JP2011008747A - System for supporting conference held on the internet - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide a system for supporting a conference held on the Internet by making effective use of vacant conference rooms, etc.SOLUTION: A rental conference room facility accesses a website created on a server 5 installed by a conference management facility through the Internet 4, and registers conference room information in a conference room information database 6 on the server 5. A conference organizer also accesses the website and registers conference organization information in a conference information database in consideration of the place, time, number of people, facility, and vacancy, based on the conference room information. Further, an applicant accesses the website, searches the conference information database, and registers his or her personal information in a participant information database 8 to show his or her intention to participate in a conference. The conference room charge to be paid by the conference organizer to the rental conference room facility and the participation fee to be paid by the participant to the organizer can be paid by credit card via a credit payment system 9.

Description

  The present invention allows the organizer to efficiently plan and hold meetings such as seminars, training, lectures, study meetings, meetings, etc., and the rental meeting room provider improves the operating rate of the meeting room and makes reservations The present invention relates to a meeting holding support system that can reduce the management cost, and that enables a person who wants to participate in a meeting to easily obtain information on the holding of the meeting and apply for participation.

  Conventionally, rental conference room providers range from local governments to for-profit companies in various sizes and locations, with various layouts and reservation methods such as telephone, fax, e-mail, and face-to-face systems. Therefore, when the meeting organizers tried to hold training, seminars, study sessions, etc., it took a lot of effort to secure the conference room.

  Also, when gathering information for an unspecified number of audiences, it is common to use a paper medium such as a flyer, but printing and distributing it took a lot of time and money. Although the distribution time and cost can be reduced by the spread of e-mail, it has become difficult to obtain an unspecified number of e-mail addresses due to the recent increase in awareness of personal information protection.

  On the other hand, conference room providers also use leaflets, direct mails, homepages, etc. as advertising means for rental conference room information, and e-mail, telephone, FAX, face-to-face etc. are generally accepted for reservations. Therefore, the burden of advertising expenses and personnel expenses for reservation reception management were large.

  Furthermore, those who wish to participate in the meeting can find out that the meeting they want is held by mass media such as newspapers, mini-paper, TV, radio, etc., as well as flyers distributed by direct mail, public institutions, etc. Since there are many people who miss the held information, even if a necessary meeting is found, the contents, evaluation, and participants are not known. It was.

  In order to solve such a situation, systemization using the Internet can be considered. For example, as a reservation management agency site that mediates between two parties such as a borrower and a lender, a hotel reservation site is generally used, and a registration function, a search function, a reservation function, etc. are also in common with the present invention. However, there is no system that mediates between the three parties, such as the rental meeting room organization, the meeting organizer, and the meeting participants, and provides reservations for meeting rooms, as well as meeting holding information and participant management.

  As described above, in the current system, each of the meeting organizer, the lending conference room organization, and the meeting participant is forced to perform inefficient work, making effective use of empty conference rooms, holding meetings, and participation. It was difficult to find the right meeting.

  As described in claim 1, the above-mentioned problem can be solved by sharing the data with each other on the management site of the meeting organizing agency, each of the meeting organizer, the lending conference room organization, and the applicant for the meeting.

  The lending conference room organization has established the location, floor plan, equipment, usable time zone, fee, payment method and special notes on the above-mentioned management site from terminals such as personal computers or mobile phones. Enter via the homepage input form. This data is registered in the database of the management site and published as a state that can be reserved on another form of the homepage. Also, through the homepage, the conference room information registered by the rental conference room organization itself can be confirmed and corrected, and the reservation status can be known. Furthermore, when the reservation person wishes to pay by credit card at the time of reservation, the usage fee is transferred to a bank account registered in advance through a credit payment system in cooperation with the host agency. For this reason, rental conference room organizations can reduce labor costs for reservation management and payment management, and by accepting reservations through the homepage, the number of customers can be increased and the operating rate of the conference room can be increased. .

  Meeting organizers access the website from their personal computers or mobile phones, refer to the conference room information registered by the rental conference room organization, and take into account the date, place, floor plan, fee, equipment, etc. Select a room. After that, information on the meeting holding is input by adding information such as the name of the meeting, the purpose of the meeting, the outline, the contents, the name of the lecturer, and the target participant. The meeting information can be published on the homepage, but if it is only for a specific participant, such as an in-house meeting, it will not be disclosed, and the mail function on the homepage will be sent to the target participant. It is also possible to send a participation request email. Furthermore, if a preliminary questionnaire is required for participation, the questionnaire can be automatically transmitted to the person who made the participation reservation by e-mail.

