Challenge: Tracking Engagement with Stakeholders for External Events
For the Brussels office of the International Association of Oil and Gas Producers (IOGP), holding events with stakeholders and officials is a key part of their daily work. Events provide the opportunity to inform, engage, and build important relationships with their stakeholders—whether these are in the European Union institutions or in industry.
However, “event management was a time consuming process for IOGP, in the absence of a centralised registrations and engagement tracking tool,” said Selma Yürük, IOGP’s Administrative and Events Officer.
“We were jugging between registrations that would come in via email, keeping track of these, and then entering these manually to create an overview,” said Nareg Terzian, Senior Manager Strategic Communications and Media for IOGP, in charge of the communications team in the Brussels office. “We had no easy way of tracking and generating an overview of all that information.”
Solution: An All-in-One tool so IOGP Can Work Smarter
With Quorum, IOGP’s Brussels office is able to manage their stakeholder database, send email invitations, track registrations, and assess the success of an event—all in one platform. With all of their information in one place, the whole team can stay on the same page and save time organising this information.
As a stakeholder management tool, Quorum allows teams to build relationships across their networks. Whether it’s using Quorum’s database of over 40,000 EU officials and staff or uploading your own contacts—teams can arrange their database with Quorum’s custom fields by the type of contact, policy interest, and event list subscriptions, to name a few.
Once the event guest list is drawn up, Quorum’s email tool, Outbox, allows users to send event emails directly from the platform and track responses automatically. Sending out invitations and tracking registrations in the same place is a particular time saver for IOGP.
“Now Quorum is like one of our [Brussels] team members,” said Yürük. “We can do everything faster while retaining that professional look….Before we started hosting events on Quorum, we created our database, so the list was ready to go…Now it is much easier for us to send event emails through Quorum.”
Automatic tracking of event registrations as they come in provides another benefit to IOGP: being able to track engagement over time. Using Outbox analytics, users can track open rates and click rates of the email, enabling teams to resend emails in a matter of clicks to only those recipients who haven’t RSVP’ed, for example.
Impact: Streamlined Events Management Across the Team
Quorum is part of IOGP’s workflow in numerous ways from tracking external engagement with stakeholders, sending email communications, and, of course, managing events. Initially, IOGP chose Quorum for their policy efforts but has since found additional value in the tools that complement other functions of their team.
“It provides a bridge between teams, linking all the different uses of the platform,” Terzian said.