Meeting departments that make the most of their resources have the right tools for the job. Do you?

Sure, technology is reinventing how docs interact with their patients and how they earn their CME. But what has it done for you lately? Take a moment from the hectic pace of medical meeting planning to consider whether you've got the right tools for your job. Here's a discussion of meeting software and Internet solutions, as well as a detailed product directory, including cost, support, and contact information.

General Meeting Planning Software * software name: MeetingTrak * company name: Phoenix Solutions Inc.

MeetingTrak is a comprehensive meeting and conference management package for small to medium-size corporations, travel departments, and associations. The system tracks speakers, exhibitors, and events, and provides name badges, confirmation notices, and rosters. Additionally it allows for multiple payments and on-site meeting registration. Optional modules track continuing education credits as well as information about members and exhibitors.

MeetingTrak is a shell built on Microsoft's Access database; it therefore takes advantage of the development and regular upgrades of this widely used, off-the-shelf software. A major point of differentiation for this product is the inclusion of source code, which allows you to make direct modifications to the software. There are numerous customizable reports and fields built into the program from the start, however. The only disadvantage--and a minor one--is that running a non-compiled code increases the demand on system resources and therefore slows the program's operating speed.

The limitations of this program are primarily the limitations of Access. It is not scalable for very large groups. MeetingTrak's closest competitor is MeetingPro by Peopleware, which is reviewed next.

* software name: MeetingPro * company name: Peopleware

Peopleware's MeetingPro shares much of the functionality and many of the features of MeetingTrak. Its accounting functions are particularly strong. They include the ability to handle complex registration, split revenues, account for refunds, and perform other functions useful for association or corporate meetings with exhibitions.

MeetingPro receives high marks for its toll-free help desk, customer support, and a strong commitment to training. MeetingPro's database engine is FoxPro. It is faster than Microsoft Access in some cases, but these days it is considered an obsolete database language. As such, users cannot expect regular upgrades. The plus side is that, as it is compiled and somewhat more efficient, it tends to be faster and can handle more simultaneous users.

* software name: Event Planner Plus * company name: Certain Software

For the cost ($495), Event Planner Plus provides features (such as room diagramming) that software costing 10 times more does not. It is easy to set up and use. It includes task scheduling, 25 different report formats, to-do lists, seating assignments, room diagramming, name tag and place card printing, accounting, vendor tracking, and budgeting.

The product has three limitations: It is intended for a single user only; it is designed for a single-day, single-event meeting; and it is built on 16-bit Windows 3.1 and Access database architecture, which are well on the way to obsolescence. Plans to roll out a 32-bit, network-ready, multi-day, multi-event version are in the works. Certain Software is off to a good start--the upgrade will allow larger groups to take advantage of the many well-designed features.

* software name: Realplanner EN, Realplanner Pro, Realplanner LT * company name: Star-Cite! Solutions, LLC

These products are the offspring of CORE Discovery, a proprietary software package developed by McGettigan Partners to help large corporations consolidate their meeting and travel arrangements. Current users of the original software include SmithKline Beecham and the Parke-Davis division of Warner Lambert. These new spinoffs of the original are for the most part being marketed to Fortune 1000 companies, but Realplanner Pro is priced for smaller companies, and a single-user version is due out this summer. The product has significant strengths in travel management, vendor tracking, budgeting, and documenting negotiated savings. It tracks meeting activity and spending, helping to construct budgets and forecasts. The database will track attendee preferences (shirt size, for example) from meeting to meeting. It is one of the few software products designed to link with airline reservations systems (Apollo, Galileo, and Sabre) and also allows planners to feed group room blocks directly into hotel property management systems.

Room Diagramming Software * software name: Meeting Matrix V 5.0 * company name: SCLM

I have used this product since the days when it was written only for DOS. As one who believes that only by diagramming meeting space can planners know exactly what they will get in terms of capacities and layout, I cannot imagine running a large meeting without it. The Windows95 version is much easier to use than earlier releases. To get new users up to speed quickly, however, I recommend the training package.

I especially like the ability to download floor plans from hotel Web sites (generating the floor plans is the most time-consuming part of using any room diagramming product). More than 250 properties are online, and the dimensions are guaranteed accurate to a quarter of an inch! The basic Silver edition (usable only with participating hotels) is free, but if you are doing lots of meetings, the Platinum version is worth the price. Meeting Matrix is used by Marriott, Sheraton, Hyatt, Ritz-Carlton, and Renaissance hotels, and interfaces with Delphi, one of the major hotel meeting-space management programs. This product is also an Alliance partner with Meeting Professionals International and PlanSoft. Major competitors include Optimum Settings (www.optimumsettings.com) and Room Viewer (www.timesaver.com). An advantage of Meeting Matrix is that its vector-based graphics make the diagrams easy to zoom in on.