  If the consent of the person who made the participation reservation is obtained, the person who made the participation reservation can be disclosed in the meeting holding guidance information. Those who are considering participating can use this list of planned members to determine their participation. At this time, an access right for referring to the participation planned member list for each meeting can be set in advance by a meeting organizer for a specific individual or group, and unnecessary leakage of personal information can be prevented.

  In addition, for self-development and information gathering, those who wish to participate in meetings such as seminars, training, study meetings, etc., access the website from their personal computers or mobile phones, etc. You can search and participate by location, date, lecturer name, keyword, technical field, etc.

  When searching for meetings that you should participate in, you can narrow down by answering the predetermined questions prepared on the homepage, and consulting with the person in charge of consultation by e-mail, telephone, or fax. You can also choose. In addition, comments such as prior requests for the meeting can be transmitted to the meeting organizer in advance.

  On the other hand, if a meeting that is necessary for the meeting is not held, past meeting history information can be confirmed, and a request for the meeting can be sent to the meeting organizer and the lecturer by e-mail. Since the hopes for the event are accumulated and published, the organizer can use this as a basis for judging the event. Participants who wish to participate can also determine the popularity of the meeting based on the desired number of events.

  Furthermore, after the meeting is completed, the meeting organizer accesses the home page from a terminal such as a personal computer or a mobile phone, and transmits an email requesting input of impressions and questionnaires after attendance to the participants. Participants access the home page from their personal computers or mobile phones, and enter their impressions and questionnaire results. The impressions and questionnaire results are linked to the meeting information and stored in a database, and are used as one of the criteria for attendance determination of those who wish to participate in the next event as the evaluation results of the meeting. In addition, the meeting organizer can respond to this impression and the questionnaire result by e-mail. This comment is also stored in the database.

  On the other hand, after the meeting, the rented conference room organization accesses the website from a terminal such as a personal computer or a mobile phone, and sends an email to the meeting organizer asking them to input their impressions about the use of the conference room and a questionnaire. To send. The meeting organizer accesses the homepage from a terminal such as a personal computer or a mobile phone, and inputs an impression and a questionnaire result. This impression and the questionnaire result are linked to the conference room information and stored in the database, become an evaluation result for the conference room, and are used as a judgment criterion when the meeting organizer selects the conference room. In addition, the rental conference room organization can respond to the impression and the questionnaire result by e-mail. This comment is also stored in the database. Conversely, the rental conference room organization can also send an impression and questionnaire about the results of using the conference room to the meeting organizer via the homepage, which is also stored in the database of the management site .

  When inputting impressions and questionnaire results, it is required to enter keywords. The keywords are issued and managed by the meeting organizing agency, and are described in the confirmation e-mail sent to the reservation person after executing the reservation to the conference room or meeting. This prevents registration of unauthorized information by confirming that the user is a real conference room user and a meeting participant.

  The system of the present invention can be applied not only to meetings in conference rooms, but also to cooking classes and home parties by using kitchen facilities instead of conference rooms, and by using soundproof facilities instead of conference rooms. It can also be applied to music-related exercises such as choirs and bands, classrooms, and karaoke parties. In addition, as a gathering, childcare activities and nursing care activities are targeted, so that it is possible to temporarily store children and people who need nursing care, and also to temporarily store pets.

  As a result, the meeting organizer can easily select a high-quality conference room and can provide guidance to a large number of candidates, and rental conference room organizations can increase the availability of conference rooms at low operating costs. Those who wish to participate in the meeting can easily collect the meeting information they want and participate in high-quality meetings.

  As described above, by using the meeting holding support system of the present invention, the meeting organizer can easily select a high-quality meeting room based on information such as evaluation results of past users, and a large number of unspecified attendance candidates. In addition to providing guidance to the participants, the quality of the assembly can be improved based on evaluations from the students. In addition, administrative fees can be reduced by letting the collection agency collect the tuition fees. On the other hand, since it is possible to collect requests for meetings that are not scheduled to be held, the number of participants can be predicted in advance for the meeting organizer, and the meeting can be held efficiently.

