Setting the Pace in London
Transport for London (TfL) is the integrated body responsible for London’s transport system – one of the largest, most extensive transport networks in the world. TfL is accountable for both the planning and delivery of transport facilities, which enables it to take a truly integrated approach to how people, goods and services move around London. TfL is responsible and accountable for more than 27 million daily journeys throughout London. While TfL was officially formed in 2000, it has roots dating back to the late 19th century, also making it one of the oldest public transportation networks.
Choosing the Right Solution
As a public-private organisation, TfL strives to maintain fiscal accountability and optimise operational efficiencies with the latest technologies. That’s why, when looking for an easy to use meeting and event system, they were diligent.
When TfL decided to invest in an event management solution themselves, Senior Event Manager, Anna Da Silva, and her team evaluated a number of options. But eventsforce quickly emerged as the obvious choice. Anna admits, “We chose to work with eventsforce because they were one of the few companies in the market that could meet all TfL’s requirements.”
Meeting Needs Throughout the Organisation
When looking for a software solution, one of their main objectives was to increase efficiency in event solutions throughout TfL – beyond just the events team – demonstrating the scalability and scope of the platform. From large, external-facing events to smaller, internal training sessions and meetings, eventsforce adapts to offer the best functionality and appearance. Anna claims, “By nature, TfL has a complex organizational structure and a wide variety of needs, and eventsforce works hard to offer us a flexible solution while working within our obligation to provide best value to our customers.”
As one of the most advanced, constantly evolving public transport networks in the world, TfL often hosts transportation professionals from around the world in London to share their insights and best practice examples. For these events, it is important that the booking process is comprehensive, yet flexible. “eventsforce has benefited TfL by saving time, usually spent on managing delegate logistics,” Anna says. “It has enabled us to ensure we get the right information from registrants at the time of booking.”
As any event manager will admit, getting necessary registration information from the beginning, prevents time-wasting later in the planning process. eventsforce also empowers dozens of users (beyond the events team), across different departments throughout TfL to arrange and manage data associated with internal meetings and training sessions – which reduces previously burdensome administration for smaller events. With the eventsforce department functionality, each user only sees and accesses the data that is relevant for their position – so they don’t waste time sifting through data from other departments or events.
Front-End Standards, Back-End Accountability
Regardless of the scale and scope of TfL events, it is imperative they maintain visible corporate brand standards with their attractive registration web sites. Using carefully branded, easy to use registration web pages, Anna states, “(eventsforce) creates a joined up and professional appearance for delegate management across the organization.” Users can copy the skeleton of previously approved registration processes to maintain consistent data capture, formatting and appearance.
And, beyond simply allowing users to create registration pages and invitations for events and meetings, “(eventsforce) has also greatly improved the ability to create reports on event activity,” Anna claims. Because eventsforce allows TfL staff to report on registration data across departments and even specific events on the back-end, reporting delegate details and resources is streamlined – making absolute accountability possible.
