How Verizon simplified event space management with YAROOMS booking system

About Verizon

Verizon Communications Inc. is an American telecommunications company headquartered in New York City. It is the world's second-largest telecommunications company by revenue, and its mobile network is the largest wireless carrier in the United States.

Verizon Communications Inc. (NYSE, Nasdaq: VZ) powers and empowers how its millions of customers live, work and play, delivering on their demand for mobility, reliable network connectivity and security. Headquartered in New York City, serving countries worldwide and nearly all of the Fortune 500, Verizon generated revenues of $134.0 billion in 2023. Verizon’s world-class team never stops innovating to meet customers where they are today and equip them for the needs of tomorrow.

The Complexity of Managing Event Spaces

Every year, Verizon participates in seven to nine strategic third-party events, where having a clear view of available spaces and an easy way to book them is essential. Sales teams rely on having the right meeting rooms accessible at the right time to engage with customers in the most suitable environments.

For years, Verizon relied on Excel and Google Sheets to organize and manage these event spaces. However, this approach proved to be problematic:

• Without calendar invite integration, managing space bookings during events was a cumbersome, multi-step process.
• Tasks such as checking availability, sending invites, and updating spreadsheets were time-consuming and prone to errors.
• Reporting was limited to tracking basic space availability, with no tools to evaluate or optimize space utilization.

The limitations of manual processes prompted Verizon to search for a more streamlined solution.

YAROOMS: A Streamlined Solution for Event Space Coordination

Verizon explored several meeting room booking tools, ultimately selecting YAROOMS for its intuitive interface and ease of use. The solution stood out for its ability to streamline space management, offering the Verizon team a simple yet effective tool for handling the dynamic requirements of their events.

With YAROOMS, all event meeting facilities are added as bookable locations within the system, allowing the sales team to secure rooms on the spot and focus on engaging with customers without logistical hurdles.

The solution provides real-time updates on room availability in one centralized place, making space management during events much easier. Moreover, administrators can effortlessly add or adjust meeting spaces as needed - it’s a critical feature for events where room details and schedules frequently change. “Room allocations at events often shift unexpectedly, but YAROOMS lets us make updates instantly, sometimes as easily as moving a dot on the map,” says Hector Garcia, Assoc. Director, Marketing, Customer and Employee Engagement, at Verizon.

Another standout aspect for Verizon was how seamlessly YAROOMS integrated into their operations. From the start, the room booking system worked as expected, requiring minimal setup while significantly improving efficiency. Its reliability, flexibility, and ease of use made YAROOMS an ideal choice for managing event spaces with precision and simplicity.

Results with YAROOMS

Implementing YAROOMS greatly improved how Verizon managed event spaces, making the process more efficient and effective during their strategic events.

✔ Real-Time Visibility

With YAROOMS, Verizon gained centralized, real-time visibility of available meeting rooms, streamlining space management in high-pressure event environments.

✔ Effortless Space Management

YAROOMS’s interface’s simplicity empowered Verizon’s team to manage event spaces easily. Without needing complex technical expertise, managers could efficiently handle user roles and event access, cutting down on administrative tasks and freeing up time for critical responsibilities.

✔ Time Savings and Operational Efficiency

YAROOMS simplifies tasks like creating floor plans, managing meeting rooms, and setting scheduling limits, providing a faster and more efficient solution than manual work in Excel or Google Sheets. It's a game-changer for Verizon's event managers, admins, and sales teams, saving them significant time and effort.

✔ Enhanced Reporting

YAROOMS’ reporting features allowed Verizon to connect to customer conversations in meetings to sales opportunities faster. This enhanced the strategic value of onsite meetings, helping the team measure and improve the success of their events.