  In addition, the rental conference room organization reduces the operating cost by substituting the reservation management work and the collection of rental fees to the assembly organizing agency, and publishes the conference room information on the website to advertise to the unspecified number of people. As a result, the operating rate of the conference room can be increased and profits can be improved. Furthermore, even companies that do not rent conference rooms as a daily business can easily lend out internal meeting rooms with low usage rates to the outside by participating in this system. Utilization is planned.

  Furthermore, since a person who wants to participate in a meeting can easily collect the meeting he wants from a large amount of meeting information, it is possible to participate in a high-quality meeting. Further, for a company that does not have a conference room in the company, the present invention can be used as an in-house conference holding system, and the operation cost for holding the conference can be reduced.

  In collecting gathering participation information, users who are unfamiliar with searching on the Internet or the like can raise convenience by being able to make inquiries by telephone or FAX. In addition, for users who do not have a clear meeting area to participate in, by using a mechanism that allows users to search for meetings that match their interests by answering yes or no. Together with the discovery of interests, you can find the best meeting.

  If the best meeting is not found, applicants can search for past meetings and send an email requesting the lecturer and the meeting organizer to re-open by entering the specified items on the homepage. Can be held.

  In selecting a desired meeting, the questionnaire results when the same meeting has been held in the past are registered as part of the meeting information, which can be used as a reference.

  On the other hand, a cooking class or a home party can be held by applying this reservation management system using a facility having kitchen facilities instead of a conference room. In ordinary cooking classes, students often eat and drink with each other, but by using a private room with a kitchen, it is possible to hold a home party where you can enjoy cooking and eating together.

  By using a soundproofing facility instead of a conference room, it can be applied to music-related exercises such as chorus and bands, classrooms, and karaoke parties. Soundproof rooms with high construction costs need to increase the operating rate, so it is possible to invest in anticipation of demand through the use of this system, increase profit margins, and also become available to users at low rates. .

  In addition, as a gathering, childcare activities and nursing care activities are targeted, so that it is possible to temporarily store children and people who need nursing care, and also to temporarily store pets. Combining these with regular meetings and holding them in close proximity can promote participation of people who have children, care recipients, and pets who were not able to attend the meetings.

  Hereinafter, the present invention is shown in FIG. 1 according to an embodiment. The rental conference room organization accesses the homepage established on the server 5 set up by the assembly management agency through the Internet 4 using the personal computer 1a or the mobile phone 1b as a terminal, and the conference room information database 6 on the server 5 stores the conference room information. Register with. The meeting organizer accesses the homepage using the personal computer 2a or the mobile phone 2b as a terminal, and gives the meeting information to the meeting information database 7 in consideration of the location, date, capacity, facilities, and availability from the conference room information. sign up. Furthermore, the person who wants to participate accesses the homepage by using the personal computer 3a or the mobile phone 3b as a terminal, confirms the assembly information database 7, and sends personal information to the participant information database 8 for the assembly desired to participate from there. Tell your will of participation by registering. The conference room fee paid by the meeting organizer to the rental meeting room organization and the participation fee paid by the participant to the meeting organizer can be settled via the credit settlement system 9. The above operation will be described in more detail with reference to an embodiment of a home page established on the server 5 installed by the assembly management agency. The relationship between the home page and the subform is shown in FIG.

  In order to perform various registrations in the system, first, new member registration is required. This is done by clicking the “Register new member” button from the main form of FIG. 3 and opening and inputting the new member registration form of FIG. 4 which is a subform. The name field does not have to be a real name, but may be a nickname. Since an e-mail address is used for the user ID, the server side checks the double registration prevention for the e-mail address. By registering the participation area and the desired field at this point, it is displayed by default when the meeting is attended. In addition, since the latest assembly information and system-related information is distributed as email news from the system to the email address, it is possible to select whether it is necessary or not with an option button. Bank account information can also be entered if it is necessary to provide a conference room or collect a fee when a meeting is held. By entering this information, the meeting management agency will collect and transfer money.

  To register a rented conference room, the rented conference room organization first clicks the “Register new conference room provider” button from the main form in FIG. 3 and then registers the new company in FIG. 5 as a subform. Open the form and register the provider. Here, the company name, representative name, address, person in charge name, telephone number, FAX number, mail address, and address are input. If the e-mail address is unregistered, the person in charge determines that the e-mail address is not registered as a member, and issues a message prompting member registration to end. If the member has been registered, click the “Register new conference room” button from the main form in FIG. 3 to open the new conference room registration form in FIG. 6 as a subform. Register.