Web-Based Meeting Planning Solutions * software name: Event Wizard * company name: Neology, a division of Smith Bucklin & Associates

Neology fills a unique niche in the meeting planning software field--a Web-based product that focuses on educational content. It is aimed at associations, user groups, or corporations where programs with multi-track, multi-day educational meetings are the norm. This set of Web tools includes program committee coordination and communication, collection of abstracts, speaker information collection, and event grid scheduling. There is also a significant e-mail management system. Once the conference is built in the password-protected area, the full program with all of the event details can automatically be downloaded live to the public Web site.

* software name: Ajenis * company name: PlanSoft

Ajenis has been the focus of a great deal of attention and controversy because of what it proposes to provide--the communication of meeting specifications between the meeting planner and the hotel convention services department in a standardized format over the Internet. In the past, this has been an inefficient process at best. Today, Ajenis can save translation, inputting, and proofing time, reduce the opportunity for errors, and save on paper and mailing costs. It does not, however, provide the registration database, accounting, badge creation, and other features of most general meeting software.

Ajenis is robust, with lots of options and features, and can be intimidating when first viewed. A training program is strongly recommended. This product is the result of efforts by a consortium of partners, including the American Society of Association Exec- utives, Meeting Professionals International, Hyatt Hotels, Marriott Hotels, Starwood Lodging, and GES Exposition Services. The partners hope to achieve the critical mass necessary to bring this product into wide use. Once there, Ajenis has the potential to greatly streamline this crucial communication link. It is designed to integrate into the PlanSoft Network, which is, by my estimation, the most comprehensive source of information about meeting facilities on the Web (www.plansoft.com).

* software name: RegWeb * company name: Cardinal Communications

Cardinal Communications was an early player in the meetings industry Web site field, with the Meetings Industry Mall (www.mim.com). Its RegWeb application allows planners to add secure, customizable meeting registration forms to their Web sites with ease. An template format means even HTML-illiterate event managers with no Web design experience can create their own forms quickly. With a template built, all the event organizer has to do is go to the password-protected administrative area of the site, fill in the template's boxes, hit the "update" button, and the new event with description, links, pictures, and customized registration form appears instantly at the site. This can be designed for multiple events with registration forms of almost unlimited complexity. Once someone has registered online, the registration data can then be imported into an existing registration database without re-keying. A sophisticated e-mail management system is optional. A demo of this product can be found at www.regweb.com.

* software name: BlueDot Event Tools * company name: BlueDot.com

BlueDot offers a variety of Web-based event and exhibition management tools. The heart of its product line is vMap 1.3, a program that allows exhibition organizers to post floor plans to the Web showing reserved and available space for exhibitors and allowing attendees to search for exhibitors and products. It includes graphical and data editing tools, allowing changes to be made to the Web floor plan. By the time you read this, vMap 2.0 is scheduled to have been released, with an accounting and contact management system as well as floor planning functions. Other BlueDot products include:

* Online Exhibit Hall--an online product directory with virtual booths including exhibitor links and product descriptions,

* Seminar Planner--an online conference calendar, fully searchable by the attendee

* Kiosk Systems--brings a Web-based exhibit hall planner, seminar planner, messaging system, e-mail system, and people locator to the show site

* Direct E-mail--an e-mail tool including list-serv functions with the ability to segment, target, and personalize e-mail messages to event participants.

Competitors are Expocad and Expoventure (www.expoventure.com) for the exhibition floor management tools and Neology for the seminar planning tools.

Association Meeting Software * software name: Association Plus (A+) * company name: MEI Software Systems

Association Plus is full-featured meeting planning software for large associations' meetings, conferences, exhibits, and special events. Its creator, MEI Software Systems, is one of the oldest and largest firms in the association software business. The A+ product's feature list is comprehensive. Think of a registration, membership, continuing education, meeting management, exhibition management, housing, or accounting function that an association would normally encounter, and MEI's programmers have probably written code for it. Major modules include Exhibitors, Accommodations, Continuing Education, Speakers, Meetings, Membership, and Accounting. Competitors (in roughly declining order of functionality and price tag) include TMA Resources, Ablaze Systems, iMIS, Aztec, Smith & Abbot, and Medallion Systems. Thanks to MEI's acquisition of Phoenix Solutions and its MeetingTrak software package, the company now has a product for smaller associations, corporations, and independent planners.

