Delegate Management

Grass Roots are specialists in Delegate Management for large, complex events.

Two critical elements of your events are the delegate experience and data management.

They are time-consuming and often not part of your department's core skill set, yet are the foundations on which to derive ROI.

Organisations sometimes turn to software to improve the situation, but the operation and management of these tools takes additional time and effort, and the complexity of certain events is simply beyond the capabilities of products, especially when they involve:

  • Business processes
  • Complex rules or logic
  • Sophisticated delegate pricing

And the more complex an event becomes; the higher the risk to your business. An extension to your events team is the answer. Our expertise and experience makes us unique. We provide completely bespoke solutions, or incorporate existing technology, to deliver the delegate experience your customers deserve, and the data insight you need.

What is Delegate Management?

Instead of providing you with only self-service technology, we’ll focus on your objectives to construct the best solution for managing your delegates, guests and other participants. Our technology is designed and developed to provide market-leading configurable systems; and we’re happy to work with yours or your partners’, too. 

We’ll scale our service to suit your requirements. We can implement registration and ticket management with delegate and guest support directly, or as part of an existing system, whether client-developed or licensed. And for larger, more complex events, we can adopt a completely tailored approach.

Your delegates will benefit from impeccable customer service from our team. We have up to forty permanently employed delegate management specialists available to provide dedicated phone, email and on-site support. 

Increase your pre-event cashflow and work towards a cost-neutral event by using our dedicated credit control team. We achieve a consistent 99% fee collection rate.

From 50 to 10,000 reservations, our accommodation team will negotiate the best contract terms for you, managing liability and minimising attrition. We focus on value, service and safety: providing you and your attendees with an exceptional service, supported by our integrated reservations booking technology. 

Our aviation team will find you the most competitive and convenient fares and group deals, as well as providing a 24/7 help desk, traveller tracking and security alerts. 

You’ll be able to access the data you need, when and where you need it. Our real-time customised cross-event reporting is robust and flexible, and is available online using secure log-in details. Dashboard charts and graphs are provided with full drill down into underlying information and feeding into CRM systems. In all instances we ensure that legal, security and compliance requirements are met.

Your delegates can enjoy a seamless arrival experience as they’re made to feel welcome by our team. We’ll be using the latest registration and attendance information, thanks to secure cloud-based solutions; and we use a variety of scanning and badging options to manage access and derive data for capacity management, security, feedback and reporting.


Grass Roots Meetings and Events are now BCD Meetings & Events.

We still specialise in venue sourcing and delegate management, but are now part of one company with more to offer.

Contact us if you have any questions about the change, or for an exploratory conversation about how to improve your meetings and events.