  The rental conference room organization registers the conference room name, company name, building name, and floor name from the conference room new registration form of FIG. Checks to prevent duplicate registration are performed using the conference room name, company name, and building name. In addition, a classification field is provided to indicate the particularity of the room, such as a soundproof room, a gymnasium, a cooking class, a tea room, etc., and can be selected from a drop-down list box. You can select and register whiteboards, projectors, and pianos for equipment. The conference room capacity is registered in both school and conference room formats. Directly input the area, and attach an image file to the floor plan and photo. You can enter the price per hour, but you can optionally change the price according to the date, day of the week and time of day.

  To register a meeting, the meeting organizer first makes a reservation for the meeting room by clicking the “Find Empty Meeting Room” button from the main form in FIG. 3 and opening the meeting form search form in FIG. 7 as a subform. Search for available conference rooms. Search for conference rooms based on region, date, capacity, fee, and purpose. It is also possible to directly check the reservation status by selecting the conference room name. The search results are displayed in a list as shown in FIG. 8. From this, a specific conference room is selected, and the “Details” button in the rightmost column of the table of FIG. 8 is clicked to display the conference room information display form diagram. Open 9 and make a reservation from here. When selecting a conference room, it is also possible to refer to the evaluation results of past conference room users recorded on this form.

  When a conference room reservation is made on the homepage, a reservation confirmation email is automatically transmitted from the server to the meeting organizer. The e-mail contains data such as the date and time, meeting room name, fee, and location details, as well as a unique keyword for the borrowing of this meeting room. This will be entered. At the same time, a reservation reception email is automatically sent to the rental conference room organization. This is also a unique keyword for this conference room rental, along with data such as date and time, conference room name, fee, location, and details of the borrower. This is input when feedback is given.

  Thereafter, returning to the main form of FIG. 3, the “Register new meeting” button is clicked, and the new meeting registration form of FIG. 10 as a subform is opened to register the meeting. Here, the meeting name, meeting representative name, lecturer name, date and time, meeting room name, capacity, participation fee, field, purpose of the meeting, summary, and contents and questionnaire are attached as files. The questionnaire is for the organizer to ask the attendees to answer in advance, and when the applicant wishes to complete the participation reservation, the system automatically distributes it to the applicants by email. In addition, the candidate for attendance is a member that the organizer wants to participate in this meeting, and a plurality of members can be registered. Note that by registering the addresses of a plurality of members in advance as group addresses, omissions and omissions in a plurality of registrations can be prevented, and the labor of registration can be saved. When registering at this address, immediately after the meeting registration, an email prompting attendance to the target address is delivered. On the other hand, the option button can be used to select whether or not to open this meeting on the homepage. If it is a meeting for a specific member, it is possible to refuse the participation of members other than the candidate candidates by not making it public.

  In order to participate in a meeting, a person who wants to participate first clicks the “Search for a meeting to join” button in the main form of FIG. 3 for the registered meeting, and displays the meeting search method selection form in FIG. 11 as a subform. Open and select a search method. As a search method, in addition to the method of searching by date, region, content, organizer, lecturer, title, method of inquiring by e-mail to the assembly management agency, method of inquiring by phone and method of inquiring by fax, and By answering the questions, you can choose a method of selecting a meeting that suits you. An example of the flow leading to this question and result is shown in FIG. 12, and a subform for inputting the answer is shown in FIG.

  To search by date, region, content, organizer, lecturer, title, click the “Search by date, region, content, organizer, lecturer, title” button in the subform of FIG. The form “Meeting Search Form” (FIG. 14) opens. By inputting necessary items here, the target meeting can be searched. As a search key, a free keyword can be used together with the date, region, field, meeting organizer, lecturer name, and meeting name. The search results are displayed in a list as shown in FIG. 15. From here, a specific meeting is selected, and the “Details” button in the rightmost column of the table of FIG. 15 is clicked. Click the “Apply for participation in this meeting” button.

  When the application for the meeting is completed, a reservation confirmation mail is automatically transmitted from the server to the meeting participants. The e-mail contains unique keywords for the current meeting reservation, along with data such as date / time, meeting name, meeting room name, fee, and location details. This will be entered in the feedback.