* software name: iMIS * company name: Advance Solutions International

iMIS offers a full range of association management products geared to various size associations: for large associations, iMIS Enterprise, an SQL database using UNIX; for mid-size associations, iMIS Millenium, an SQL database for up to 30 users; and for small assocations, iMIS LAN, the first Windows-based association management software. Features include membership management, committee management, dues/subscription billing, meetings management, accounts receivable, exhibits management, hotel room-block management, chapter reporting, general ledger interface, CEU certification, speaker evaluation, legislative bill tracking, and accounts payable, to name a few. Competitors include TMA Resources (www.tma-resources. com); Ablaze (www.ablaze-inc.com); MEI (www.meisoft. com); and Smith Abbott (www.saco.com).

Corbin Ball, CMP, (corbin@corbinball.com) is a speaker and technology consultant for the meeting industry.

Software Directory General Meeting Management * Software: MeetingTrak Company: Phoenix Solutions Type of product: Full-featured conference management software with integrated database for medium to small associations and corporations Contact: Sharon Swan, marketing and sales associate Phone: (800) 779-7430, (925) 737-5135 Fax: (925) 469-9510 E-mail: sharon@psitrak.com Web: www.psitrak.com Simultaneous Users: Suggested for maximum of 15 to 20 users Support: 30-day, unlimited question and answers; four-hour blocks for $400 Cost: Single-user, $2,995; two users, $3,995; $495 for each additional user. Continuing education tracking version: single user, $3,990; two users, $4,990; $495 each additional user. Modules: WebTrak, $1,495; on-site registration, $995; VendorTrak (budgeting), $995

* Software: MeetingPro Company: Peopleware Type of product: Full-service meeting management with integrated database including registration, accounting, reporting, CE credit tracking Contact: Julie Burgess Phone: (800) 869-7166, (425) 454-6444 Fax: (425) 454-7634 E-mail: sales@peopleware.com Web: www.peopleware.com Simultaneous Users: Multi-user version supports up to approximately 50 users Support: Annual support agreement (not required): $500 per year, stand-alone; four users, $950 per year (includes unlimited, toll-free support; fax-back technical notes; Web site) Cost: Single, $3,995 (software and support one year);$1,000 per additional user up to 10, for more than 10, site license, includes four full-time trainers

* Software: Event Planner Plus Company: Certain Software Type of product: Meeting planning software for single, one-day events Contact: Ted Arbuckle, VP and COO Phone: (888) 237-8246, (415) 353-5330 Fax: (415) 353-5335 E-mail: sales@certain.com Web: www.certain.com Simultaneous Users: Not applicable. Support: Toll-free support 6 a.m. to 6 p.m. PST, seven days, except major holidays. Web and e-mail support available. Cost: $495

* Software: Complete Event Manager 4.5 Company: EKEBA International Type of product: Meeting planning software Phone: (800) 847-4561, 614-459-7178 Fax: (614) 457-1301 E-mail: support@ekeba.com Web: www.ekeba.com Support: Free e-mail tech support Cost: Single user, $395 with 30-day, money-back guarantee; or $345 without guarantee

* Software: CON-TRAC for Windows Company: Chambres & Associates, Inc. Type of product: Meeting planning and meeting management software with integrated one-time entry for all sizes of events; self-configuring GANNT/PERT charts for task tracking Contact: Bill Chambres, executive director Phone: (215) 635-7283 Fax: (215) 635-7285 E-mail: sales@con-trac.com Web: www.con-trac.com Simultaneous Users: 100 Support: Unlimited phone, fax, e-mail, online (with PCAnywhere) Cost: Single user, $1,995; multi-user, 2 to 5 stations, $6,995; 6 to 9 stations, $8,750; call for 10 or more stations

* Software: Meeting Expectations Software Company: Enge & Associates Type of product: Meeting planning system for planning corporate and association meetings and for general registration and travel departments. Integrates and automates all meeting planning tasks. Contact: Karalee Slayton, product specialist Phone: (800) 242-8480, (317) 570-7056 Fax: (317) 570-7056 E-mail: kslayton@enge.com Web: www.meetingsoftware.com Simultaneous Users: Unlimited user network available Support: 90 days unlimited technical support (available Mon.-Fri. 8 a.m. to 8 p.m. EST). Additional technical support may be purchased. Free unlimited telephone training. On-site training available. Cost: Version 2.0: single-user, $2,995; unlimited user, network license, $6,995; multiple sites quoted on request. Upgrade to SQL Server Database for $1,000

