This document discusses how event planners and vendors can work together to create exceptional experiences through event technology. It outlines the responsibilities of planners and vendors in engaging key stakeholders like attendees, sponsors, exhibitors, and speakers. It also discusses how technology can be leveraged at different stages of the event cycle, focusing on tools available during events. Finally, it presents a case study of how integrated event apps helped a conference planner address challenges by meeting requirements like communicating schedule changes in real-time and managing staff.

1. Driving Engagement
with Event Tech
How Planners and Vendors Can Work
Together to Create Exceptional Experiences
Michael Doane
Marketing Manager
CadmiumCD

2. Story of Two
Monks
Image Source: www.pexels.com

3. The Client-Vendor Contract

4. Who am I?
Michael Doane
– Marketing Manager CadmiumCD
– Writer on Event Tech
– Heavy Industry Involvement

5. Session Overview & Goals
• Vendor and Planner Responsibilities
• Technology & the Event Cycle
• Crossing the River
• The Vendor-Client Contract

6. Vendor and Planner Responsibilities:
Stakeholder Engagement

7. Attendees

8. 1. Attendee Engagement
Communicate available
options
Best practices
Templates (email, flyer,
social media, signage)
Technical requirements
Promote to attendees in
advance and onsite
Make it easy
Think through logistics
Incentivize engagement
(gamification, exclusive
content, credits)
Vendors Planners

9. Sponsors/Exhibitors

10. 2. Sponsor & Exhibitor Engagement
Provide data to showcase
ROI
Communicate opportunities
(sponsorship, promoted
listing, advertising,
gamification, native
content, video)
Communicate opportunities
and value
Engage with attendees in
real time
Analyze data and share ROI
Vendors Planners

11. Speakers

12. Speaker Engagement
Set up software and other
tech tools
Provide support to guide
speaker through
submission processes
Deliver resources on
product usage
Provide training and
coaching
Provide resources and
logistical info
Communicate
opportunities to publishing
content
Vendors Planners

13. 4. The Most Important
Stakeholder???

14. The Conference Staff!!!

15. Staff Engagement
Set up and
implementation
Training
Timelines
Best Practices
Support
Getting staff buy-in and
driving adoption
Training staff on tools
available
Getting multiple vendors to
collaborate
Vendors Planners

16. Technology & The Event Cycle

17. With the four stakeholders in
mind…
• Talk with the person next to you for two
minutes:
– Choose one of the 4 stakeholders.
– Consider one part of the event cycle:
before, during, or after the event.
– Think of a tech tool available to your
stakeholder during that stage.
– Discuss planner and vendor
responsibilities for implementing that tool.

18. Tech Tools:
Before, During, and After the Event

19. Today... Let’s focus on
During the Event

20. Crossing the
River
Image Source: www.pexels.com

21. Event apps have
become a commodity.

22. What does this mean for
our stakeholders?

23. Attendees get all the coolest tools.
Image Source: http://mentalfloss.com/article/72995/isaac-asimov-radio-shack-pitchman

24. Exhibitors get all the exposure.
Image Source: blog.marketo.com

25. Speakers get to deliver awesome
sessions.
Image Source: www.dilbert.com/

26. Because of this…
• “Event apps are one of the most
exciting areas of event technology, once
again with the biggest potential to
disrupt events.”
– Julius Solaris, editor of Event Manager
Blog
Source: www.eventmanagerblog.com/event-app-bible/

27. What about the meeting
planner and staff?

28. 7 Cool Onsite Tech
Tools for Meeting
Planners & Their Staff

29. Walkie-Talkies

30. USB Drives

31. The Conference Binder

32. Wait a minute...
What’s going on
here???

33. Image Source: www.pexels.com
The Cobbler’s
Children

34. Case Study:
Let’s talk WVC…

35. Tracy Covert:
WVC Digital
Assets Manager
and SUPER
PLANNER

36. Communicating
Schedule & Content Changes
PROBLEM #1

37. Reacting to the Unexpected In
Real-Time
PROBLEM #2

38. Managing Staff, Vendors,
Volunteers, & Other Stakeholders
PROBLEM #3

39. The Solution?

40. Event Apps Potential to Disrupt
Events… Again

41. WVC Requirements
• Built into same app attendees use.
• Integrated with pre-conference
software.
• Syncs with attendee tools like digital
signage.
• Connects with speaker ready room and
audience response.

42. The Integrated Conference
Seamless user experience.
Augmented functionality.

43. Communicating
Schedule & Content Changes
SOLUTION #1

45. Reacting to the Unexpected In
Real-Time
SOLUTION #2

46. Training Progress

47. Managing Staff, Vendors,
Volunteers, & Other Stakeholders
SOLUTION #3

48. Training Progress

50. Were all the
requirements
met?

51. Built into same app
attendees use?
REQUIREMENT:

52. Built into same app attendees use. ✓

53. Integrated with event
management software?
REQUIREMENT:

54. Integrated with
event management software. ✓

55. Syncs with attendee tools
like digital signage?
REQUIREMENT:

56. Syncs with attendee tools like
digital signage. ✓
Signs in the Hall

57. Syncs with attendee tools like
digital signage. ✓

58. Syncs with attendee tools like
digital signage. ✓

59. Syncs with attendee tools like
digital signage. ✓

60. Syncs with attendee tools like
digital signage. ✓

61. Syncs with attendee tools like
digital signage. ✓
WVC Schedule-at-a-Glance

62. Syncs with attendee tools like
digital signage. ✓
WVC Onsite Digital Signs

63. Connects with speaker
ready room?
REQUIREMENT:

65. Connects with speaker ready room. ✓

66. Speaker Ready Room

67. Connects with speaker ready room. ✓

68. Speaker Ready Room

69. Speaker Ready Room

70. Connects with audience
response?
REQUIREMENT:

71. Connects with audience response. ✓

72. The
Vendor-Client
Contract
Image Source: www.pexels.com

73. Pre-Show Preparation

74. Pre-Show Preparation
• WVC worked w/ vendors on timelines
• CadmiumCD acted as speaker liaison
for those interested in ARS and set up
speaker tasks for WVC
• GES installed PowerPoint plugin on all
AV computers and tested SRR
equipment

75. During the Presentation

76. During the Presentations
Room Prep
Took time each morning to visit the
presentation rooms and test at least
one polling slide if applicable and set
up iPad stand.

77. During the Presentations
During the Sessions
Depending speaker preference and
comfort level, we sat at moderator
tables and acted as liaisons or sat in
the audience to monitor polls and
questions.

78. The Speaker View

79. The Attendee View

80. During the Presentations
When the Presentation Ended
Quick debrief and thank you to speaker
for participating – more results to be
sent to them post show.

81. Post-Presentation

82. Post-Presentation
• Removed ARS equipment from rooms
• Assisted speakers with Boost Speaker
Resources “Question” section
• Prep for next day, confirming speakers
• Provided app support to attendees

83. The Outcome?

87. The Outcome
• Vendors worked together well
• Meeting planners had resources they
needed
• Speakers and attendees were happy

88. Try It Yourself
• Search “WVC 2017” in the Apple App or
Google Play Stores
• Download the app and test the different
experiences:
– Meeting Planner Experience
– Speaker Experience
– Staff Member Experience
– Vendor Experience
• See me for login details.

89. Michael Doane
Marketing Manager
CadmiumCD
Questions? Comments?
Michael Doane
Marketing Manager, CadmiumCD
michael@cadmiumcd.com
443-640-6940