Protocol Edition

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.

eventa® – protocol no surprises

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.

  • For the last 6 years, our clients trusted eventa® – protocol to plan, organize and execute events for protocol and ceremonial departments across the region.
  • eventa® – protocol is a product which has been built with cooperation with protocol and ceremonial teams.
  • Our experience in implementing eventa® – protocol within different protocol and ceremonial departments sharpens and strengthens our knowledge and skills in this ever developing field. eventa® – protocol offers a comprehensive and collaborative environment for protocol and ceremonial teams to manage and host all their needed information; from events, attendees, program plans, scheduled travels, hosted events, gifts and much more

A strategic choice

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:

  • A centralized repository for all protocol work items, including: schedules, detailed programs plans, gifts, contacts information, attendees, logistics and much more .
  • Workflow and approval cycles, for all requests submitted, to hold meetings, attend events, and respond to inquiries.
  • An international solution, currently featuring a bilingual (Arabic & English) interface, with more languages currently under development.
  • An extremely secure system: encrypted data, different levels of user enrollment, role-based security and finger-print sign-in are some of the examples which place eventa® – protocol at the forefront of secure applications.
  • Easy integration through extensible designs built on state-of-the- art technologies from the world’s largest technology providers, allowing industry standard integration with other applications.
  • Designed for progressive implementation, allowing protocol and ceremonial departments to migrate and evolve their processes and systems in a timeframe which fit their business demands.
  • Scalable and capable of meeting the demands of larger and more complex events.
  • Reliable product implemented and adopted as a primary tool of several of our clients across the region.
  • An intuitive, easily configurable product, allowing protocol and ceremonials' teams to create their own checklists, event templates, gifts categories and much more.

Why eventa® – protocol?

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:

  • Reflects their business drivers and serves them.
  • Protects their current investment in other systems (document management systems, workflow and others).
  • Allows them to incorporate new and unique solutions as they become available in the market.
  • Realizes an earlier return on investment, by targeting and addressing specific problematic areas.
  • The overall flexibility for this implementation process helps your business to “progressively implement” eventa® – protocol, an approach that recognizes the complexity of current processes and systems and their requirements to respond rapidly to different and more modern business environments. Through its combination of proven results and eSense’s extensive experience in delivering similar projects, eventa® – protocol is positioned to help its clients with a range of options to address their specific needs for migration. With our partnership and with our clients, we deliver value to them.

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.

Never miss a request

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.

Always be prepared

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.

Traveling or hosting a delegation?

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.

Always the right gift

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.

Share it all with the guests

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.

Hosting events simultaneously?

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.

Seamless contact management

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.

Speech and schedule presentation made easy

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.

Working offline?

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.

Key benefits

  • Increased accessibility of information by setting a single environment to host all information related to the schedule, attendees, contacts list, gifts, related documents, comments, agenda, and program plans.
  • Increased security of the protocol environment, allowing different levels of authorization, enrollment, and accessibility to information.
  • Increased accuracy of scheduling, managing, controlling and executing events.
  • Proactive engagements, in enhancing the overall performance of the departments in protocol.
  • Easy, fast, and secure tools for communication between all stakeholders, allowing for greater productivity.
  • A green product, featuring an environment with a reduced administrative cost.
  • Better follow-up on appointments, travels, media, attendee’s lists, weapons, airlines, tickets, hotels, resources, logistics, initiatives, directives, and action items.
  • Leveraging the quality of the event's operational processes to a new unprecedented level.
  • Provides better decision-making support using certain KPIs, trend analysis and business intelligence.
  • Allows the protocol's staff a complete mobility of information through its adaptability with PDAs and the iPhone®.

Business functions

  • Advanced scheduling tools, including events' templates, different views of schedules, recurring events, capturing of all related detail, and smart tools that suggest times.
  • Comprehensive travel logistics tools to graphically plan for multiple destinations, multiple routes, and multiple attendees including all aspects of their events such as passports, visas, airplanes, accommodation, motorcades ...etc.
  • Preloaded set of lookups of information such as: events templates, ceremonial checklists, execution checklists, information on countries, airports, hotels and their ZIP codes and contact information.
  • A complete buildup of the profiles of contacts, coupled with all events, and the capturing of all the information needed, that have a distinct ability to deal with the Arabic language, including the use of smart searches and translations.
  • Perform compliance management for all events through well-defined checklists.
  • Ability to define clear ownership, roles, and task lists for all the protocol's staff.
  • Consolidated views of all resources assigned over events for better planning and management.
  • The ability to automatically formulate trips' budgets coupled with contacts' profiles and financial packages.
  • The ability to securely publish and view schedules, program plans, travel contact lists, motorcades, weather forecasts, hotel information and other vital data onto a PDA or iPhone®.
  • The ability to capture, view, and track all incoming / outgoing gifts along with the system's ability to suggest gifts for future trips.
  • The ability to track all initiatives and directives with third party organizations.
  • The ability to give an interactive, secure and user-friendly interface (through a Windows Tablet PC) to the head of state, to view, amend or give feedback on various items including schedules, program plans, documents, etc...
  • The ability to make last minute changes while being disconnected from the live environment and to later synchronize changes and resolve conflicts (perform conflict resolution). Top-notch security with integrated features and multi-level access permissions, including biometric identification, digital IDs, secure event accounts and privately labeled events.
  • The ability to integrate with third-party systems, such as Civil Status and Passport Systems, additional business process management solutions, and enterprise resources planner solutions.
  • Powerful engine for notifications through e-mail messages and SMSs.
  • Scheduling Manager: Provides advanced tools for scheduling your events in the finest detail.
  • Logistics Manager: Provides advanced tools to manage all logistical aspects of your events, including but not limited to, comprehensive checklists, travel logistics, motorcades, accommodation, passports and visas.
  • Contacts Manager: Manages the complete profiles of all of your contacts providing bilingual support and a distinct ability to deal with the Arabic language.
  • Executive Communicator: A state-of-the-art technological, user friendly, and secure tablet PC application that allows the head of state, king, or president to view and actively communicate with his/her team about the schedule, program plans, meeting agendas and others live (in a real- time environment).
  • Offline Client: Enables users to work on the preparations of travel and hosted events while being offline. Users are able to manage master delegation lists, program plans, information on flights, hotel reservations and transportation modes, and can access handy contacts lists, all while being without an internet connection.
  • SMS Manager: Sends notifications and alerts on urgent issues to predefined groups of users/ contacts through SMSs. The process does not stop here since users are able to monitor outgoing SMSs and follow up on their statuses.
  • Gifts Manager: Provides an easy effective way to organize ingoing/ outgoing gifts and all issues related to them. All pieces of information related to the presenters of the gifts, their recipients, the occasion, as well as the time setting, during which the gifts are intended to be distributed, are set.
  • Initiative Tracker: Tracks all the initiatives, directives and action items, and provides the ability to track a third party's work progress. Trip Budgeting Manager: A financial tool that facilitates the planning and budgeting of large travel events, including the travel of multiple VIPs and their respective support teams.
  • Resource Manager: Manages your staff and effectively assigns them with clear roles with clear task lists.