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Results of the Questionnaire on "Cost Efficient Operations" By: Dr. Rowena Arzt, Director of Business Development, UFI
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Cost Efficient Operations – Results of a questionnaire
among UFI membersDr. Rowena Arzt, UFI
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
3
Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
4
1. General data on the questionnaire
Answers•67 answers from UFI member companies
Types
• exhibition organizers: 9• venue owners / managers: 58
Origin
• The Americas: 3• Asia / Pacific: 13• Europe: 42• Middle East Africa: 9
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
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2. Cost structure and savings
91%
9%
Have you undertaken mea-sures to improve cost
structure in the field of op-erations?
YesNo
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2. Cost structure and savings
targeted cost reduction corridor0%
20%
40%
60%
80%
100%
20%
38%
22% 20%
1-5%6-10%11-15%>15%
To which extent did you aim to decrease costs?
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2. Cost structure and savings
Operations Area
Total
Energy 76%Cleaning 75%Maintenance 72%Registration / Ticketing 72%Waste management 71%Technical equipment, stand construction for special shows, carpeting, etc. 70%Security 70%Logistics 70%Signage 67%Communications & IT 66%Cashier and information personnel 58%Local transport 45%
In which areas have you achieved cost savings?
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2. Cost structure and savings
Operations Area
1-5 % 6-10% 11-15% >15%
Energy 38% 26% 5% 7%Cleaning 33% 22% 10% 10%Registration / Ticketing 40% 22% 5% 5%Waste management 33% 24% 9% 5%Maintenance 33% 21% 9% 9%Technical equipment, stand construc-tion for special shows, carpeting, etc. 24% 21% 22% 3%Security 36% 17% 7% 10%Logistics 34% 22% 7% 7%Signage 34% 14% 12% 7%Communications & IT 33% 19% 9% 5%Cashier and information personnel 29% 21% 5% 3%Local transport 26% 10% 7% 2%
Highest ranking in the category
Second highest ranking in the category
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2. Cost structure and savings
1-5% 6-10% 11-15% >15%0%
20%
40%
60%
80%
100%
20%
38%
22%20%
48%
29%
13% 9%
solid: targeted cost corridor
transparent: achieved cost reduction
Comparison of aim and achievement…
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
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3. Optimization process
6%
94%
How did you handle the cost opti-mization process?
external consultantinternal man-agement
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3. Optimization process
Benchmarking with other industries
Zero-based budgeting
Benchmarking within the exhibition industry
Cost-benefit analysis
Personal experience
Internal analysis
0% 5% 10% 15% 20% 25% 30%
6%
6%
11%
21%
26%
30%
Frequency named
Which methods or tools did you use?
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
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4. Impact on the Service Level
41%
59%
Did you adjust your service levels in order to optimize costs?
YesNo
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4. Impact on the Service Level
Cashier and information personnel
Local Transport
Signage
Logistics
Registration / Ticketing
Energy
Communication & IT
Waste management
Maintenance
Security
Technical Equipment, stand construction for special shows, carpeting etc.
Cleaning
22%22%
33%
33%37%
37%37%
41%
48%
48%
56%
56%
Areas of adjustment related to "yes"
areas of adjustment related to "yes"
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4. Impact on the Service Level
Operations Area1-5 % 6-10% 11-15% >15% Service
LevelEnergy 38% 26% 5% 7% 37%Cleaning 33% 22% 10% 10% 56%Registration / Ticketing 40% 22% 5% 5% 37%Waste management 33% 24% 9% 5% 41%Maintenance 33% 21% 9% 9% 48%Technical equipment, stand construction for special shows, carpeting, etc. 24% 21% 22% 3% 56%Security 36% 17% 7% 10% 48%Logistics 34% 22% 7% 7% 33%Signage 34% 14% 12% 7% 33%Communications & IT 33% 19% 9% 5% 37%Cashier and information personnel 29% 21% 5% 3% 22%Local transport 26% 10% 7% 2% 22%
Highest ranking in the category
Second highest ranking in the category
Highest ranking in the category
Second highest ranking in the category
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
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5. Challenges
The following challenges have been most frequently reported in the questionnaire:
1. Get the staff involved and convinced2. Maintain the service level / quality3. Measuring the effects of the efforts4. Negotiations / relationship with suppliers5. Identifying the threshold below which the service
level suffers
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and partners7. Current cost saving topics
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6. Role of customers and suppliers
The following measures have been undertaken to integrate customers in the optimization process
1. More online activity of the customers required (registration, booking, etc.)
2. Strong communication towards customers on changes and initiatives (round-tables, questionnaires, etc.)
But…. Many surveyed companies did not involve their
customers in this process.
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6. Role of customers and suppliers
Not to change bookings onsite
Communicate early on logistic challenges
Faster build up and tear down
Book everything at least 3 months in advance
Book everything via the internet
0% 10% 20% 30% 40% 50% 60%
18%
45%
50%
53%
55%
Frequency named
If you could change the behavior of your customers what would you like them to do in order to increase cost efficiency?
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6. Role of customers and suppliers
The following measures have been undertaken to integrate suppliers in the optimization process
1. Joint workshops and negotiations to create win/win situations
2. Assessment and categorization of suppliers3. Adjustment of price levels4. Involvement into process redesign5. New contracts
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Presentation Overview
1. General data on the questionnaire2. Cost structure and savings3. Optimization process4. Impact on the service level5. Challenges6. Role of customers and suppliers7. Current cost saving topics
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7. Current cost saving topics
The following topics have been listed as being of major importance
1. Change fix into variable costs2. Online integration of the customer3. Sustainable development / sustainability4. Assessment of service levels and their relevance
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QUESTIONS & ANSWERS
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Page 27
Contact details for further questions:
Dr. Rowena Arzt
Director of Business Development
UFI – The Global Association of the Exhbition Industry
35bis rue Jouffroy d´ Abbans
75017 Paris
phone: +33 142 67 99 12
e-mail: [email protected]