Room Event Management (REM)

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Easy to Use Graphical Interface

This user friendly software module is a powerful tool for visualising room availability, usage, making/changing bookings and scheduling.  It was designed in consultation with industry leading government and private enterprises to be the most comprehensive room event management system on the market.  REM features a room tree navigator allowing the user to drill down to examine a particular building, level and room availability.  As the system is customisable there can be multiple users that have restricted access to the room/level/building with a sole or central administrators determining approvals.  An easy to use front end is underpinned by detailed reporting formats.  Numerous reports are loaded in as standard, although specific reports for your business can be designed.  The easy to use interface means that there is little to no training required.

Manage Multiple Rooms at Multiple Sites

 Different organisations have different scheduling processes; some are centralised all bookings go through central administrators; some are decentralised - every end user in the organisation is authorised to book rooms and resources; and some organisations have a hybrid of this approach.  Room Event Management allows you the flexibility to deploy a centralised, approval based scheduling approach or implement a self service reservation approach.  The administrators will have a comprehensive control and management of the entire scheduling process.  It has the ability to manage a single room, level, building or multiple buildings with multiple rooms. 

The system is used by University's and Tafe's to allocate rooms and lecture theatres for staff and students, while businesses and government organisations use it to organise boardrooms and meeting rooms.  By using REM you can search for a unoccupied room on a certain level or specific requirements across the whole organisation.  All equipment stored in the rooms, such as video conferencing capabilities and projectors are documented allowing the user to specify requirements for a room when searching.  This saves time and money due to all the information being available in one specific program that is easy to use.

Microsoft Outlook compatibility

 Microsoft Outlook is used by many business for day to day diary management and to book conference rooms.  While Outlook remains easy to use it lacks the features and functionality of FM Innovations Room Event Management.  Businesses do not generally like change or the disruption that flows with it.  To minimize this disruption FM Innovations Room Event Management system is now compatible with Microsoft Outlook. Once a booking is completed in FM Innovations REM, it automatically sends and email to all the guest list (if selected) requiring them to accept the meeting.  The meeting is then installed automatically on their Outlook calender.  To determine room availability staff can search through the outlook criteria by building, floor then by room if necessary.  All bookings must be made through REM software, however this automatically updates Outlook.

Layout options with pictures

The unique functionality of REM allows you to view room layouts and pictures, resulting in less human error when deciding on a room and its layout.  Users have the ability to request a particular layout to a room and and the booking administrator can request any further modifications desired.  After the booking is confirmed an email is sent to the appropriate department who modifies the rooms to the users specifications.  Thus resulting in a fully organised room when the participants arrive.

Audio Visual and Other Equipment Hire

One of the most problematic areas of room management is the hire, set-up and distribution of audio visual equipment.  REM is pre-programmed with audio visual details of teleconferencing facilities and other fixed equipment, for people searching for an appropriate room.  Additional audio visual and other equipment can also be hired from departments/locations inside the company to external providers.  As the equipment can be ordered and set-up prior to occupation their will be a seamless transition from the arrival of guests to the start and use of the equipment.

Schedule Catering

Room Event Management enables you to schedule and manage all your catering needs. Custom menus can be attached to each meeting and it’s easy to schedule and track resource items.  You have the ability to generate catering contracts, event orders, invoices and in seconds with our event management software to eliminate redundant administrative tasks and needless typing.  The food & beverage menu selector creates event orders and catering schedules in seconds using our event management software program by selecting menu items with the click of a button.  Users can select a full menu, a selection from your options, or simply order tea and coffee.   All catering bookings can be generated automatically or be referred to the bookings administrator for approval.

Labels and Barcodes

Labels and Barcodes can be used in conjuntion with REM and the Visitor Management System.

Guest List

With REM's guest list generator simply choose from a current list of employees, previous guests or simply type into the fields the required information.  REM will automatically (if desired) send emails to all the gust list informing them of the date, time and place the meeting will be held.  These emails can be setup in a general format or in MS Outlook Calender format. This saves you time as there is no need to spend tedious time sending out several separate or bulk generic emails.  The Guest list also provides a place where you can easily access contact details instead of searching vast databases.

Web based Access

REM's powerful, easy-to-use Web interface provides access to users throughout your organization from virtually any Web browser. Administrators can control reservation processes, manage rooms, resources and services, and track utilization and charges. Administrators can review and approve reservation requests. Service providers can quickly view service requests today and in the future. And everyone in your organization can see room schedules and request and book rooms and services.

Peace of mind as rooms can NEVER be double booked

 It is impossible to double book rooms in REM. This avoids conflicts associated with scheduling management throughout your organisation.  An advanced warning system alerts the user that the room is booked and will not allow the user to proceed until they have chosen a new room, a different time or a different day.  It is easy to search calenders for the best time for multiple people and rooms, and the integrated simple, yet highly flexible, reporting enables you to report on any information held in the diary. A large multinational company is currently managing several dozens boardrooms across multiple sites throughout Australia and a prestigious University and Tafe is managing several thousand classrooms and lecture rooms.  Each client has never double booked a room.

OH&S Reporting

REM has the ability to document and manage OH&S incidents.  The incidents are documented against the room and followed up by the administrator to its conclusion.  All previous OH&S incidents and their conclusions can be viewed and reported on to determine the safety aspects of a room.  The process of documenting and managing all OH&S issues in a room is crucial if an incident was reported, not acted upon and another person was seriously injured.

Security Arrangements

 FM Innovations recognise the critical role that security personnel play in the effective management of secured infrastructure.  With all bookings the user can hire internal or external security personnel to guard the premises.  Many institutions with rooms occupied prior to and after hours employ security personal for the safety and welfare of their employees or guests.  The security arrangements can be requested by the user are then approved by the administrator(s). 

In relation to your data, FM Innovations have implemented a combination of various high-level security and log in measures to protect your data. These high level safeguards prevent any unauthorized access to your data to ensure confidentiality.  All users are allowed access through a permission and rules based multi-level hierarchy depending on your specifications.

Cost Breakdown and allocation

 The system allows you to breakdown all costs and allocate the cost to a particular department(s).  The powerfull reporting format provides the administrator with a multitude of resources.  REM, is not limited to, but will determine who has been using the rooms, when, for how long, the purpose and if there were any security or catering arrangements.  It allows the administrator to predetermine the availability and viability of the rooms for the future.

Attach Documents

Important documents can be stored on REM.  These important documents can then be attached to emails to caterers, security, guest list or to the administrator.  They can also be a useful tool when requesting uncommon features.  Companies can also send standard templates to various vendors to get quotes.  This reduces the chances of misquoting and ineligible quotes.