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Meetings Technology echnology EXPO One Day. One Focus. The Learning Event of the Year.

May 22, 2008 Navy Pier • Chicago, IL Meetings Technology Expo. 150 W. 51st St., Suite 1219. New York, NY 10019. Phone: 212-956-4720 Email: info@meetingstechexpo.com


DIRECTOR’S NOTE Greetings, It is my pleasure to welcome you to our 3rd Annual Meetings Technology Expo Chicago. You are a part of a select ensemble of meeting professionals, technology suppliers and industry-leading technology experts dedicated advancing your professional career and to making our industry more efficient and productive through the use of cutting-edge meeting technologies. Please enjoy the educational sessions, exhibit hall and tech demos, and networking opportunities with your peers. The MTE program is designed to provide you with technology guidance and insight to further assist you in evaluating the right technology solution for your business. And while today’s program truly offers you interactive educational opportunities on the latest advances in tools that will ultimately save you time and money, rest assured that future editions of the Meetings Technology Expo will evolve as quickly as technology does, making sure you are always ahead of the curve. Thank you for being a part of the show!

Paul Paone Executive Director Meetings Technology Expo

TABLE OF CONTENTS General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Event Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Educational Sessions • eRFPs/Site Selection Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 • Networking/Matchmaking Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14 • Security Issues and Meetings Technology . . . . . . . . . . . . . . . . . . . . . . . .24 • Strategic Meetings Management Part I . . . . . . . . . . . . . . . . . . . . . . . . . .32 • Audience Polling/Response Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42 • Event Marketing Tech Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52 • Attendee Management Registration-Intermediate . . . . . . . . . . . . . . . .60 • Web Meeting Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68 • Webcasting/Videoconferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78 • Attendee Management Registration-Advanced . . . . . . . . . . . . . . . . . . .86 • Database Management Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96 • Tradeshow Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

• Strategic Meetings Management Part II . . . . . . . . . . . . . . . . . . . . . . . .112 • RFID Lead Retrieval/ Attendance Verification Tools . . . . . . . . . . . . . . .122 • Housing/Room Block Management . . . . . . . . . . . . . . . . . . . . . . . . . . . .132 • The APEX Toolbox: Bringing Standards to Event Management . . . . . .140 • Online Travel Systems for Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . .150 • Audio Visual Products & Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158

Tech Demos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164 Case Studies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166 Exhibitor Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176 Exhibitor By Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182 Exhibitor By Alpha & Booth . . . . . . . . . . . . . . . . . . . . . . . . . . .185 At-Show Deals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186 Floor Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187 Event Sponsors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .188

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GENERAL INFORMATION SEMINAR CONTENT Please Note: The Meetings Technology Expo assumes no responsibility for comments expressed by the educational presenters, nor does it accept responsibility for the content or reprinting of any materials used or handed out during the presentations.

SHOW REGULATIONS This is a trade-only event and is only open to qualified members of the trade. All participants must wear their name badges at all times. No one under the age of 18 will be admitted to the exhibit hall or tutorial sessions. Photography in the exhibit hall is not permitted without prior approval of show management or the firm whose booth is being photographed.

SESSION SEATING There is no assigned seating in the educational session rooms or the technology demos. The roundtable discussion seats, however, are reserved for registered attendees.

CONFERENCE MEALS & RECEPTION Breakfast, 7:30 am – 9:30 am, Foyer Outside Meeting Rooms Lunch, 12:00 pm – 1:30 pm, Exhibit Hall Coffee Breaks, 3:15 Foyer Cocktail Reception: 5:30 pm – 7:00 pm, Foyer Outside Meeting Rooms

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TOTE BAGS AND SHOW DIRECTORY A tote bag is available for all Meetings Technology Expo attendees. All participants are entitled to one copy of the show directory.

SHOW MANAGEMENT Paul Paone Executive Director 212-956-4720 ppaone@meetingstechexpo.com

ART & DESIGN Eric Wong Art Director 718-288-2984 ewong@meetingstechexpo.com

1-ON-1 APPOINTMENTS These appointments take place in exhibit booths and were arranged pre-show. If you are interested in setting up an appointment with a vendor on-site, you may do so by coordinating with either the exhibiting company representative or with show management.

UNAUTHORIZED SOLICITATIONS Solicitations of business on the premises of the exhibition hall by anyone other than Meetings Technology Expo exhibitors are strictly prohibited. Please report any such occurrences to show management immediately. Violators will be asked to leave the event.


AGENDA Thursday, May 22nd

Tech Demos 12:20 PM – 2:00 PM

7:30 AM Show Opens

12:20 PM– 12:40 PM • Passkey & Ungerboeck Systems International

7:30 AM - 9:30 AM Breakfast

12:40 pm – 1:00 pm • RegOnline & Expocad

8:00 - 9:00 AM Concurrent Sessions

1:00 pm – 1:20 pm • a2z, Inc. & Certain Software

• eRFPs/Site Selection Tools • Networking/Matchmaking Systems • Security Issues in Meetings Technology

1:20 pm – 1:40 pm • Acteva & Spotme

9:15 - 10:15 AM Concurrent Sessions

1:40 pm – 2:00 pm • WingateWeb & MSInteractive

• Strategic Meetings Management Part I • Audience Polling/Response Tools • Event Marketing Tech Tools

2:30 - 3:30 PM Concurrent Sessions

10:30 - 11:30 AM Concurrent Sessions

• Attendee Management–Registration-Advanced • Database Management Tools • Tradeshow Tools

• Attendee Management–Registration-Intermediate • Web Meeting Tools • Web Casting/ Video Conferencing

3:30 - 4:30 Concurrent Sessions

10:00 AM - 3:30 PM Exhibit Hall Hours

• Strategic Meetings Management Part II • Lead Retrieval/ Attendance Verification Tools • Housing/Room Block Management

12:00 - 1:30 PM Lunch

4:30 - 5:30 PM Concurrent Sessions

12:00 - 12:30 PM Lunch-Roundtable Discussions

• The APEX Toolbox: Bringing Standards to Event Management • Online Travel Systems for Meetings • Audio Visual Products & Services

