Strategic Meetings Management

Strategic Meetings Management helps large organisations consolidate their meetings and events spend through intelligent management of resources.

We recognise needs, control expenditure and optimise relationships to deliver up to 30% cost reductions.

Whilst a significant saving on global meetings expenditure is reason enough to consider an Strategic Meetings Management (SMM) programme it is one of many benefits.

Grass Roots use relationships, insight, creativity and technology to deliver long term strategic control and consolidation of meetings expenditure on a global scale.

Strategic Meetings Management is a process, a system, an organisational attitude. Above all, Strategic Meetings Management is a decision to understand and maximise meeting spend through consolidation and best practice.

Strategic Meetings Management is undertaken by organisations looking to make the most of their expenditure on the core elements of events. Through an intelligent and strategic approach to the management of expenditure, particularly through technology, Strategic Meetings Management allows a business to reduce costs, understand expenditure and achieve the most from their position in the market and relationships.

What is Strategic Meetings Management?

From the famous and familiar to the latest and most creative spaces, our consultants will find the venue that’s exactly right for you, your delegates and your event. We conduct regular site visits, market research and supplier engagement activities, and attend industry showcases. And because we lead the market in global spend each year, we have the leverage – and the knowledge – to obtain the best possible dates and prices.

We make it easy for you to compare venues and budgets by providing you with detailed proposals. Our consultants manage the entire RFP process for you, including negotiating the best possible rates and added value packages on your behalf.

Not only do we leverage our excellent supplier relations to negotiate the best savings and concession packages tailored to your booking, we also mitigate risk by securing the most beneficial terms and conditions for you.

Our team controls cancellation terms and, if necessary, will support the resale of cancelled space through our network of clients. All cancellations are highlighted on our proprietary booking system, and on clients’ third party booking tools.

From invoice checking to reconciliation, we will then work with a variety of payment methods in line with your financial policies. We work directly with your purchase order and authorisation systems to ensure compliance with your sourcing programmes and financial policies.

Our consultants will save you time by organising and planning detailed itineraries for site visits and, where appropriate, accompany you to provide support on-site. With experienced eyes, we’ll spot even the finest detail and can provide advice and support on how the location can be used to best benefit your activity programme.

You’ll be able to see the complete picture through our market-leading business intelligence.

Instead of traditional reporting, we have developed a suite of dynamic reporting tools that create detailed dashboards to highlight key information for you and your stakeholders. As well as top-line information, you can drill down to the detail of your entire meetings and events activity - including spend, participation and performance – for the current year, or over a defined time period.

We also provide you with regular analysis to inform your strategic decisions, and if you choose to partner with us regularly, we can support you in creating a preferred meetings programme to help you consolidate your activity, resources and spend, locally or globally.

Reveal an infographic of Strategic Meetings Management - SMM - by Grass Roots Meetings and Events.


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.