Modernizing Meeting Coordination for Global Operations

The client is a federal executive-branch agency that negotiates international agreements, manages disputes, and coordinates policy to support economic growth. i3solutions built the agency’s Virtual Training Center (VTC) on the SharePoint platform so that meeting room booking and equipment requests travel together: one dynamic form captures the building, the specific meeting room, and the equipment chosen from a list of what is available, then hands the technology team a precise request it can fulfill for that meeting. A .NET back end runs the form logic, validates the data, and processes each request, while SharePoint holds the bookings, the equipment requests, and the workflow automation alongside the agency’s existing infrastructure. The same process covers meetings in the United States and overseas, so staff arranging a meeting abroad ask for technology the way they do at home, with less manual coordination and fewer meetings delayed or rescheduled because a resource was missing.

The client is a federal executive-branch agency that negotiates agreements, manages disputes, and coordinates policy to support economic growth. The agency works to support American businesses while fostering new economic opportunities.

The agency faced significant challenges in managing meeting room bookings, particularly when coordinating meetings overseas.

Staff lacked the ability to request necessary equipment for meeting rooms during the booking process, often resulting in logistical complications and delays. This inefficiency made it difficult to ensure that all required technology and resources were available to facilitate effective and seamless meetings, both domestically and abroad.

What is the Virtual Training Center i3solutions built for the agency?

A SharePoint based system for booking meeting rooms and requesting the equipment those meetings need. One dynamic form captures the building, the meeting room, and the equipment selected from a list of what is available, so the technology team receives a precise request for each meeting instead of piecing the details together afterward.

Does it cover meetings at overseas locations?

Domestic and overseas locations use the same form and the same fulfillment path. The system was designed to support both, and staff can request any technology or equipment required for meetings across the globe, so a meeting being coordinated abroad is booked and equipped the same way as one in the United States.

What technology is the solution built on?

SharePoint is the foundation, providing the centralized platform for meeting room bookings, equipment requests, and workflow automation, and integrating with the agency’s existing infrastructure. .NET powers the back end logic: the dynamic room and equipment form, data validation, request processing, and the handoff to the technology team for fulfillment.

What was the problem before the VTC?

Staff could not request equipment for a room while they were booking it, which produced logistical complications and delays, most visibly when meetings were being coordinated overseas. Booking and equipment requests now arrive as one record, so fewer meetings are delayed or rescheduled because a resource was missing.

If your staff book a room in one place and ask for the equipment somewhere else, the gap shows up as meetings that start late or get moved. A first conversation walks through how your sites, rooms, and equipment are tracked today, and where a request currently stops moving. You leave with a written picture of that process and the specific handoffs a single request form would remove, which is the detail an internal review committee asks for before it funds the work. You can also ask for comparable engagements to reference while you build that case. Start the conversation