- State of the event apps industry and popular selection criteria - Why an app strategy is vital before the purchase? - Creating a request for proposal (RFP) that clearly demonstrates required functionality - Customization vs off-the-shelf purchases - Hype vs substance: What an app can add to your events strategy, and what it cannot DISCLAIMER: This presentation was delivered at the Middle East Event Show 2015 (Dubai) by Presentologist ZAMIR UDDIN at #TheKnow session. The voting results reflect the opinion of audience members who attended the session. The research study results in this presentation were taken from EventApp Bible (Version 2) by EventManagerBlog.

1. Audience

2. 30 QUESTIONS TO ASK
WHEN CREATING AN EVENT APP STRATEGY

3. ZAMIR UDDIN
PRESENTOLOGIST

4. The state of
Event Apps
Do you need an
Event App?
How event
planners select
and use apps
Why develop a
selection strategy?
30 QUESTIONS
to answer in an event
app selection strategy
Creating the
Perfect Request
for Proposal (RFP)
DISCUSSION POINTS

5. AUDIENCE VOTE
YOUR
VOTE
COUNTS

6. AUDIENCE VOTE
HOW TO VOTE:
1. Anonymous.
2. Last choice registered.
3. Please return.

7. AUDIENCE VOTE
WHO’S HERE?
A. I plan and manage events for my
clients (Event Agency)
B. I plan my company’s own events
C. I’m the decision maker. Above
two work for me
D. I’m often asked to join above
three in meetings. My input
matters (Influencer)
E. I don’t know what I’m doing
here.. My boss wanted me to
visit this show
A. B. C. D. E.
37%
21%
5%
16%
21%

8. AUDIENCE VOTE
Have you ever implemented an Event
App at any of your events?
A.Yes
B.No
A. B.
58%
42%

9. AUDIENCE VOTE
Would you propose an Event App for
your next event?
A. Definitely Yes! I understand the
benefits
B. Why not! It’s the buzz word of
the event industry
C. Convince me, and I will (I’m
willing to allocate budget)
D. I’m not sure! I have a limited
budget (not sure about ROI)
E. No! I had a frustrating
experience implementing it in
the past A. B. C. D. E.
45%
15%
0%
10%
30%

10. THE STATE OF EVENT APPS
WHERE ARE WE NOW?
RESEARCH FINDINGSWHERE ARE WE NOW?
www.eventmanagerblog.com

11. THE STATE OF EVENT APPS
RESEARCH FINDINGSWHERE ARE WE NOW?
59% UNCERTAIN
Majority not using
or understanding the value
The number does
not correlatedo not use/ implement
Future intention!!

12. THE STATE OF EVENT APPS
RESEARCH FINDINGSWHERE ARE WE NOW?
TOP OBJECTIVES?
Why still unsure?
Increasing engagement levels!
Only 33% reported
50% or more attendees actually use the app
- Unclear Objectives + Lack of Measurement
- Frustrating experiences
(Setup Time, Downloads, Usage)
Vast majority of apps go unused

13. AUDIENCE VOTE
www.eventmobi.com/MEES15
A. I have used the
app
B. I know about the
app but haven’t
used it yet
C. What? there’s an
official app for
this event?
A. B. C.
9%
27%
64%

14. THE STATE OF EVENT APPS
RESEARCH FINDINGSWHERE ARE WE NOW?
EVENT PROFS WANT
Push notifications
Feedback
Attendee Matchmaking
Online Registration
Onsite Reg / check-in
TOP 5
FEATURES
OFFERED BY SUPPLIERS
Push notifications
Feedback
Sponsors Banners
Exhibitor / Speaker Profiles
Native App development

15. AUDIENCE VOTE
What would be your TOP 3 preferred
features in an event app? (Select any 3)
A. Push notifications
B. Audience Feedback
C. Attendee Matchmaking
D. Registration and Check-in
E. Sponsors Banners
F. Exhibitor / Speaker Profiles
G. Native App development
A. B. C. D. E. F. G.
23%
27%
13%
2%
5%
14%
16%

16. THE STATE OF EVENT APPS
RESEARCH FINDINGSWHERE ARE WE NOW?
Price & Cost
App Provider Location
Web Vs. Native
Features
App Provider Credentials
5 KEY FACTORS
Influencing Event Planners
in using an Event App

17. DO YOU NEED AN EVENT APP?
Choices are often influenced
Fashion and Peer pressure
No thoughtful analysis
> Disappointing results
> Low ROI
Distrust in the real value of
technology
> Affects your next event

18. DO YOU NEED AN EVENT APP?
Attendees are becoming quite demanding
of technology at events
THEY EXPECT MORE!!
“Excuse me, what’s the WIFI password?”
What we need to understand..
Technology is just a medium
to reach and engage our attendees
Wrong premise = Disappointing
end results

19. AUDIENCE VOTE
What would be your Top 2 reasons to
go for an event app? (Select any 2)
A. I can make last-minute
changes
B. It increases attendee
interaction
C. It elevates our brand
D. It’s eco-friendly + We save
money on printing, shipping
E. I can sell dynamic sponsor
banners
F. Everyone else has one
G. Our attendees expect it
A. B. C. D. E. F. G.
14%
42%
22%
0%
3%
11%
8%

20. DO YOU NEED AN EVENT APP?
WEEK ASSUMPTIONS:
A competitor is using an app
My colleague told me that apps are cool
I read somewhere "apps are the next big thing”
INCORRECT NEED:
An app will make my event successful
I will finally sell more tickets by having an app
We will be perceived as high-tech and edgy

21. DO YOU NEED AN EVENT APP?
LACK OF MEASUREMENT
AND CLEAR OBJECTIVES
Not sure what it will bring but it will be positive
Success means everybody is happy
COGNITIVE DISSONANCE
Low uptake
Negative feedback
Lack of app awareness among the audience