5:30 PM - 7:00 PM Cocktail Reception Meetings Technology Expo 2008, Chicago

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TECHNOLOGY GUIDELINES 8:00 AM - 9:00 AM ERFPS/SITE SELECTION TOOLS

Room B GREG WHITAKER SIX SIGMA GREEN BELT, PRICEWATERHOUSECOOPERS MEETING & EVENT SERVICES PROJECT MANAGER

ROLE OF ERFPS/SITE SELECTION TOOLS IN THE MEETINGS INDUSTRY Online site-selection/request for proposal systems can digitize highly paper-intensive tasks with substantial savings in time and efficiency. Find the right property for your next meeting and send specs based on your needs. These tools free up your resources to focus more on value-added activities in addition to helping you comply with Sarbanes-Oxley standards of document retention and selecting suppliers fairly.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Maximum flexibility in customizing eRFPs • Extensive vendor database with flexible filters and options • Global reach • Hotel/supplier buy-in to using the technology • Web services for integration with other systems • Stable technology provider with track record • Strong customer service and experienced project managers

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TECHNOLOGY GUIDELINES ERFPS/SITE SELECTION TOOLS TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Recognize when a technology company says they can do it all - they can’t • Understand pricing structure as there are many models • Avoid suppliers who will not provide you with service level agreements or statistics of their down time

PRICING STRUCTURES • Pricing differs by supplier. • Hotels assume the pricing for their websites. • “Free” sites are paid for by advertising. • Commission-based: 5-10% charged to hotels • Incorporated in overall technology provider agreement

TECHNOLOGY IMPLEMENTATION Conduct a gap analysis to clearly understand what features will work in your environment and what you may be missing. Ask the supplier for a strong project manager to work with you and your environment. Make sure they will supply training to your hoteliers and your sourcing team. Create a communications and change management plan that coincides with your project plan.

TECHNOLOGY INTEGRATION Involve your IT department as a stakeholder at the beginning of the selection process to understand their concerns and requirements. Ensure that the supplier has an open architecture and web services for integration with other suppliers. Develop a service level agreement and require that your technology supplier has consistent, available account management for your implementation.

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PRESENTATION ERFPS/SITE SELECTION TOOLS

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PRESENTATION ERFPS/SITE SELECTION TOOLS

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Meetings Technology Expo 2008 Chicago

11


PRESENTATION ERFPS/SITE SELECTION TOOLS

12

Meetings Technology Expo 2008, Chicago

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TECHNOLOGY GUIDELINES 8:00 AM - 9:00 AM NETWORKING/MATCHMAKING SYSTEMS

Room C MICHAEL HATCH SR. VP OF MARKETING AND SALES, A2Z, INC.

ROLE OF NETWORKING/MATCHMAKING SYSTEMS IN THE MEETINGS INDUSTRY Meetings industry is all about connecting people and information. Networking has been an inherent part of tradeshows and conferences, along with education, marketing and sales. New technologies and solutions allow this networking to be automated, regulated and streamlined.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Integration with systems like Registration, AMS and CRM • Easy-to-use interfaces for participants and administrators • Multi-year and multi-event systems with adaptive behavioral learning • Appointment scheduling and privacy options at individual user level with multiple levels of opt-out • Real-time, secure systems

14

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES NETWORKING/MATCHMAKING SYSTEMS TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Outsourcing data ownership • Outsourcing customer relationship and ownership • Selecting rigid, inflexible, out-of the-box systems that can not be configured to work with your business processes • Selecting stand-alone, single-event systems • Selecting systems that are not real-time

TECHNOLOGY PRICING STRUCTURES • Pricing based on number of users • Fixed price • Set-up plus ongoing service fee

TECHNOLOGY IMPLEMENTATION • Application Service Provider (ASP) vs. Product Model • Year-around vs. short-term set up • Integrated with event management system vs. stand-alone

Meetings Technology Expo 2008, Chicago

15


PRESENTATION NETWORKING/MATCHMAKING SYSTEMS

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Meetings Technology Expo 2008, Chicago


PRESENTATION NETWORKING/MATCHMAKING SYSTEMS

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Meetings Technology Expo 2008, Chicago

17


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Meetings Technology Expo 2008, Chicago


PRESENTATION NETWORKING/MATCHMAKING SYSTEMS

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Meetings Technology Expo 2008, Chicago

19


PRESENTATION NETWORKING/MATCHMAKING SYSTEMS

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Meetings Technology Expo 2008, Chicago


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Meetings Technology Expo 2008, Chicago

21


PRESENTATION NETWORKING/MATCHMAKING SYSTEMS

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Meetings Technology Expo 2008, Chicago


PRESENTATION NETWORKING/MATCHMAKING SYSTEMS .

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Meetings Technology Expo 2008, Chicago

23


TECHNOLOGY GUIDELINES 8:00 AM - 9:00 AM SECURITY ISSUES IN MEETINGS TECHNOLOGY

Room A

RICK BORRY PhD CHIEF SOFTWARE ARCHITECT CERTAIN SOFTWARE, INC.

ROLE OF SECURITY ISSUES IN MEETINGS TECHNOLOGY IN THE MEETINGS INDUSTRY "Information security touches all aspects of meeting technology, from data collection, to data transfer, to data storage. Security breaches can result in bad publicity, loss of customer trust, legal action, and financial loss."

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION "If you take credit cards over the internet, you need to follow Payment Card Industry (PCI) standards. Avoiding hefty penalties for non-compliance have long been in the realm of large ecommerce players, such as eBay and Amazon, but now the fines apply to providers who take credit cards for meetings. Many industries are regulated by specific laws, such as HIPPA for health care, GLBA for financial institutions, FERPA for educational institu-

24

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES tions, and FIPS 140-2 for U.S. federal government agencies. This session will provide some light on this alphabet soup of regulation and what meeting planners need to know."

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION "Meeting planners cannot avoid security issues, but they shouldn’t overpay for exotic solutions. We will review simple security measures that all users should take, such as using and changing passwords, securing laptops and data devices, and encrypting wi-fi networks. When evaluating any technology, meeting professionals should ask the vendor specific questions about their security policy, past responses to data loss, and independent audits of compliance to standards. Avoid any vendor who cannot answer these questions with enough confidence to gain your trust."

TECHNOLOGY PRICING STRUCTURES "Many security measures have no additional costs, but require meeting planners to use these features in existing technology. Other security measures, such as cable locks and data destruction policies, cost very little relative to the financial damage that could occur with a security breach. On the other hand, independent audits to certify compliance with security standards such as PCI can cost tens of thousands of dollars."

TECHNOLOGY IMPLEMENTATION "Most basic security measures can be implemented within a matter of days, as long as meeting planners are willing to change their business practices with security in mind. Obtaining compliance certification can require months of dedicated effort in order to meet the data security standards."

