Technology for Events  Wellington Conference Expo 2011
2 golden rules <ul><li>Efficient </li></ul><ul><li>Faster, easier, cheaper, higher quality (…whatever works for you) </li>...
What’s out there <ul><li>Efficient </li></ul><ul><li>Web-based, integrated </li></ul><ul><li>Edgy </li></ul><ul><li>Mobile...
(Efficient)  Planning and Promoting <ul><li>Your site itself! </li></ul><ul><ul><li>Lose the Flash and the music please </...
(Efficient)  Planning and Promoting <ul><li>Email campaigns </li></ul><ul><ul><li>Template-based systems linked to your da...
(Edgy)  Mobilising your Events <ul><li>Mobile is not a trend! </li></ul><ul><ul><li>There are more people with mobile phon...
(Edgy)  Why a mobile app for your event? <ul><ul><li>Extend the life of your event </li></ul></ul><ul><ul><li>Reduce print...
(Edgy)  Social Media - Twitter <ul><li>Twitter </li></ul><ul><li>140 characters of the latest news – by the people for the...
(Edgy)  Social Media - LinkedIn <ul><li>LinkedIn </li></ul><ul><li>Groups are the most successful feature – 1mil </li></ul...
(Edgy)  Social Media - Facebook <ul><li>Facebook </li></ul><ul><li>600 million users.  Quite a lot. </li></ul><ul><li>Swit...
(Edgy)  Streaming Video <ul><li>Promotion? Yes AND future business – more attendees next year </li></ul><ul><ul><li>Reach ...
 
Two biggest mistakes with social media... <ul><li>1.  Too Much:  Hey, calm down! </li></ul><ul><li>You do not need to be e...
Choosing your tech suppliers: checklist <ul><li>Stability of the Company </li></ul><ul><li>A Proven Track Record </li></ul...
THANK YOU! www.showgizmo.com
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Technology for Events: presentation to Wellington Conference Expo 2011

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  • ow do you choose which core event technology providers you’re going to use? Core event technologies include your registration system, online event website and electronic marketing, event eCommunity, exhibitor sales management, tradeshow floor plan, lead retrieval, event management, event mobile app and others. Do you base your decisions on price, customer service, newest features, meeting your needs and wants or some other factor? Do you use a selection grid, blind choice, employee voting or lottery? During the past couple of years, we’ve had a plethora of new technology (shiny objects) introduced to improve and change the event and exhibition industry. Many claim to increase revenue, drive attendance, improve engagement or deliver more ROI for your exhibitors. How should a show organizer cut through the crap and make sound choices that deliver results? Before you take a look under the hood or consider test driving a core technology that you’re going to make part of your business process, consider these ten qualifying criteria. 1. Stability of the Company Most primary software solutions (registration, expo management, content management, speaker management, match-making systems, etc.) will deliver the greatest ROI when you are able to use them for at least three consecutive show cycles. It would be a CLM (Career Limiting Move) to pick a partner that goes out of business right before your big show. You also incur lots of hidden switching costs in implementation, training and integration when jumping from solution to solution. Look for years in business, a strong customer list, number of employees, annual revenue, and longevity of the leadership team for indicators of stability. Heck, if you can, go tour their office and kick their tires. 2. A Proven Track Record Be cautious with start-up companies or organizations that are learning from you. Make sure that the vendors that you consider have a proven track record of providing like solutions to those with similar needs to yours. Ask for examples, testimonials and case studies. 3. Fits Good With Minimal Alterations If the majority of your requirements need to be met through customization vs. configuration, expect a lengthy and costly implementation. Ask for an admin demo to understand how configurable a software system is. 4. Not Their First Rodeo When it comes to selecting core software for your event, it’s rarely worth the risk to be on the bleeding edge. Limit your risk by either being a “fast follower” or by proving the concept on a smaller show. Exceptions to this might include, mature technologies or existing trusted technologies that add new features, modules or integration partners. 5. Plays Well in the Sandbox Make sure you have a good understanding of data import/export capability as well as examples of successful web services integration with other systems or vendors. Passing data between systems, enabling single sign-on and maximizing the value of your data are no longer nice additions. Ask if they’ve developed any API’s ( Application Programming Interface ). 6. Plan for Continuous Improvement Look for companies that are pushing out improvements or new features several times a year. You want a product that will grow with you. What kind of training, customer support or project management do they include? Do they have user group meetings or forums where customers share best practices? Do they have a blog, online group, case studies or newsletters that keep existing customers up-to-date? 7. Stays True to Their Core A number of tech start-ups build their revenue model around selling sponsorships, ads or upgrades to your exhibitors. I’m not crazy about that model. If I’m a show organizer, I want all of my communication and consultative selling done by my team. I don’t want all kinds of folks contacting my exhibitors or sponsors trying to sell them something. I want a tech company that focuses on improving their product and that gives me the tools to help my exhibitors connect with buyers. 8. Safe and Secure If the technology is Web based, find out where the technology is hosted, their up-time and disaster recovery plan. If you are conducting commerce via their solution, ask for proof of PCI Compliance . No compliance, no deal. 9. Anal About Analytics Any solution worth their salt, will give you great stats on usage and have a plan to help you with adoption. Do they provide a real-time dashboard that gives you a snapshot on how things are progressing? Can they share best practices on building adoption and utilization? 10. Accessibility. In today’s world, nearly everything needs to be optimized or accessible to the mobile user. Look for partners that have already taken care of that or who have proven partners that make it all work in real time.
