eventa® is a premier events and protocol management solution. It provides a comprehensive set of tools that automate the most complex events and protocol's operations, facilitating and accelerating the completion of work, while ensuring a high level of security across the entity’s different branches and departments. eventa® - Protocol is replete with multi-functional features that maximize performance while minimizing margins of error. This includes the management of schedules of presidents or kings, managing the preparations of all events, choosing the right list of delegations, managing their travel or hosts' details, preparing and printing the detailed program plan, picking the right gifts, managing their official contacts' information, budgeting trips, managing the protocol staff's time, and much more.
Kings, presidents, and prime ministers rely on their teams for a state protocol's matters and ceremonial events. Protocol and ceremonial's teams are expected to drive all events from concept to successful execution, while having all the events' participants treated as presidential and royal subjects.
Planning and organizing for protocol and ceremonial events is a major challenge; it requires agility, but one that also retains flexibility, which allows an organization to modify in a timely manner any set protocols in response to constantly-changing variables and conditions.
Such changes can come in the eleventh hour, bombarding events that are required to go smooth, flawless and prestigious with daunting surprises.
The difficulty in organizing ceremonial events is heightened by the fact that there is no room for mistakes; they could be easily misinterpreted as different messages. Mistakes are expensive, and protocol and ceremonials teams are expected to plan and organize a hefty number of events, during the year, while paying attention to the smallest detail.
eSense values and appreciates the responsibilities shouldered by protocol and ceremonials teams. Such teams have evolved to become complex organizations seeking sophisticated infrastructure solutions to facilitate their operations. eventa® – protocol is an all-in-one product that helps you meet the challenge of organizing those events head-on.
The usage of legacy systems and walk-around solutions limit the ability of protocol teams to achieve their goals and objectives effectively. Protocol and ceremonial departments are in need of state-of-the-art solutions that allow them to strategically utilize technology to support their operations. The time is right to make important choices and these choices will determine the way the future of organizational protocol and ceremonial departments are. eventa® – protocol is not a “sticky plaster” solution -- it is a realization of excellence in operations and organizational effectiveness that serves extremely important VIPs in a secure and timely manner.
This one-of-a-kind solution is able to provide the key elements for these events through the following design's considerations:
Current benchmarks demonstrate the ability of eventa® – protocol to manage large numbers of events, and large events as well, keeping in mind the consideration of cost effective hardware and software configurations. eventa® – protocol is a .NET product which can be easily deployed and brought to life in a Microsoft-compliant environment. Having a secure SQL-Server database completes the technical framework.
Being a modular-based product, it allows clients to adopt or renovate their systems in an order and timeframe which:
In addition to the supply of important operational systems (such as eventa® – protocol), eSense has presence in the GCC with offices in KSA and the UAE. Operating with more than 25 employees, eSense hash a proven record of managing large scale projects and has a specialty in protocol and ceremonials' environments. eSense uses a proven method for delivering projects based on the industry's best practices “EDGE”, with dedicated products teams and local support. It serves as a framework for all of our clients.
With a well-designed workflow, eventa® – protocol allows a protocol's staff to easily enter in all requests with relevant details in their scheduling. The system features different levels of security, detail and approval cycles, making it easier to log all requests and make relevant decisions. A protocol's staff can schedule and employ the system to remind themselves of requests they prefer to process at a later stage. The system is also able to suggest a future timeline, which will enable users to make sound decisions at every cycle.
Preparing events for kings or presidents will require massive preparations, throughout well designed checklists, role assignments, distributed tasks, and a set of logistics. A protocol's staff can easily connect to the system and make sure everything is prepared! The sytem allows them to create intuitive checklists, which can be divided into different types (ceremonial, execution and much more), and can be updated on future events making sure to repeat and share the experience across team members.
When a protocol's staff member is in charge of managing the travel arrangements for a president or a king with a list of delegates, or with hosting an international conference for a group of presidents and kings, there is always a substantial amount of preparations involved. Accommodation, visas, passports, motorcades, hotel numbers, banquets, or even secret service weapons constitute but a fraction of the many variables they must attend to, and the process is always overwhelming.
eventa® – protocol provides an intuitive, unified interface to manage it all, with easy indicators that define what has been done, what is in jeopardy, and what is pending, all of which gives the user a quick and visual view of the status of the event. It offsets the need to commit delegation preferences to memory, whether they involve traveling on private jets, first class or economy, or single or duplex suite bookings. It is a single place where all arrangements can be easily and safely integrated.
Giving the right gift can be an arduous task. The protocol staff must avoid mistakes at all costs, as the gifts they send, need to match the level of the ones they receive. Often, they work with inventories of hundreds and even thousands of gifts, keeping track of the whens and wheres of each. eventa® – protocol provides an inventory function to store all gifts sent and received, together with a gift suggestion tool that deftly keeps uniqueness and class in mind.
With eventa® – protocol, it is very easy to print all program plans. The protocol's staff is able to create visual impressions of the data using various templates, sizes, colors, and detail. With a single click, eventa® – protocol creates clean, intelligible prints with all the important data included. The Protocol's staff can choose the details they wish to include in their booklets, from emergency contacts and hotel numbers, maps and diagrams, to detailed program plans and weather forecasts. With just a few clicks, program plans can be published to smart phones, allowing updates to reach delegates on the fly.
Protocols' teams are usually small teams with mammoth responsibilities. They are in charge of hosting a multitude of events annually, some of which are held simultaneously. A protocol and ceremonials department might find itself arranging for Independence Day while at the same time hosting a visit for the president of a foreign country and his accompanying delegation – all while being expected to prepare for a major conference in the following few days. This is why protocol and ceremonials' teams often need to employ effective resource management, to better assign tasks and avoid potential mishaps. To that end, eventa® – protocol provides a dashboard for team leaders to utilize various resources and manage concurrent events.
A comprehensive and full list of contacts is a necessary item that is kept and maintained by protocol and ceremonials departments on a daily basis. Protocol and ceremonials' staff members often need to keep detailed information along with each contact entry, which can vary between correct phone numbers, proper titles with which to address contacts, a brief bio for a president or a king to review prior to meeting a certain person, or even a given contact’s food preference.
eventa® – protocol provides a multi-level, detailed repository of contacts with the distinct ability to work in the Arabic language. The system comes with translation and indexing features that help protocol and ceremonials teams take their contacts’ profiles to the next level. All areas of the system are fully integrated, so if a protocol officer updates the title of a given contact, it is automatically reflected in all other branches where it is used. This is an example of how eventa® – protocol greatly helps protocol and ceremonials departments avoid embarrassing mistakes.
Through a user-friendly tablet PC application, a proposed item appears for the president or king, which he/she can easily amend using a tablet PC pen in an experience very similar to marking notes on paper but one that is ultimately more efficient and secure. No need to submit hard copies of papers, worry where the president or king would be, or having people sneak-peak on them while being transferred. eventa® – protocol takes the interaction with the president or king to the next level.
Lightning-fast notifications. Whether dealing with changes, come at the last minute, or reminders that need to be sent, eventa® – protocol’s fully integrated and intuitive SMS manager delivers different messages to your people wherever they are.
Logistics' teams in protocol and ceremonials' departments are often required to travel ahead of time to prepare for a visit, and at times internet access can be difficult to secure. While this might be a protocol staffer’s worst nightmare, eventa® – protocol presents an easy solution – all that is needed is a laptop with eventa® – protocol’s “Offline Client” installed and the protocol officers can modify all the required information to be later synchronized with the system when internet access is available.