TECHNOLOGY INTEGRATION "Security features should be built-in to any technology that touches confidential data. In addition, meeting planners must design their business practices and safeguards with data security in mind."

Meetings Technology Expo 2008, Chicago

25


PRESENTATION SECURITY ISSUES IN MEETINGS TECHNOLOGY

26

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Meetings Technology Expo 2008, Chicago


PRESENTATION SECURITY ISSUES IN MEETINGS TECHNOLOGY

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27


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Meetings Technology Expo 2008, Chicago


PRESENTATION SECURITY ISSUES IN MEETINGS TECHNOLOGY

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Meetings Technology Expo 2008, Chicago

29


PRESENTATION SECURITY ISSUES IN MEETINGS TECHNOLOGY

30

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Meetings Technology Expo 2008, Chicago


PRESENTATION SECURITY ISSUES IN MEETINGS TECHNOLOGY

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Meetings Technology Expo 2008, Chicago

31


TECHNOLOGY GUIDELINES 9:15 AM - 10:15 AM STRATEGIC MEETINGS MANAGEMENT PART I

Room A KARIN MILLIMAN KARIN MILLIMAN, SENIOR MEETING MANAGER, MEETING AND EVENTS SERVICES DEPARTMENT, PRICEWATERHOUSECOOPERS LLP

ROLE OF STRATEGIC MEETINGS MANAGEMENT IN THE MEETINGS INDUSTRY Technology plays a heavy role in all aspects of a Strategic Meetings Management Program. Technology is the enabler to success and can automate processes, facilitate knowledge sharing, eliminate paperwork, ensure retention and deliver efficiencies.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION Before considering any technology, an organization must map out the a) current process and b) to-be process to understand where and how technology is currently being used and could potentially be used in the future. Consider using web services for meeting/event sourcing and planning.

32

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES STRATEGIC MEETINGS MANAGEMENT PART I In-house developers are not experts in meeting planning processes or the current ever-changing hospitality environment. Conduct a cost and service comparison of full featured products. Decision factors include: • Build vs. buy • Meets internal IT standards • Compatibility with existing systems • Scalability and deployment • Branding flexibility • User experience and customer service • Financial viability of the technology provider • Comprehensive functionality and scope

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION Ask for similar size, similar industry references from technology suppliers. Ensure that your technology provider will meet your custom requirements in a timely manner. Ask them for upgrade/patch timelines and the potential implications of those upgrades. Learn about all the competitors in the industry as one day they may be a merged company and it is wise to know the best products from each supplier. Then, choose the one that best fits your requirements.

TECHNOLOGY PRICING STRUCTURES Pricing varies greatly among the vendors, features and services as well as the scope of use by the buyer.

TECHNOLOGY IMPLEMENTATION • Determine your meeting spend and data available today. • Speak to your stakeholders (especially IT), sourcers and planners to understand what processes must be automated first. As mentioned before, make sure the organization has documented thorough process maps for each step. • Brainstorm and create a list of features. • Conduct a Request for Information or Request for Proposal. • Evaluate the proposals and conduct interviews with the suppliers.

TECHNOLOGY INTEGRATION • Develop a comprehensive project plan with the supplier, stakeholders, sourcers and planners. • Add more time to the projected end date as it always takes longer than you think it will. • Ask a communications expert and/or change management expert to be a part of your project team. • Communicate and educate often. • Do beta-testing. • Do pilots. • Evaluate and correct any flaws in process or technology. • Go live. • Celebrate! and report savings and efficiencies often and to anyone who will listen.

Meetings Technology Expo 2008, Chicago

33


PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I

34

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PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I .

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Meetings Technology Expo 2008, Chicago

35


PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I

36

Meetings Technology Expo 2008, Chicago

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PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I .

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Meetings Technology Expo 2008, Chicago

37


PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I

38

Meetings Technology Expo 2008, Chicago

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PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I .

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Meetings Technology Expo 2008, Chicago

39


PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I

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Meetings Technology Expo 2008, Chicago


PRESENTATION

STRATEGIC MEETINGS MANAGEMENT PART I

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Meetings Technology Expo 2008, Chicago

41


TECHNOLOGY GUIDELINES 9:15 AM - 10:15 AM AUDIENCE POLLING/RESPONSE TOOLS

Room C ERIC ALZUHN MSINTERACTIVE

SESSION DESCRIPTION Do you “talk to” your audience or “interact with” them? Give your audience a voice and keep them engaged like never before! During this hands-on, interactive discussion, find out what ARS is, what it isn't and how the solution can be integrated to create truly engaging events. While you already know that ARS is a great tool to gather audience feedback on things like speaker evaluations, event logistics and overall comprehension, we'll teach you how ARS can do so much more.

ROLE OF AUDIENCE POLLING/RESPONSE TOOLS IN THE MEETINGS INDUSTRY Most meetings and events involve speakers and presenters “talking to” audience members for hours on end. The audience can only retain so much and keep their attention focused for so long before you start to lose them to their PDA’s and that darned free WiFi. Creating interactive meetings and events by integrating audience response allows speakers and presenters to instead “interact with” their audience and create a more engaging, valuable and memorable experience for all involved. And by learning what each audience really thinks on topics important and relevant to each event, organizers can much more clearly measure their all important Return on Objectives.

42

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES AUDIENCE POLLING/RESPONSE TOOLS MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION Most importantly, you must first be clear on what your objectives are. As with any tool, the integration of an audience response solution must enhance the value of the meeting or event and not just be a “nice to have.” You then want to look for a partner who has extensive meeting and event experience and not just a technology provider. Anyone can hook up a system and make it run, but your attendees need to be engaged through the execution of a well developed audience participation strategy.

TECHNOLOGY PRICING STRUCTURES As with any service, pricing varies greatly based on scope. An integrated audience response solution for your meetings and events can range anywhere from $5,000 to $100,000 or more. Pricing is based on: • Event size • Duration • Location • Number of sessions • Number of attendees • Services required to meet your objectives

TECHNOLOGY IMPLEMENTATION AND ITEMS TO AVOID WHEN EVALUATING THIS INTEGRATION TECHNOLOGY SOLUTION Avoid over-using audience response and making your audience feel like it’s being forced on them. Avoid simply “tacking on” questions at the last minute rather then integrating audience response into your session(s). Avoid being boring - distributing technology to your audience and getting them involved should be an exciting and fun experience for all involved. But again, experience is key. You must work with a partner that knows what it takes to create and execute an engaging and inspiring event.