  • What are the advantages = accessible anywhere, backed up
  • How do you choose which core event technology providers you’re going to use? Core event technologies include your registration system, online event website and electronic marketing, event eCommunity, exhibitor sales management, tradeshow floor plan, lead retrieval, event management, event mobile app and others.   Stability of the Company Most primary software solutions (registration, expo management, content management, speaker management, match-making systems, etc.) will deliver the greatest ROI when you are able to use them for at least three consecutive show cycles. It would be a CLM (Career Limiting Move) to pick a partner that goes out of business right before your big show. You also incur lots of hidden switching costs in implementation, training and integration when jumping from solution to solution. Look for years in business, a strong customer list, 2. A Proven Track Record Be cautious with organizations that are learning from you. Make sure that the vendors that you consider have a proven track record of providing like solutions to those with similar needs to yours. Ask for examples, testimonials and case studies. 3. Fits Good With Minimal Alterations If the majority of your requirements need to be met through customization vs. configuration, expect a lengthy and costly implementation. Ask for an admin demo to understand how configurable a software system is. 4. Not Their First Rodeo When it comes to selecting core software for your event, it’s rarely worth the risk to be on the bleeding edge. Limit your risk by either being a “fast follower” or by proving the concept on a smaller show. Exceptions to this might include, mature technologies or existing trusted technologies that add new features, modules or integration partners. 5. Plays Well in the Sandbox Make sure you have a good understanding of data import/export capability as well as examples of successful web services integration with other systems or vendors. Passing data between systems, enabling single sign-on and maximizing the value of your data are good to have 6. Plan for Continuous Improvement Look for companies that are pushing out improvements or new features several times a year. You want a product that will grow with you. What kind of training, customer support or project management do they include? Do they have user group meetings or forums where customers share best practices? Do they have a blog, online group, case studies or newsletters that keep existing customers up-to-date? 7. Stays True to Their Core A number of tech start-ups build their revenue model around selling sponsorships, ads or upgrades to your exhibitors. I’m not crazy about that model. I want a tech company that focuses on improving their product and that gives me the tools to help my exhibitors connect with buyers. 8. Safe and Secure If the technology is Web based, find out where the technology is hosted, their up-time and disaster recovery plan 9. Anal About Analytics Any solution worth their salt, will give you great stats on usage and have a plan to help you with adoption. Do they provide a real-time dashboard that gives you a snapshot on how things are progressing? Can they share best practices on building adoption and utilization? 10. Accessibility. In today’s world, nearly everything needs to be optimized or accessible to the mobile user. Look for partners that have already taken care of that or who have proven partners that make it all work in real time.
  • Technology for Events: presentation to Wellington Conference Expo 2011

    1. 1. Technology for Events Wellington Conference Expo 2011
    2. 2. 2 golden rules <ul><li>Efficient </li></ul><ul><li>Faster, easier, cheaper, higher quality (…whatever works for you) </li></ul><ul><li>Edgy </li></ul><ul><li>A point of difference, nudge ahead of the pack </li></ul><ul><li>(Oh, one extra one: Everlasting </li></ul><ul><li>… well, evolving at least – futureproof) </li></ul>
    3. 3. What’s out there <ul><li>Efficient </li></ul><ul><li>Web-based, integrated </li></ul><ul><li>Edgy </li></ul><ul><li>Mobile Apps, Social Media, Streaming Video </li></ul>
    4. 4. (Efficient) Planning and Promoting <ul><li>Your site itself! </li></ul><ul><ul><li>Lose the Flash and the music please </li></ul></ul><ul><ul><li>Get a professional template designed you can reuse, linked to social media </li></ul></ul><ul><li>Registration systems </li></ul><ul><ul><li>Keep it simple, user-directed </li></ul></ul><ul><ul><li>Fax is really almost dead, honestly </li></ul></ul><ul><li>Online exhibitor manuals </li></ul><ul><ul><li>Not just a PDF… </li></ul></ul>
