Supplier Management | Azavista

Supplier Management

Our solution simplifies the process of managing your own event suppliers.
As well as sourcing of new suppliers for your event and delivering
visibility into total spend.

supplier-management

Manage your own event suppliers. Find new ones.

Whether it’s a venue, catering, help or something else – you can source the best option while having more control over the time spent securing the right supplier.

Send RFPs to suppliers

With Azavista, access over 50,000 suppliers worldwide and send multiple requests with a click of a button. All incoming quotes appear in one easy overview.

Quotation requests

Communicate with suppliers by sending multiple requests and receive quotations to organize group accommodation, transport and more.

Contracting

Receive offers and negotiate with your suppliers. Keep on top of any price fluctuations. Accept and sign contracts online. Track terms and conditions and get notified on payment deadlines.

For Suppliers: you can also add any requirements that you need from this organization. For example, you can specify you need 10 tables and 2 electrical outlets from or for this organization. Any requirement can also be accompanied by estimated or actual costs.

Supplier types

Venues

Our search engine provides access to 225,000 venues worldwide. Customize your search with filters based on your meeting needs.

Human resources

HR plays an essential role in conference planning by overseeing and supporting different aspects of an event. Our source of suppliers offers the option to find additional people to help you out during your next conference.

Catering

The planning of food and drinks of an event is a very important process, that’s why you have to carefully pick the catering service that will be serving your attendees during your conference, seminar, training session or any other type of event. With our search engine, you can find a supplier that can provide the right service for your specific needs.

Other: If you need to source other types of suppliers for your event, you can do it with our vast supplier’s sourcing solution. Just customize your search with the filters that you need and you’ll be able to easily start a booking process with your selected choice.

Why you need Azavista's Supplier Management solution

Track negotiated savings

Standardize company concessions

Maximize buying power by working with preferred brands and venues

Centralize planner intelligence on suppliers

Create core contract clauses

Trusted by the best in the business

We partner with the world’s leading brands to enable them to foster engagement and deeply connect with their attendees.

Previous

Next

Explore more modules. Mix and match.

What can we do for you? Mix and match the modules that suit your unique needs.

Event Workflows

Azavista is unique in its offering for event workflows. Event organisers can quickly create a variety of workflows for all modules in the Azavista platform. Here you can think of participant approval processes, content approvals, event approvals, budget workflows and many more. The workflow module is built in such a way that even complex processes can be created by event organizers without the need for engineering or workflow specialists.

Task & Project Management

Manage your team from only one interface to simplify the logistics and planning process of your event – avoid overwhelming your event planners with endless to-do lists and spreadsheets! Create and assign tasks lists to colleagues, external contacts, follow event progress and keep track of costs, attendance and project progress.

Website Content Management

The right digital experience for your event with a fully branded event website. Leverage our simple but integrated content editing tool with our innovative templates, drag and drop elements, customizable fonts, and colors – or add a custom HTML, CSS or Javascript to promote your event in any way you can imagine.

Participant Management

Azavista gives you an integrated, real-time view of your participants list as well as the status of their registration, which can be easily edited and exported into different formats. By efficiently managing these aspects, you can carry out tasks and have better control over the access to the event activities.

CRM

Our CRM module allows you to manage a complete history of participants and organizations on all past and future events. It is completely customizable for your organization’s specific requirements. You can also use this module for campaigns and newsletters not connected to an event.

Event App

Our Networking & Event app is not only quick and easy to set up but is also very powerful and fully customizable for your company branding. Improve the impact of your events with the best mobile experience, that provides your attendees with networking opportunities, and the right content before, during, and after your event.

Onsite Check-In & Badge Printing

An essential part of the personal, high-quality event experience is having a fast and smooth quick check-in system. Participants are automatically checked-in by scanning a unique QR code generated for their tickets. Part of this solution is done by having badges automatically created and printed – for one attendee or for the entire guest list.

Exhibitor App

Allow your exhibitors to gather valuable information about the attendees that visit their stand by scanning the QR code from their badge. Exhibitors will have direct access to their new gathered leads so they can invite them for offside dinners and network events, outside of the official exhibition program.

Reporting and Analytics

Azavista collects data from every aspect of the event planning process to provide you with easy to understand insights that make it simple for you to make knowledgeable decisions. Check out the status of key planning variables by running instant online reports, exporting your data and sharing it with other team members. Set triggers and alerts also to other key stakeholders in your organization.

Event Registrations

Setting up registration forms for participants, speakers, sponsors, approvals and many more is one of the best features of our platform. You can easily use various templates so that creating a new event can be done in 3 clicks. Or create advanced forms with multiple steps supporting any requirement you need. Ease of use, flexibility and ability to customise are constructed in such a way that no training is needed to realise amazing results.

Program, Session and Track Management

Events programs often have a large variety of dynamics, that’s why you’re enabled to create, manage and schedule different event activities, such as workshops, small seminars, meetings and much more – all within your event. Also, you can make real-time updates, and allow participants to register for their preferred or required sessions.

Event Ticketing and Payments

With our event ticketing solution, you can easily organize paid events for conferences, training and more. This module also allows adding other products as part of the shopping cart for your customer. In addition, we support various discount codes, multiple currencies. It is also possible to show specific products to specific audiences for example to organize sponsor packages. Finally, we offer full flexibility for the payment handler you would like to work with.

Hotel & RoomBlock Management

Our hotel and roomblock management module is specifically suitable for events where you manage hotel group bookings for multi-day events. You can customize the allocation with shoulders, pre and post nights for several hotels and manage groups from 10 to 2000 rooms. Participants can select their preferred hotel, room type in the registration form. Upon their registration confirmation, our systems automatically update the roomblock allocation, so you can keep control of your availability. In addition, there is also a setting to activate room sharing should this be a corporate policy in your organization.

Supplier Management

Our solution simplifies the process of managing your own event suppliers. As well as sourcing of new suppliers for your event and delivering visibility into total spend. Whether it’s a venue, catering, help or something else – you can source the best option while having more control over the time spent securing the right supplier.

Travel and Flight Management

With our travel and flight integration solution, the Azavista Platform allows you to manage travel to your event destination. Travel of your participants from your various international offices can be organized with our integration into Sabre, Amadeus and TravelPort Galileo. The synced data allows you to plan transfers and logistics. The module supports individual and group travel. And finally, it allows to track your expenses for all flights part of your event.

Schedule a demo with one of our consultants to further explore Azavista

We are ready to help you overcome all of your event management challenges.