You will want a full-service audience response company that can work with you from conception through execution. It will need to be determined what the type(s) of audience response is needed (i.e. Q&A, surveys, games, etc.) and your session(s) will then be built into the software. Onsite, your partner will provide hand-held input devices to all attendees and will coordinate with local audio/visual providers to supply everything needed to display questions to your audience, collect their responses and when appropriate, display answers back for all to see and discuss. Following the event, you will want to have a clear plan for the delivery of your results which can range from graphs, data tables and raw data files to jpegs, PDF’s and PowerPoint slides.

Meetings Technology Expo 2008, Chicago

43


PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS

44

Meetings Technology Expo 2008, Chicago

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Meetings Technology Expo 2008, Chicago

45


PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS

46

Meetings Technology Expo 2008, Chicago

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PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS .

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Meetings Technology Expo 2008, Chicago

47


PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS

48

Meetings Technology Expo 2008, Chicago

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PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS .

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Meetings Technology Expo 2008, Chicago

49


PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS

50

Meetings Technology Expo 2008, Chicago

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PRESENTATION AUDIENCE POLLING/RESPONSE TOOLS .

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Meetings Technology Expo 2008, Chicago

51


TECHNOLOGY GUIDELINE 9:15 AM - 10:15 AM EVENT MARKETING TECH TOOLS

Room B ED LEMIRE EXECUTIVE VICE PRESIDENT MARKETING, ACTEVA

ROLE OF EVENT MARKETING TECH TOOLS IN THE MEETINGS INDUSTRY Event marketing is the main vehicle for getting people to attend your event.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION The technology has changed, but the fundamentals have not. Define your audience, understand their needs, deliver the right message at the right time, and engage prospects and attendees in a way that is relevant to them. An integrated event marketing approach that provides a consistent message across multiple communication channels will yield the best results.

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION It’s not about technology. Technology tools are there to help you execute an effective event marketing and communications plan. Avoid large upfront investments in software and servers. Many powerful applications are now available under a model called SaaS –

52

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINE EVENT MARKETING TECH TOOLS Software as a Service. This pay-as-you go approach means that you only use the technology you need and won’t have to pay for expensive installations, maintenance or upgrades. Also, be wary of long-term contracts!

TECHNOLOGY PRICING STRUCTURES Pay-as-you-go is the way to go! Pricing varies. If you use a hosted email marketing tool then you might expect to pay around $.01 to $.03 per email sent.

TECHNOLOGY IMPLEMENTATION Electronic marketing channels such as email and online registration require less time than direct mail, radio and TV. Every marketing program has its own structure and timeline. Create a timeline and vet it with your vendors. Tie everything back to your registration system. Set goals for how many registrants you’d like to have recorded by specific dates. Tally your registration data on a weekly basis.

TECHNOLOGY INTEGRATION Some online registration systems bundle email marketing right into the event registration tool itself. Online Event Registration Systems usually charge an event activation fee, a fee per registration as well as credit card company fees (typically 2.5% to 3.5%).

Integrated campaigns that reach prospects through multiple mediums will yield the best results. Keep your message and branding consistent across multiple channels. Link to your event registration page from:

Renting a list? Depending on the quality and freshness of the list, you might expect to pay $.03 to $.30 per database contact. Interested in doing a direct postal mail campaign, a short run Direct Mail Postcard can be sent out for anywhere between $.30 to $1.50 per piece, including postage.

• Your main web site • Partner web sites • Email, Direct Mail, Print and other media • “Event Posting Sites” • Everywhere your prospective attendees might see it!

Meetings Technology Expo 2008, Chicago

53


PRESENTATION EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Chicago

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PRESENTATION EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Chicago

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Meetings Technology Expo 2008, Chicago


PRESENTATION EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Chicago

59


TECHNOLOGY GUIDELINES 10:30 AM - 11:30 AM ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE

Room A BILL FLAGG PRESIDENT, REGONLINE

ROLE OF ATTENDEE MANAGEMENTREGISTRATION-INTERMEDIATE IN THE MEETINGS INDUSTRY Web-based registrations systems have had the single biggest impact in terms of cutting workload and increasing the success of events, than the industry have ever seen. Organizations that have recently adopted web-based registration systems have seen huge improvements in their ability to capture, manipulate, and report registration data; increase the number of registrations; provide attendees with enhanced convenience; reduce costs and eliminate errors. We will explore the three levels of technological capabilities to look for in registration systems.

60

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION

TECHNOLOGY IMPLEMENTATION

• Look for a robust feature set that gives you room for growth • Enterprise-level solutions built for multiple meeting management • Try before you buy (on a real meeting)

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Large upfront fees and long-term contracts • Upstart companies without history, security, and infrastructure to support you

TECHNOLOGY PRICING STRUCTURES • Typical cost: $2-$10 per registrant • Providers charge a variety of fees: upfront fees, per registrant fees, credit card processing fees, annual maintenance fees, reporting fees, per user fees. To compare different systems with different pricing structures add up all of the fees per year and divide by your total number of registrants per year

• Get a couple of recommendations on systems from people who are running similar events to you • Attend live online product demonstrations to familiarize yourself with basic functionality offered by different systems • With your team, create a basic checklist of what you would like the system to do in terms of registration form functionality, reporting, automation, and multiple meetings management • Schedule a call with the tech support (not just salespeople) at the companies you like most to get real answers on your checklist • Try out a smaller meeting or event on the system you like the most before you commit to one system

TECHNOLOGY INTEGRATION • The beauty of web-based registration systems is there is no need to install, maintain, or integrate software • Attend training before getting started • Use their support teams as much as possible to help you figure out your first meeting

Meetings Technology Expo 2008, Chicago

61


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE

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Meetings Technology Expo 2008, Chicago


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Meetings Technology Expo 2008, Chicago

63


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE

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Meetings Technology Expo 2008, Chicago


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE

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Meetings Technology Expo 2008, Chicago

65


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE

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Meetings Technology Expo 2008, Chicago

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Meetings Technology Expo 2008, Chicago

67


TECHNOLOGY GUIDELINES 10:30 AM - 11:30 AM WEB MEETING SOFTWARE

Room B CHUCK MCPHERSON SENIOR CONSULTANT, FACILITATE.COM, SAN FRANCISCO, CA

68

ROLE OF WEB MEETING SOFTWARE IN THE MEETINGS INDUSTRY

web meeting software brings new meaning to high performance meetings.