    5. 5. (Efficient) Planning and Promoting <ul><li>Email campaigns </li></ul><ul><ul><li>Template-based systems linked to your database (or export) - Get a professional design done once </li></ul></ul><ul><ul><li>Click throughs (monitor the uptake, tweak the next one) </li></ul></ul><ul><li>Online call for papers/abstract reviews </li></ul><ul><ul><li>Secure, customisable, seamless process </li></ul></ul><ul><li>Online surveys </li></ul><ul><ul><li>Can re-use your email campaign template </li></ul></ul><ul><ul><li>Think mobile? Or even voice operated?! </li></ul></ul>
    6. 6. (Edgy) Mobilising your Events <ul><li>Mobile is not a trend! </li></ul><ul><ul><li>There are more people with mobile phones than have access to running water </li></ul></ul><ul><ul><li>By 2012, mobile phones will overtake PCs as the most common Web access device worldwide (and remain) </li></ul></ul><ul><ul><li>They are ‘smart’ and getting smarter </li></ul></ul><ul><ul><ul><li>Deloitte 2010 Survey: 48% business travellers own web-enabled smartphone, 80%+ for medics, lawyers, techs, sales </li></ul></ul></ul><ul><ul><li>People spend more time using apps than browsing </li></ul></ul><ul><li>Step One: Mobile Website </li></ul><ul><li>Step Two: Get an app for your event </li></ul>
    7. 7. (Edgy) Why a mobile app for your event? <ul><ul><li>Extend the life of your event </li></ul></ul><ul><ul><li>Reduce printing costs </li></ul></ul><ul><ul><li>Free lead generation for exhibitors </li></ul></ul><ul><ul><li>Better analytics – better evidence – attract/retain </li></ul></ul><ul><ul><li>Go green </li></ul></ul><ul><ul><li>Make money </li></ul></ul><ul><ul><li>Be cool </li></ul></ul>
    8. 8. (Edgy) Social Media - Twitter <ul><li>Twitter </li></ul><ul><li>140 characters of the latest news – by the people for the people </li></ul><ul><li>#tag for your event is a given; Monitor the others and display them </li></ul><ul><li>Conversations are key </li></ul><ul><li>Constantly updated, engaging </li></ul><ul><li>Twitter wall? Free! (well the software is, flatscreen display isn’t!) </li></ul>
    9. 9. (Edgy) Social Media - LinkedIn <ul><li>LinkedIn </li></ul><ul><li>Groups are the most successful feature – 1mil </li></ul><ul><ul><li>So what? Well your attendees can Get Group Discussions, Join a Group, Post new group discussions, Comment, like and follow group discussions.. </li></ul></ul><ul><ul><li>Make it vibrant, keep it exclusive </li></ul></ul><ul><li>You can now integrate via API own site - huh? </li></ul><ul><ul><li>Seamlessly feature a community. Don’t host yourself – leverage depth of LinkedIn platform. Stop convincing attendees to register to ANOTHER community. </li></ul></ul><ul><ul><li>Pull the users LinkedIn refers to your group, to your event website (groups as marketing opportunities) </li></ul></ul>
    10. 10. (Edgy) Social Media - Facebook <ul><li>Facebook </li></ul><ul><li>600 million users. Quite a lot. </li></ul><ul><li>Switch over from Groups to Pages </li></ul><ul><ul><li>Create simple splash landing page </li></ul></ul><ul><li>Grab attention </li></ul><ul><ul><li>Video, music, competitions, early bird prices, specials </li></ul></ul><ul><li>Sell tickets </li></ul><ul><li>Get a photographer and start tagging </li></ul>
    11. 11. (Edgy) Streaming Video <ul><li>Promotion? Yes AND future business – more attendees next year </li></ul><ul><ul><li>Reach audiences that just couldn’t make it </li></ul></ul><ul><li>YouTube: just launched </li></ul><ul><ul><li>Ahem: YouTube = 2 nd largest search engine in the world </li></ul></ul><ul><ul><li>Video massively affects your search rankings too </li></ul></ul><ul><li>Other providers locally, internationally </li></ul><ul><ul><li>Create your own channel OR embed a widget in your site </li></ul></ul><ul><ul><li>Live, Video-On-Demand, mobile, chat integrated….free… </li></ul></ul>
    12. 13. Two biggest mistakes with social media... <ul><li>1. Too Much: Hey, calm down! </li></ul><ul><li>You do not need to be everywhere. </li></ul><ul><li>Events with a small, cared for presence are best. </li></ul><ul><li>2. Too Little: Nice brochure. Is that it? Is that what you can do? </li></ul><ul><li>‘ But I don’t have the resources to support social media!’ </li></ul><ul><ul><ul><ul><li>Well you had the resources to put together a crummy website! </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Why not think strategically, re-inventing yourself and earning the respect of your attendees. Can you do that with a Twitter account? Yes, you can! </li></ul></ul></ul></ul>
    13. 14. Choosing your tech suppliers: checklist <ul><li>Stability of the Company </li></ul><ul><li>A Proven Track Record </li></ul><ul><li>Fits Pretty Well With Minimal Alterations </li></ul><ul><li>Not Their First Rodeo </li></ul><ul><li>Plays Well in the Sandbox </li></ul><ul><li>Plan for Continuous Improvement </li></ul><ul><li>Stays True to Their Core </li></ul><ul><li>Safe and Secure </li></ul><ul><li>Anal About Analytics </li></ul><ul><li>Accessibility. </li></ul>
    14. 15. THANK YOU! www.showgizmo.com
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