cost
Sourcing & Procurement 4.8% - 8% Cost
Visibility & Control 2.4% - 5.5% Cost
Compliance & Risk 1.6% - 5% Cost
Meetings Effectiveness 0.5% - 5% Revenue & Benefit
Total 12.3% - 30% Cost & Benefit

4. SMMP – Industry Trends
How big is the pie?
29% of internal driven by
geocentric need
58% of external driven by
lack of internal
Residential £99bn
Non Residential
68% of Hotel Meetings < 30 delegates
non residential £24.8bn
Source: Grass Roots Meetings Industry Report-
Source: BDRC
Starcite Study

5. Internal and External Meetings
Why are they so painful? Can they be improved?
Internal Meetings External Meetings
Why?
Internal Meetings Why? Other areas Internal Meetings Other areas
58% of external Monday & Friday Easy to access? 90% supply are 21st century Wifi?
generated by lack too many internal hoteliers
Can you book 21st century
of internal rooms
freely online? Lack of quality IT Re-Charging for
That’s a high Tues-Thursday IPAD’s , IPhones
Are they guarded No Online
failure rate never enough
vociferously? Inventory ~ Can you measure
The Real Estate & whatsoever spend easily?
Are support
FM guys can’t win!
services reliable? High cost High Can you consolidate
Touch to phone & suppliers?
Is there a pecking
Book
order to acquire Is the Meeting
one? Are they in all Effectiveness
financial centres? always there?
And if you over
run? Channels to book No automation,
are high touch too measurement,
Your clients are
~ HBA’s visibility or control
late?
Heavily utilised?
Reality less than
30%
High Amend &
Cancel rate 30%+

6. Future Customer Demands – Merged Solutions
• The whole unified
Communications suite
• Large Meetings • Instant Messaging
Manage all • Small Meetings
Integrate all • Audio Conferencing
Meetings • Internal Meetings audio & visual • Video Conferencing
• From any device into
the meeting
Integrate • No longer all the travel Look how • Skype
Meetings to the meeting fast they are • Microsoft 360
• Book the meeting too! • Apple
with travel moving
Merge
Incorporate
Meetings into • Integrate Meetings • More Advanced
& Flexible working “Your Own
Workplace • Hot Desks, Day Offices
• Less Secure
Devices”
Management

7. Why Condeco & Regus?
Global Inventory 1200 Business Centres
Access Regus through the Outlook scheduler
connected to Regus Inventory
Book Internal & external meeting rooms using the
same DESKTOP systems
4,500 Meeting Rooms 38,000 Hot Desks 850 HD Video Rooms
Drive compliance at the DESKTOP, all integrated
into the Exchange or Notes server

8. Demonstration
Include
d
Integrated into MS Exchange & Directories
Desktop deployment for office
based workers
• Easy to use, now alleviates internal
resource limits & related stress
Web Services for mobile deployment
• Extends control agenda by delivering
a mobile working platform
• Source / schedule solutions in real time
• No reason for lack of compliance
Condeco Scheduling

9. 4 Innovative Solutions
from Condeco & Regus
Overflow to an outsourced meeting room &
flexible workspace provider
• No last minute panics
• Consolidate Suppliers & gain leverage,
we will show you this live today
Strategic Meetings Management
• Gain Visibility, Control & Save
Alternative to Travel which helps drive
Video Conferencing utilisation
• Add 550 Video “City Pairs” & 850
destinations to your video network in
one move
Optimise real estate sq ft costs & Video
Conferencing capital expenditure
• Review Fixed Cost Infrastructure V
Variable Cost “pay as you go” flexible
working solutions

10. What’s Delivered
Visibility Control Savings
Visibility reporting by cost Control simple MS Real savings in your
centre an usage type Outlook and web Fixed cost floor space
booking service to drive and travel expense
Reporting suite of standard &
compliance budgets
Bespoke Crystal reports
Authorised & Permission To suit a Travel Managers
based usage at the users Agenda, A Real Estate
finger tips Agenda, a Workplace
Directors Agenda
Huge compliance as it’s a
technology supported
solution users can access
easily

11. “Take control & save
money on small
meetings.”
“Save 30% and switch fixed
Meetings Manager “Enable a Video
costs to variable costs.”
1st Policy today.”
Finance
Travel Manager
“The right Real Estate
portfolio efficiency.”
Real Estate
Key Benefits
“Get visibility and
consolidate suppliers.”
“Easy to deploy.”
Procurement
“The rooms you need, “Book by desktop, laptop, Stakeholder
when & where tablet, simple to use &
you need them.” peace of mind.”
Meeting Host Meeting Booker

12. Next Steps
The Regus module for Questions & Answers
Condeco
Meeting Rooms now
Hot Desk & Day Offices & Video will be
available in the next 30 days
The upgrade is a 24 hour Software Lynda Lowe
Release Upgrade Sales & Marketing Director
Lynda.lowe@condecosoftware.com
The Regus Condeco Plus 25% off
121 Offer “Room Charges”
Simon Hunt
Vice President of Business Development
simon.hunt@regus.com

13. Step 1: User schedules an appointment and
checks for a meeting room through MS Outlook

14. Step 2: User finds a room with VC and selects this room

15. Step 3: User selects any additional VC end points and
meeting rooms and adds these rooms to the booking.

16. Step 4: User confirms meeting room and any
additional resources

17. Step 5: User confirms the meeting and it saves in
their Outlook appointment diary

18. Step 6: User finds a room but there is no internal availability or
they have access, such as a Travel or Meetings Manager to
book an external room

19. Step 7: User carries out an external room search
by location into the Regus room inventory

20. Step 8: User is presented with external meeting room
options with pre-determined preferential rates

21. Step 9: User selects the available room to meet
their requirements

22. Step 10: User confirms their booking

23. Step 11: External room booking is confirmed, without
having to leave the Condeco system