Create high performance meetings that broaden participation, stimulate creativity and break through meeting logjams. This session will explore web meeting tools designed to increase the level of participation and interaction among participants in both face-to-face and online meetings. This session will demonstrate tools for brainstorming and idea generation, voting and prioritizing, surveys, action planning and documentation. We will share examples from large and small meetings and events from corporate, government and education sectors were these tools have significantly increased the level of attendee participation and collaboration. Whether in support of your planning team, getting participants engaged before a meeting or boosting the level of interaction during a large group event,

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION

Meetings Technology Expo 2008, Chicago

Let the meeting process and objectives drive the selection of technology. • What are the objectives for our event? What kind of participant engagement would add value to our meeting? • How can we design participant interaction into the meeting agenda? • What collaboration tools will best support this level of collaboration and participant interaction? • How can we engage participants before the meeting? How will this support our objectives? • What are our hardware requirements? Does


TECHNOLOGY GUIDELINES WEB MEETING SOFTWARE every participant need a computer or laptop or should we have a note taker per table or virtual location? • Can participants easily access and use the software with a minimal amount of instruction? Is the interface intuitive and user-friendly. • Facilitators will need some training or support as they get started. Participants do not. • What is the server configuration? Do we have the IT support to host the software ourselves or should we use a hosted solution?

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Thinking that it is all about the software – meeting process and people/dynamics are equally important to successful collaboration with technology. • We need to turn this into an electronic meeting – use the tools where they add value; use other collaboration methods where technology is overkill or people just need to sit down and talk. • We don’t need a facilitator – designing an agenda, creating a space, paying attention to group dynamics, managing the flow of the meeting are all important to a high performance meeting. • Thinking it’s rocket science – what we know about running good meetings also applies when we use collaborative technology or run virtual/online meetings; pay attention to the details and prepare well. • Paying by the minute or by the seat – unlimited licensing options are available that allow you to grow without additional costs.

TECHNOLOGY PRICING STRUCTURES • Different tools have different pricing models • By seat • By minute • Unlimited number of participants • Hosted solutions from $500 per day to $10,000 per year • Locally hosted solutions starting at $20,000 for any number of meetings and including training for facilitators

TECHNOLOGY IMPLEMENTATION • Web server software hosted locally or on the Internet. • Server requirements can be as simple as a PC running Windows XP Professional Edition or as robust as a Windows 2003 or Vista Server. • Participants and facilitators need only a standard web browser. • Consider options for SSL encryption and effective management of user ids and passwords.

TECHNOLOGY INTEGRATION • Use in conjunction with and as a complement to web conferencing, video conferencing and teleconferencing tools. • Link directly into a meeting, brainstorming topic or survey from an email or a web site. • Use hyperlinks directly from your conference web site or registration system.

Meetings Technology Expo 2008, Chicago

69


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago

71


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago

73


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago


PRESENTATION WEB MEETING SOFTWARE

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Meetings Technology Expo 2008, Chicago

77


TECHNOLOGY GUIDELINES 10:30 AM - 11:30 AM WEBCASTING/VIDEOCONFERENCING

Room C DAVID ANGELETTI CASE, CONFERENCE ARCHIVES ROLE OF WEBCASTING/VIDEOCONFERENCING IN THE MEETINGS INDUSTRY Webcasting and Video conferencing are fundamentally information sharing tools; they are a means for groups of people to share information when in-person meetings cannot take place, and were not created as a means to replace face-to-face communication. As such, their role is to expand the opportunities that organizations have to share information among groups of people across geographic boundaries, and with some level of immediacy. Several side benefits have also been documented, such as: • Generating a sense of community • Facilitating committee meetings without the expense of travel-related costs • Voting on timely topics

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Meetings Technology Expo 2008, Chicago

• Making public (or membership-wide) announcements • Creating new revenue streams or sponsorship opportunities

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Content; whether it is educational, policy-related, institutional, or governmental… what will the program cover? • Audience size as it relates to the types of solutions you are considering (how many presenters and how many attendees) • A desired level of interaction (one-way or two-way, or more!) • Understanding of the technology’s limitations • Knowledge of the full audience’s access to necessary technologies (e.g. PCs, Internet connections, cameras, microphones, speakers, phones) • Cooperation with your IT staff


TECHNOLOGY GUIDELINES WEBCASTING/VIDEOCONFERENCING TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Inaccurately estimating the anticipated live audience for either type of broadcast • Introducing too many options to your audience before they are either ready for it, or feel that those options are necessary • Assuming that you require video when “visuals” will suffice • Under-marketing your event • Over estimating your provider’s ability to scale to larger audiences, or implement additional options on the fly

TECHNOLOGY PRICING STRUCTURES For webcasting, in a no-frills manner (e.g., voice and presentation slides from a single speaker to an audience of 100+), costs are bound to the duration of the program, the number of phone lines dialing into the audio channel of the event, and a base-cost for the interface used by your attendees to view the presentation. For video conferencing, the costs are also bound by the duration of the program, and are then multiplied by the number of sites, and whether communication will travel in one direction or two, and the amount of equipment required to broadcast at each location.

TECHNOLOGY IMPLEMENTATION Be an investigator first… Determine whether your goals can be achieved by a fully in-house effort, or might require the assistance, or total management of a third-party.

The webcasting space is tremendously competitive, and there are a lot of choices. Consider working with a third-party who represents several of those choices, as they can usually guide you to the smartest solution for your needs. Video conferencing is largely a function of need by an individual organization. In some instances it’s as simple as two people using webcams and client software such as Microsoft NetMeeting or Messenger. In others, you might require fixed studio resources with high-speed Internet connections on one end, and a mobile satellite broadcasting truck on the other. Seek assistance for those things you do not know, as there are too many details for most people to handle on their own.

TECHNOLOGY INTEGRATION Because both of these technologies dovetail into your organizational need to share information, the resulting events should be considered for future distribution. In other words, don’t always assume that everyone who sees your event as a requirement will be there. New members, people on travel, or those with previous engagements simply won’t be able to participate. These situations are just begging for you to capture and post-produce the content, and to productize it. Many of the same providers who assist you with producing the live event can also assist with this postproduction activity. Some are better than others; and some are better equipped to help you integrate these new resources into existing libraries or channels of content.