  The meeting holding guidance form also displays the current number of participants who are scheduled for the meeting to be held for reference in the application decision. When the “display past history” button is clicked, the meeting history display form shown in FIG. 17 is opened, and the past execution history and the evaluation result of the participant are displayed as an average value of the evaluation scores of the participants. .

  More detailed information can be confirmed by clicking the “Display” button in the details column. Based on this information, you will decide to participate in the meeting, but if you do not currently plan to hold the meeting, click the “Want to hold” button on the meeting history display form. An e-mail is sent to the instructor to encourage the hosting. In this form, the number of applicants for the event is also displayed, so that the organizer can make a reasonable decision regarding the new event, and the applicant who wishes to participate can know the evaluation of the event.

1 is a block diagram illustrating an overall configuration of a system according to an embodiment of the present invention. It is a figure which shows the relationship between the main form of a system, and a subform. It is a figure which shows the main form of the homepage opened on the server 5 of FIG. 1 which the assembly management agency established. It is a figure which shows the new member registration form of the said homepage. It is a figure which shows the rental conference room organization registration form of the said homepage. It is a figure which shows the meeting room new registration form of the said homepage. It is a figure which shows the meeting room search form of the said homepage. It is a figure which shows the conference room search result list of the said homepage. It is a figure which shows the meeting room information display form of the said homepage. It is a figure which shows the new meeting registration form of the said homepage. It is a figure which shows the meeting search method selection form of the said homepage. It is a figure which shows the example of the flow of the question for the assembly search of the said homepage. It is a figure which shows the desired field search form of the said homepage. It is a figure which shows the meeting search form of the said homepage. It is a figure which shows the assembly search result list of the said homepage. It is a figure which shows the meeting holding guidance form of the said homepage. It is a figure which shows the meeting history display form of the said homepage.

DESCRIPTION OF SYMBOLS 1a Personal computer terminal device 1b of a lending conference room organization Mobile terminal device 2a of a lending conference room organization Personal computer terminal device 2b of a meeting organizer Mobile terminal device 3a of a meeting organizer 4 Internet 5 Server 6 Database unit storing conference room information 7 Database unit storing assembly information 8 Database unit storing participant information 9 Credit settlement system

Claims (7)

  An input / output terminal of a rental conference room organization, an input / output terminal of a meeting organizer, and an input / output terminal of a person who wants to participate in the meeting are connected to the management site of the meeting organizing agency through the Internet. On the website established by the meeting organizing agency on the management site, the lending conference room institution publishes lending conference room information, and the meeting organizer reserves the meeting room and publishes the meeting information and participates in the rally Those who wish to use the meeting support system that reserves participation in the meeting.   The meeting organizer pays the rental conference room usage fee through the homepage of the administration site of the meeting organizing agency, obtains contact information for those who wish to participate in the meetings organized by the meeting organizer, and participants after the meeting ends The meeting holding support system according to claim 1, wherein an impression and a questionnaire result can be obtained from a lending conference room organization.   Those who wish to attend the meeting will pay the meeting participation fee, communicate the prior request to the meeting organizer via the homepage of the management site of the meeting organizing agency, receive and answer the pre-questionnaire from the meeting organizer, and The meeting holding support system according to claim 1 or 2, characterized in that an impression can be transmitted to a meeting organizer after attendance and a questionnaire can be answered after participation.   It is characterized by the fact that the rental meeting room organization, the meeting organizer and the meeting participants need to input the keywords issued by the meeting organizing agency in order to enter their impressions and questionnaires on the homepage of the management site of the meeting organizing agency. The meeting holding support system according to any one of claims 1 to 3.   The answer to the meeting entered in the questionnaire after the participation of the meeting participants entered via the website of the administration site of the meeting organizing agency and the results of statistical processing of the answers were published on the website together with the meeting information. The meeting holding support system according to claim 1.   On the homepage of the management site of the organization for organizing the meeting, you can select a specific meeting from the history list of the held meeting and send an invitation request email, and the number of requests sent can be displayed. Item 4. The meeting support system according to items 1 to 3.   Refer to the meetings to be attended by answering prescribed questions via the website or by contacting the designated consultant via e-mail, telephone or fax at the administration site of the meeting organizing agency. The assembly support system according to claim 1, wherein the assembly is supported.

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