* Software: MaxEvent, MemberMax Company: Impact Solutions Type of product: A relational database system for managing conferences, meetings, pre-registration, on-site registration, speakers, exhibitors, contact management, and to-do list management. It has Internet and other data management capabilities. MemberMax is a client/server relational database system for membership organizations. Contact: John Keelin, general manager Phone: (800) 858-8330, (412) 367-8833 E-mail: Impact88@aol.com Web: www.impactsolutions.com Cost: Single-user license, $1,495; multi-user, $1,700 per user. Client/server only. Support: Unlimited phone and Internet support, free upgrades. Cost is 18 percent of license fee per year.

* Software: Realplanner EN, Realplanner Pro, Realplanner LT Company:Star-Cite! Solutions, LLC Type of product: Full-featured, high-end corporate meeting planning software; strengths in budgeting, sourcing, negotiating, contracting, vendor tracking, electronic RFPs, and negotiated savings reports, and travel management. Contact: Mike Malinchok, director of sales Phone: (215) 422-1027 Fax: (215) 979-0888 E-mail: mmalinchok@star-cite.com Web: www.realplanner.com Cost: Realplanner EN: $95,000 for license; installation, $18,000; training, $600/person or $4,000/class; annual support, $12,000/year. Realplanner Pro: $40,000 for license; installation, $18,000; training, $300/person or $2,000 for class; annual support, $6,000. Single-user version, Realplanner LT, coming out this summer for under $1000. Support: Currently 8 a.m. to 8 p.m. EST, Mon.-Fri., with emergency support on weekends. Plans call for 24-hour, seven-day support.

Web-Based Meeting Planning Solutions * Software: Event Wizard Company: Neology, a division of Smith Bucklin & Associates Type of product: Web-based event planning (content planning) software, with online content management tools including abstract collection, speaker scheduling, program grid scheduling Contact: Kelly Hensen, marketing manager Phone: (888) 636-5649, ext. 3714; (312) 321-6811 E-mail: information@neology.com Web: www.neology.com Support: One-year license includes 10 hours of set-up and customization, plus year's worth of hosting. Cost: $15,000 for first year; annual renewal fee, $3,500

* Software: Ajenis Company: PlanSoft Type of product: Uses the Internet to communicate meeting specifications between planner and the hotel convention services department Contact: Ted Frank, COO Phone: (330) 405-5555 Fax: (330) 405-5566 E-mail: service@plansoft.com Web: www.plansoft.com Simultaneous Users:No limit Support: Help desk 8 a.m. to 8 p.m. EST; e-mail support also available Cost: Network version priced individually; single-user version, $500

* Software: BlueDot Event Tools Company: BlueDot.com Type of product: Web-based exhibition and event management and product directory software Contact: Shannon Davies, account executive Phone: (415) 979-9550, ext.15 Fax: (415) 979-9551 E-mail: shannon@bluedot.com Web: www.bluedot.com Support: Training for VMap software at $395 a day, plus travel expenses. Help desk open 8 a.m. to 5 p.m. PST Mon.-Fri.; on-call options available. E-mail support available. Cost: Modular packages start at $5,000. Depending on service and scale, packages sell for between $15,000 and $95,000.

* Software: RegWeb Company: Cardinal Communications Type of product: Online, Web-based, template-driven registration software Contact: Rodman Marymor, CMP Phone: (888) 755-7075, (510) 647-1400 Fax: (510) 647-1401 E-mail: rodman @cardinalweb.com Web: www.regweb.com Support: Help desk 9 a.m. to 5 p.m. PST; server support 24 hours, 7 days a week Cost: $1,000, static form; up to $20,000 for a full registration solution

* Software: Event Reservation System (ERS) Company: b-there.com Type of product: Real-time online event management system, uniquely presented as the central tool in a business-to-business trade community format. Features include information for meeting planners, including links to hotels, airlines, destination resources, media, and other suppliers. Contact: Cheryl MacNeal, director of sales and marketing, or Suzanne Nagy, sales executive Phone: (800) 845-4308 Fax: (203) 319-4230 E-mail: ers@b-there.com Web: www.b-there.com Simultaneous Users: Unlimited Support: Telephone, e-mail, livecontact support Cost: $2 to $5 per transaction fee, plus set up fees; or a full-license user plan