Meetings Technology Expo 2008, Chicago

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Meetings Technology Expo 2008, Chicago


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Meetings Technology Expo 2008, Chicago


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Meetings Technology Expo 2008, Chicago

85


TECHNOLOGY GUIDELINES 2:30 PM - 3:30 PM ATTENDEE MANAGEMENT REGISTRATION-ADVANCED

Room A BILL FLAGG PRESIDENT, REGONLINE

86

ROLE OF ATTENDEE MANAGEMENT REGISTRATION-ADVANCED IN THE MEETINGS INDUSTRY

We will explore the three levels of technological capabilities to look for in registration systems.

Web-based registrations systems have had the single biggest impact in terms of cutting workload and increasing the success of events, than the industry have ever seen. Organizations that have recently adopted web-based registration systems have seen huge improvements in their ability to capture, manipulate, and report registration data; increase the number of registrations; provide attendees with enhanced convenience; reduce costs and eliminate errors.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Look for a robust feature set that gives you room for growth • Enterprise-level solutions built for multiple meeting management • Try before you buy (on a real meeting) Top items to avoid when evaluating this technology solution

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES ATTENDEE MANAGEMENT REGISTRATION-ADVANCED • Large upfront fees and long-term contracts • Upstart companies without history, security, and infrastructure to support you

TECHNOLOGY PRICING STRUCTURES • Typical cost: $2-$10 per registrant • Providers charge a variety of fees: upfront fees, per registrant fees, credit card processing fees, annual maintenance fees, reporting fees, per user fees. To compare different systems with different pricing structures add up all of the fees per year and divide by your total number of registrants per year

TECHNOLOGY IMPLEMENTATION • Get a couple of recommendations on systems from people who are running similar events to you • Attend live online product demonstrations to familiarize yourself with basic functionality offered by different systems • With your team, create a basic checklist of what you would like the system to do in terms of registration form functionality, reporting, automation, and multiple meetings management • Schedule a call with the tech support (not just salespeople) at the companies you like most to get real answers on your checklist • Try out a smaller meeting or event on the system you like the most before you commit to one system

TECHNOLOGY INTEGRATION • The beauty of web-based registration systems is there is no need to install, maintain, or integrate software • Attend training before getting started • Use their support teams as much as possible to help you figure out your first meeting

Meetings Technology Expo 2008, Chicago

87


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Meetings Technology Expo 2008, Chicago

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Meetings Technology Expo 2008, Chicago

89


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-ADVANCED

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Meetings Technology Expo 2008, Chicago

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PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-ADVANCED .

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Meetings Technology Expo 2008, Chicago

91


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-ADVANCED

92

Meetings Technology Expo 2008, Chicago

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PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-ADVANCED .

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Meetings Technology Expo 2008, Chicago

93


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-ADVANCED

94

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Meetings Technology Expo 2008, Chicago


PRESENTATION ATTENDEE MANAGEMENT REGISTRATION-ADVANCED

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Meetings Technology Expo 2008, Chicago

95


TECHNOLOGY GUIDELINES 2:30 PM - 3:30 PM DATABASE MANAGEMENT TOOLS

Room B CLEMENT NG VICE PRESIDENT, CLIENT SERVICES, ARCANEO

SESSION DESCRIPTION Are you leveraging the information you own about your meetings across your enterprise? Or are you still working with multiple silos of data and are challenged with providing business intelligence on demand? Learn how a comprehensive data management approach can help you harness the power behind data that you already own and help you play a strategic role in your enterprise.

ROLE OF DATABASE MANAGEMENT TOOLS IN THE MEETINGS INDUSTRY An effective data management program will allow you to: • Gain visibility on meeting related activities throughout your enterprise • Enable compliance with regulations such as Sarbanes-Oxley and data privacy regulations • Access information on demand in order to implement and maintain effective meeting policies

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION Data management system should allow for: • Ease of data collection

96

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES DATABASE MANAGEMENT TOOLS • Manual or automated • Ease of integration with other systems • Consistency in data usage • Context of data must be well understood/standardized • Mapped to organizational structure • Integration with meetings workflow • Trigger workflow via automated notifications • Persist workflow information for audit trails • Business Intelligence • Ability to visualize data • On-demand availability – for individual or multiple meetings

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Use of multiple data stores (e.g. silos of MS Excel) that prevent access to real-time data • Inconsistent use of terminology resulting in “garbage in, garbage out” • Closed architecture/non-standard protocols which prevent easy integration between systems

TECHNOLOGY PRICING STRUCTURES • Reporting/data download capabilities should be included as part of your meetings tool/platform. Data integration between systems typically charged additionally and subject to scope of integration.

TECHNOLOGY IMPLEMENTATION • Define your strategic goals and objectives • Identify the scope of your data management program • Develop desired metrics, key performance indicators, reports • Implement a process that allows you to collect relevant data • Sustain and improve your program via benchmarking and performance metrics

TECHNOLOGY INTEGRATION • Define scope of integration • What is the purpose of integration? • Which systems need to exchange data? • What data needs to be exchanged? • Where does the data go? • When does the exchange occur? • How will the data be transported? • Check for IT requirements including: • Availability of data exchange interfaces (APIs) • Ability for secure data exchange e.g. via secure FTP, Web Services • Permission for data exchange between internal and external systems i.e. IT department may not allow for internal systems (e.g. financial, HR, CRM) to interface with shared external systems (i.e. ASP deployments) • Incorporate automated data exchange within overall meetings process

Meetings Technology Expo 2008, Chicago

97


PRESENTATION DATABASE MANAGEMENT TOOLS

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Meetings Technology Expo 2008, Chicago

99


PRESENTATION DATABASE MANAGEMENT TOOLS

100

Meetings Technology Expo 2008, Chicago

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PRESENTATION DATABASE MANAGEMENT TOOLS .

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Meetings Technology Expo 2008, Chicago 101


PRESENTATION DATABASE MANAGEMENT TOOLS

102

Meetings Technology Expo 2008, Chicago

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PRESENTATION 2:30 PM - 3:30 PM TRADESHOW TOOLS

Room C RICH STONE CEO, ACT INC. / EXPOCAD

SESSION DESCRIPTION Learn what is new and upcoming in the field of tradeshow technology with a look at coming tech tools as meeting and exhibition planners move forward with implementation of future meetings- the next generation.

104

Meetings Technology Expo 2008, Chicago


PRESENTATION .

