2. The Story of Using Event Technology in 2014
Make the
experience
engaging,
interesting
and even
exciting
Find and
connect to
my
community
Collect
and
manage a
ton of
data
Analyze the
goals set and
how things can
get better as
the event
develops
Find out
how much
value they
got by
attending
the event
Use all of
these pieces
to inspire
people to
attend this
event and
in the
future
3. Event Technology in 2014
Reach
Impact
more
people
before the
event
Reporting
Interact
Create more
strategic analysis
and report
profiles
Create more
immersive
experiences
Data
Measure
Sales
Collect
more data,
use more
data
Measure the
impact of live
events
Drive faster
and more
measurable
purchases
5. Data
Integrated event management/data collection
systems
• www.etouches.com
• www.cvent.com
• www.regonline.ca
Data
Collect
more data,
use more
data
Data Collected
• Abstract and symposium submissions
• Registration and payments
• Hotel and travel bookings/arrangements
• Optional items
• Speaker / sponsor information
10. Five Best Practices for Events
Utilize web-based and mobile apps to create a connection for
community activity
Collect as much data as you can and have a goal for where you
want to go
Track the attendee journey to build better content
Create a seamless experience
Increase the convenience factor
11. Technology for Events
Coolest technology with incredible event application
Google Glass
Questions?
Editor's Notes
Thank everyone for coming Introduce myselfConference and special event manager for 4 years, project manager for 15 years priorWork with groups of all typesCulinaryTourismMusicAcademicMedicalAsk who has been involved with past event organizing teamsAsk what types of events?How many of you have worked on an event that had registrations faxed in and cheques that came through the mail? We have come a long way but navigating through the sea of options is daunting. My presentation is to guide you through the roles technology tools can play to reach goals and a few examples of software to help.
The story of using event technology in 2014 and beyond. Lizzie is an event planner with Plan Ahead Events. She is working with a client on an event that has been running for a couple of years now but she wants to elevate the experience for everyone. She knows to do this, she can select online tools to help her and it looks like a puzzle. She works through the first stage of the preliminary event design where basic event structure, goals and objectives are established. To make the event a success, there are a number of different areas to consider:She knows she will have to find and connect with the communityThere will be a ton of data to collect and manageThere are really cool tools to help with the experience at the eventShe really wants to know if the event exceeded expectationsShe will have to analyze the results of the event to the goals setFinally, she will use all of the pieces to attract more people to this and future events
Lizzie considers what she needs in context of technology, Reach – What are the most effective tools to reach your community; how can your community be connected to each other?Data - Data is a powerful tool to understand your community so collect data all relevant to your event and your communityInteract - Unique event designs incorporating technologyMeasure – As we all know, what gets measured gets done. Identifying metrics Report – Look for opportunities to improve so take the positive and all other feedback as an opportunitySales – Building your event sales both present and future
ReachLizzie knows there are many ways to reach her community using technologyEmails – people can get overwhelmed with emails so she knows several methods will be better than relying on email alone.Event websites-Ensure there are ways to connect, ask questions-Ask for someone not related to the event to “audit” itOnline communities (one way)BlogsRSS FeedsOnline communities (two way)Pathable -Private meeting scheduling, conference agenda, exhibitors, tradeshow maps, social networking communitiesIntroNetworks- Simple, Customizable, Community Event Software that Matches People.Social media
Lizzie appreciates that data is a powerful tool to understand her community so she plans to collect all relevant data to her event and communityBy picking the right data collection tool, she can elevate the attendee experience by making it easy, seamless and get everything needed Here are the data collection pieces we have collected for our events:Abstract and symposium submissions, approvals and conversion to session assignmentsRegistration including basic information, breakout session selections, food allergiesOnline paymentsHotel and travel bookings/arrangementsOptional purchases such as local tours, tshirts and pre-conference sessionsSpeaker bios, photos, session descriptionsSponsor and exhibitor information and logosThis can all be done in an integrated system!
Lizzie wants to engage her event attendees in new and interesting ways so she is looking at surveys and social gameswww.Polleverywhere.comSocial gamification – goose chase, a cell phone scavenger huntShe wants them to find there way through the event by giving them dynamic floor plans Indoor gps – WiFarer: Wifarer's indoor "GPS" guides customers from their current location to their destination.She wants to start conversations and connect attendees at the eventWallit – Iphone App: Connect with anyone nearby to accomplish anythingShe wants to give speakers, sponsors and exhibitors enhanced exposureAugmented reality – http://www.layar.com/what-is-layar/She wants to raise more money and give the attendees a more interactive experience with their event auction Online auction tools - http://www.auctionfrogs.org/Augmented reality – http://www.layar.com/what-is-layar/http://www.auctionfrogs.org/She is also thinking about an event app that can push out updates to her attendees, give them information about their sponsors, exhibitors and an interactive floor plan and instant feedback from the event. Event board can even allow her to have attendees give online feedback on each session as they end...no more 2 hour surveys for attendees to complete days after they have attended to event!
Lizzie knows survey tools integrated into her event design are essential. Craft questions to measure the attendee experienceCollect the data to measure the metrics set to demonstrate success of the eventTools like www.polleverywhere.com are on the spot feedback on the event interactionsAuctionfrogs can give dynamic tracking of auction tallies and attendee engagementEventboard can allow attendees to do individual speaker surveys.Lizzie is happy the measurement tools are evolving so she can capture meaningful data. There are also basics like surveymonkey and the robust online registration products have integrated survey modules.
Lizzie uses online tools with excellent reporting functionality so at the click of a button she can look at revenues, expenses, attendee counts, category numbers and any other custom data she wants to have at her fingertips. She uses an online registration product that has a sophisticated reporting tool. She has already selected her data collection tool and relies on it to give her up-to-date information.Lizzie will prepare an overall report on the metrics that identify the measures of success and the opportunities to enhance future events.
Lizzie’s ultimate goal is to achieve all the event objectives and elevate that experience in the future to improve sales of registrations, tickets, auction totals, sponsorship, exhibitors and all revenue drivers.Finding the tools to help you improve the attendee experience each time the event is held will help drive sales
Lizzie has summarized her event technology best practices:Utilize web-based and mobile apps to create a connection for community activity.2.Collect as much data as you can now and have a goal for where you want to go to.3. Track the attendee journey to build better content for your attendees.4. Create a seamless experience for attendees and organizers. 5. Increase the convenience factor for the attendee.