Room Diagramming * Software: Meeting Matrix V 5.0 Company: SCLM Software Type of product: Room diagramming software Contact: Toni Stroud, technical sales director Phone: (410) 451-1107 Fax: (717) 993-5395 E-mail: tstroud@meetingmatrix.com Web: www.meetingmatrix.com Simultaneous Users: Network version available for 10 users or more Support: E-mail support available. Annual maintenance package, including help desk, $200 to $350. Updates at Web site. Phone support 8:30 a.m. to 6:30 p.m. EST, Mon.-Fri. Cost: Silver is free; Silver Plus, $295; Platinum Plus, $2,225 for full package and installation of single version (includes eight hours of training, plus travel expenses). Software only, $1,395 for one user. Additional users: full package, $1075 per user; software only, $795

* Company: TimeSaver Software Type of product: Event Layout Software Contact: Sandy Simon Phone: (714) 731-5390 Fax: (714) 731-2423 E-mail: sales@time saver.com Web: www.timesaver.com Simultaneous Users: No limit, minimum of 3 users Support: Two tech support credits at no charge; additional credits start at $45 for 2 additional credits Cost: Room Viewer Basic, $395; Room Viewer Standard, $595; Room Viewer Pro, $695; Room Schematic, $95 (all single-user prices)

Badge Creation * Software: BadgePro Plus v8.1.17 Company: The Laser's Edge Type of product: Designs and prints badges, personalized tickets, and invoices. Imports data from database tables, spreadsheets, documents, and ASCII files. Contact: Judy Carawan, VP Phone: (703) 243-7766 Fax: (703) 243-7769 E-mail: badgepro@erols.com Web: www.badgepro.com Support: Support and training free with annual license. Telephone support available 10 a.m. to 5 p.m. EST Cost: Standard annual license, $350; network license starts at $600

* Software: Badge-O-Matic Company: Ward Mundy Software Type of product: Prints nametags Contact: Ward Mundy Phone: (404) 351-5162 Fax: (404) 350-0236 Cost: $50

* Software: PC/NAMETAG 8 Company: Topitzes & Associates Type of product: Registration Software Phone: (800) 233-9767 Fax: (800) 233-9787 E-mail: sales@pcnametag.com Web: www.pcnametag.com Simultaneous Users: Yes Support: Phone and e-mail support Mon.-Fri. 8 a.m to 5 p.m. CST Cost: $179 for new users, $119 for users of pc/nametag 3.x; $99 for users of MeetingPOWER; $79 for additional copies or workstations

Scheduling * Software: Scheduler Plus, Optimum Settings, Daisy Company: CEO Software, Inc. Type of product: Scheduling and event management software Contact: Lorraine Elias, sales and marketing Phone: (800) 441-2581, ext. 247 Fax: (520) 296-8103 E-mail: lorraine.elias@ceosoft.com Web: www.ceosoft.com Simultaneous Users: Yes Support: 24-hour support available or 7 a.m. to 5 p.m. Mon.-Fri. MST Cost: Scheduler Plus, $9,500; Optimum Settings (Network),$1,995; Optimum Settings (single user), $495; Daisy, $1,000

Association Meeting Software * Software: Association Plus (A+) Company: MEI Software Systems Type of product: Full-featured large association planning software for meetings, conferences, exhibits, and special events Contact: Mary Tetreault, marketing manager Phone: (703) 620-9600, (888) 288-4MEI Fax: (703) 620-4858 E-mail: peaceofmind@meisoft.com Web: www.meisoft.com Simultaneous Users: Up to 300 Support: Toll-free support 8 a.m. to 6:30 p.m. EST; 24-hour phone coverage; e-mail support Cost: Costs based on the number of modules, users, and type of operating system. Minimum sale: $100,000, maximum $2 million. Average system with 75 users and using most of the modules would be less than $400,000 with support.

* Software: iMIS LAN, iMIS Millenium, iMIS Enterprise Company: Advance Solutions International Type of product: Association and meeting management software products for a range of associations Contact: Karen Kramer, director of marketing Phone: (512) 491-0550 (main office); (800) 727-8682 (sales) Fax: (512) 491-6298 E-mail: info@advsol.com Web: www.advsol.com/index.htm Simultaneous Users: All products are built in a network environment. Total users are based on the product. Support: Through authorized resellers (85 throughout the country); ongoing training and technical support; tech support for the resellers; online bulletin board. Cost: Ranges from $1,500 (not including installation, conversion, and training) to more than $500,000 for major association installations.