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Meetings Technology Expo 2008, Chicago 105


PRESENTATION TRADESHOW TOOLS

106

Meetings Technology Expo 2008, Chicago

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PRESENTATION TRADESHOW TOOLS

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Meetings Technology Expo 2008, Chicago 107


PRESENTATION TRADESHOW TOOLS

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Meetings Technology Expo 2008, Chicago


PRESENTATION TRADESHOW TOOLS

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Meetings Technology Expo 2008, Chicago 109


PRESENTATION TRADESHOW TOOLS

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Meetings Technology Expo 2008, Chicago


PRESENTATION TRADESHOW TOOLS

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Meetings Technology Expo 2008, Chicago 111


PRESENTATION: RFID LEAD RETRIEVAL/ ATTENDANCE VERIFICATION TOOLS

130

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PRESENTATION: RFID LEAD RETRIEVAL/ ATTENDANCE VERIFICATION TOOLS

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Meetings Technology Expo 2008, Chicago 131


TECHNOLOGY GUIDELINES 3:30 PM - 4:30 PM HOUSING/ROOM BLOCK MANAGEMENT

Room B DAHLIA EL GAZZAR CMP, DIRECTOR OF MARKETING, PASSKEY

ROLE OF HOUSING/ROOM BLOCK MANAGEMENT IN THE MEETINGS INDUSTRY Housing is still one of the most challenging aspects of meeting planning. In this tutorial we will discuss the different tools available to meeting planners today. This will include the tools that planners can purchase and also tools that hotels are offering. These tools provide more control over your housing process and can offer extensive reporting of critical information. We will explore how these tools can integrate to your registration process and enhance you ability to maximize your contracted room blocks.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Customizable, easy-to-use user interface. • Ability for attendees to book and manage their reservations online. • Efficient room block management tools that fit your needs. • Secure environment. • 24/7/365 access to all your event data.

132

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TECHNOLOGY GUIDELINES HOUSING/ROOM BLOCK MANAGEMENT • Secure-payment processing options. • Flexible, accurate reporting capabilities. • Capability of uploading room lists. • Ability to integrate with your internal systems.

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Cost isn’t the most important deciding factor. • Lack of proper customer support. • No back-up systems or security measures in place. • Complicated user interface.

TECHNOLOGY PRICING STRUCTURES Usually are priced per transaction, but enterprise contracts are available. This is similar to registration software pricing. TECHNOLOGY IMPLEMENTATION • Involve your staff in the process. • Determine the skill set needed to use and maintain the new system. • Determine your internal goals. • Determine the functionality desired and prioritize your list. • Research – research – research. • Evaluate your vendor choices. • Set a product-implementation plan with deadlines, goals and measurable deliverables.

TECHNOLOGY INTEGRATION • Consider your current needs. • Consider your current systems. • Consider your future plans. • Consider timing and resources.

Meetings Technology Expo 2008, Chicago 133


PRESENTATION HOUSING/ROOM BLOCK MANAGEMENT

134

Meetings Technology Expo 2008, Chicago

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PRESENTATION HOUSING/ROOM BLOCK MANAGEMENT .

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Meetings Technology Expo 2008, Chicago 135


PRESENTATION HOUSING/ROOM BLOCK MANAGEMENT

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PRESENTATION HOUSING/ROOM BLOCK MANAGEMENT .

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Meetings Technology Expo 2008, Chicago 137


PRESENTATION HOUSING/ROOM BLOCK MANAGEMENT

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Meetings Technology Expo 2008, Chicago


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PRESENTATION 4:30 PM - 5:30 PM THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT

Room A E. J. SIWEK CMP, PRESIDENT FLASHPOINT TECHNOLOGIES, LLC

SESSION DESCRIPTION Discover how to improve your communications with vendors while enhancing your overall professionalism by using the recently released APEX Meeting & Event Planning Toolbox, a project of the Convention Industry Council. Learn what is on the horizon that will allow the industry to electronically transfer event management files.

140

Meetings Technology Expo 2008, Chicago


PRESENTATION .

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PRESENTATION: THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT .

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Meetings Technology Expo 2008, Chicago 143


PRESENTATION: THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT

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Meetings Technology Expo 2008, Chicago

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PRESENTATION: THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT .

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Meetings Technology Expo 2008, Chicago

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PRESENTATION: THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT .

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Meetings Technology Expo 2008, Chicago 147


PRESENTATION: THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT

148

Meetings Technology Expo 2008, Chicago

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PRESENTATION: THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT .

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Meetings Technology Expo 2008, Chicago 149


TECHNOLOGY GUIDELINES 4:30 PM - 5:30 PM ONLINE TRAVEL SYSTEMS FOR MEETINGS

Room C JULIE CASEY CORPORATE ON LINE ACCOUNT IMPLEMENTATION AND TRAINING MANAGER, OMEGA WORLD TRAVEL

ROLE OF ONLINE TRAVEL SYSTEMS IN THE MEETINGS INDUSTRY Integration with an online travel system is the next technology push in online meeting planning. Significant cost-savings have been realized by many companies that have learned to integrate their meetings travel with their registration process. In addition, your attendees will enjoy the benefits of a one-stop shop when signing up for your next meeting. To provide meeting attendees with a means of booking travel reservations in conjunction with the registration process and to automate the process of capturing and reporting on travel information that is used for meeting administration – room block rooming lists and capacity tracking, arrival / departure reports, meeting travel spend.

150

Meetings Technology Expo 2008, Chicago


TECHNOLOGY GUIDELINES ONLINE TRAVEL SYSTEMS FOR MEETINGS

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION

ONLINE TRAVEL SOLUTION PRICING STRUCTURES

• Ease of use • Flexibility • Ability to handle different types of travelers • Employee travel, guest travel, companion travel • Access to content • Suppliers that do not sell their inventory through the GDS • Synchronization of online and offline booked data • International capabilities • Bonus – the ability to incorporate hotel blocks into the travel booking experience

• Base Transaction fee • Monthly Maintenance • One-time implementation fee • Training • Agency fulfillment fees - online and offline

IMPLEMENTATION • The booking tool is configured to work with your travel agency and your GDS • Load traveler profiles • Load any corporate discounts • Load Company Locations • Site configuration • Training

TOP ITEMS TO AVOID WHEN EVALU- INTEGRATION ATING THIS TECHNOLOGY SOLUTION •Work closely with your internal meetings • Hard to use interface • Lack of flexibility and customization • Basic approval workflow for corporate travel policy • Lack of admin control and administration

team, travel agency and technology partners • Identify your desired points of integration • Attendee profile information (travel identity) • Two types of technology integration

Meetings Technology Expo 2008, Chicago 151


PRESENTATION ONLINE TRAVEL SYSTEMS FOR MEETINGS

152

Meetings Technology Expo 2008, Chicago

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PRESENTATION ONLINE TRAVEL SYSTEMS FOR MEETINGS .