22. DO YOU NEED AN EVENT APP?
NEGATIVE ATTITUDE TOWARDS
TECHNOLOGY
Apps are such a waste of time
We spent a lot of money and ROI was zero
Better to do things like we always do

23. AUDIENCE VOTE
How difficult is it for you to secure
budget for a new event technology
tool?
A.Not Difficult
B.Somewhat difficult
C.Very Difficult
A. B. C.
32%
21%
47%

24. HOW EVENT PLANNERS SELECT AND USE APPS
ADOPTION
Early Engagement
Start soon, Launch Early
Incentivize
USAGE
So they’ve downloaded your app! Not enough
Increasing the Use and Engagement
Notifications and Alerts -Make them count!
Beacon hotspots

25. AUDIENCE VOTE
Adoption -Do you believe you’re doing
everything you can to promote your
event app?
A.Yes
B.No
C.Not Sure!
A. B. C.
17%
44%
39%

26. HOW EVENT PLANNERS SELECT AND USE APPS
MAXIMIZING SPONSOR ENGAGEMENT
Be creative: Selling positioning and real estate on
an app is not enough
Create funny and clever ways to connect
attendees and sponsor (Where is bill?)
USE ADVANCED FEATURES TO DELIVER
VALUE
Create meaningful experiences
Spend time with your app provider
Gamification, iBeacons, Attendee Matchmaking

27. WHY DEVELOP AN APP SELECTION STRATEGY?
WRITTEN STRATEGY = PLAYBOOK
Outlines:
Event objectives
How the app fits event framework
Elements of RFP
MOBILE STRATEGY helps identify and unify
all stakeholders
Not Effective without: Context, Planning, Content,
Promotion, Staff Participation, Technical Support,
Processes, Integration

28. 30 QUESTIONS
TO ANSWER IN AN EVENT
APP SELECTION STRATEGY

29. 1. What are the organization and event objectives that the
event app should address?
2. What is the technology profile of users?
(Tech savvy, Old School, Apple, Android, Windows, Blackberry, multiple devices)
3. Who are the app users? (organizer, attendees, exhibitors, sponsors)
What are their specific requirements?
4. What portions of the event life cycle should the app cover?
(pre-event, during-event, post-event)
5. What is the promotional plan for marketing the app to
users?

30. 6. What are the metrics for the app to be considered as a
success?
7. What content should the app feature?
(exhibitor directory, sponsor assets, advertising)
8. Which departments/personnel should be assigned to
manage the app? (App promotion, deployment, customer service, data and
content)
9. Who should provide technical assistance and how should
it be made available to users?
10.With which other databases and platforms should the app
integrate? (registration, membership, content management system, event
website, social media)

31. 11.What is the budget for the app and execution of the
mobile strategy?
12.How will the app address cellular and wireless issues in
the event venue?
13.What are branding guidelines for the app?
14.Will the app be required for multiple events?
15.What is the internal process for distributing real-time
updates, push notifications, or text messages?

32. 16. What are the data security and privacy thresholds for an
event mobile app?
17. What are the legal and copyright issues that need to be
addressed in the app?
18. What other resources need to be in place for a gaming
feature? (checkpoints, props, instructions, rules, scanners, social media)
19. What is the game strategy to be employed by the app?
20. Where and how should users charge their devices on
site?

33. 21. On what devices and platforms should the app work?
22. What is the crisis back-up plan in the event of an app
failure?
23. Should the app function without WiFi? Offline access?
24. What is the schedule for developing, promoting, and
deploying the app?
25. How does the organization want the app data delivered
back to them?
(i.e. format, dashboards, real-time reports, exportable files, Excel
spreadsheets)

34. 26. What is the organization’s policy regarding app data,
features and technologies?
(Privacy & Security policies, Terms of Use, Attendee info sharing)
27. Should the users be able to define and connect their
social media profiles in the app? Social sharing?
28. How will the organization use the data that is collected
by the event mobile app?
29. Should the app be Beacon compatible?
30. Should the app be password protected?

35. AUDIENCE VOTE
Do you use a formal “Request for
Proposal” document when selecting an
event app?
A.Yes! always.
B.Yes! sometimes,
depends on the
scale of events and
required features
C.I don’t use it
A. B. C.
0% 0%0%
10

36. CREATING THE PERFECT RFP: BEST PRACTICES
ASK BENEFIT-DRIVEN QUESTIONS:
Do you have push notifications?
How can organizers communicate with attendees
through the app?
Are you offering a native app or a web app?
What technology do you use to power your
technology? Why?
Do you offer banner ad space?
What are the sponsorship opportunities available in
the app?

37. CREATING THE PERFECT RFP: BEST PRACTICES
Consider Excel spreadsheets / List Questions (Ask
vendor to fill)
Less time to build app VS. More time to fill RFP.
(low-cost, self-service apps)
‘Must have’ features: Ask for those first.
It may help to narrow the field of qualified
candidates down more quickly

38. CREATING THE PERFECT RFP: BEST PRACTICES
Phone conversation / Technical Demo (collect initial
information) + RFI
Use the app at an event / Ask for TRIAL App
Involve multiple internal departments in the
selection process
Synchronize the app development cycle with the
event cycle

39. CREATING THE PERFECT RFP: BEST PRACTICES
Ask for sample reports.
What is included in the price?
What is considered a customization?
Vendor’s partners to provide additional
functionality? iBeacons, Geolocation etc.
Determine responsibilities (organizer and vendor).

41. Audience
zamir@audiencealive.com www.audiencealive.com

42. Please return the
voting keypads before
leaving the room