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Meetings Technology Expo 2008, Chicago 155


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PRESENTATION ONLINE TRAVEL SYSTEMS FOR MEETINGS

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Meetings Technology Expo 2008, Chicago 157


PRESENTATION 4:30 PM - 5:30 PM AUDIO VISUAL PRODUCTS & SERVICES

Room B

SESSION DESCRIPTION Although a requirement at almost every meeting or event, yet audio visual products and services is perhaps the least understood technology aspect of your function. Learn how to unravel the AV complex and maximize the technology offerings within without getting burned. Lighting, projection, photography, staging, graphics and more will be discussed in this session.

158

Meetings Technology Expo 2008, Chicago


PRESENTATION .

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Meetings Technology Expo 2008, Chicago 163


TECH DEMOS 12:20 pm – 12:40 pm Tech Demo Station A Ungerboeck Systems International, Inc. Looking for ways to avoid the long lines at the registration desk? Come and look at the self-service check-in and badge printing option that EBMS offers, whether it be a kiosk in the convention center or a touch screen PC in the lobby of the headquarters hotel. It couldn’t be easier!

Tech Demo Station B Expocad A.C.T. will be demonstrating EXPOCAD FX - Check out our latest innovative take on interactive floor plans!

Time: 1:00 pm – 1:20 pm Tech Demo Station A a2z, Inc.

This presentation will feature the latest online B2B and event net12:20 pm – 12:40 pm working, matchmaking and appointment scheduling tools for Tech Demo Station B show managers to connect their attendees with each Passkey other, and the best exhibitor/vendors, products and services year-round. Peer-to-peer, buyer-to-seller, Your event management just attendee-to-sessions, and sponsor-to-sessions matchgot so much easier. One commaking, appointment setting tools and system flexibility plete online group reservations management solution to help you manage your housing, will be demonstrated. attendee bookings, reduces your attrition exposure, alleviates book-around, saving you time and money. Let Tech Demo Station B us show you how Passkey provides: Certain Software • Customized event websites • Easy room list management • 24/6 access to event reports • Instant event activity updates/alerts • Seamless integration to preferred registration solution

12:40 pm – 1:00 pm Tech Demo Station A RegOnline Join us for a live demo and we'll show you how to make your life a whole lot easier with RegOnline's automated online event registration.

164

Meetings Technology Expo 2008, Chicago

Rick Borry (TheRegistrationDoctor.com) will demonstrate custom reporting within Certain Registration. Certain takes “one-click reporting” to a new level, with the power to select columns, sort rows, filter data, and export into common formats. Customizable “Changes” reports and drill-down filters help make dynamic, Web-based reporting a must-have for meeting professionals today.


TECH DEMOS Time: 1:20 pm – 1:40 pm Tech Demo Station A Acteva

Time: 1:40 pm – 2:00 pm Tech Demo Station A WingateWeb

"Maximizing Your Meetings & Events ROI with salesforce.com and ActevaRSVP With help from Salesforce and ActevaRSVP for AppExchange, every tradeshow, field marketing event, seminar, workshop or user group meeting is an opportunity to enhance relationships with existing clients and tap into new lead sources.

Tracking the success of your event marketing spend is critical to understanding how to effectively attract and convert new customers. With Web Analytics by WingateWeb, you can track your email, Web, print and other marketing efforts and know which ones drove actual registrations.

During this live demo of ActevaRSVP for AppExchange you’ll see first hand how easy it is to create events, invite participants, and track RSVPs—without leaving the familiar interface of salesforce.com.

Tech Demo Station B Spotme Join us for a hands-on learning experience and see how Spotme’s many applications can work for you. Topics will include:

Tech Demo Station B MSInteractive "Inspire Your Audience to Action: Integrating custom games Who’s going to be the winner? It could be you! During this 15 minute demo, find out how integrating a well created custom game can be a great way to close an event and reinforce key messaging. Play along and win prizes!!

• Personable event registration experience. • Point & Click portable electronic business info exchange. • Engage & Matter - online voting and survey reporting. • Spot Function – radar, connect and collaborate

Meetings Technology Expo 2008, Chicago 165


EXHIBITOR CASE STUDY REGONLINE CLIENT: RELIGIOUS CONFERENCE MANAGEMENT ASSOCIATION (RCMA) & REGONLINE How the RCMA cut their paper-heavy registration process and turned weeks into minutes

ference. Using RegOnline’s Event Builder, the organization built a custom-branded registration form to capture attendee information. In addition, RCMA used RegOnline’s agenda

SUMMARY

building function to provide detailed agendas with options for all networking events.

The Religious Conference Management Association

RCMA also provided an option to book travel arrange-

wanted to make its registration process easier for both atten-

ments during the registration process. Then, to make sure

dees and its staff. To do that the organization turned to

attendees had a stress-free experience at the event, the

RegOnline to automate registration and attendee manage-

organization set up a series of confirmation emails and

ment. The results were dramatic.

reminders to follow-up on important dates and solicit regis-

CHALLENGE

tration for networking events.

For years RCMA registered attendees through an arduous paper registration process that took weeks to complete. The group would mail out a brochure, and attendees would mail or fax it back. Upon receiving the forms the RCMA mailed

Finally, feedback responses that had traditionally required a mail-in survey were gathered through a simple online survey using the RegOnline survey tool.

RESULTS

confirmations and the hotel registration forms.

In the first year of RCMA’s online registration test program

This process drew complaints from registrants and over-

a surprising 68% of its attendees registered online.

whelmed the small RCMA staff. Still, RCMA was wary of

Customer complaints dropped dramatically and mistakes

online registration, believing it may not be appealing to its

practically disappeared. The staff reported a dramatic change

client base. They tried a basic online registration solution, and

in workload, and employees were excited to spend more

the results were mixed.

time planning the event itself. In the second year 86% of its

The system RCMA chose was limited to basic registration

attendees used the online system.

and RCMA needed a more robust system. Its primary chal-

In addition, the group’s post-event survey results climbed

lenges included providing options for networking events,

from just 5% returned the year before using the online sys-

automating email confirmations and collecting follow up sur-

tem to 34% returned using RegOnline.

vey information. In its current format, RCMA was only col-

With 86% of attendees registering online and 34%

lecting 5% of post-event surveys.

responding to the post-show survey, RCMA staff is able to

SOLUTION

focus on creating a conference tailored to attendee’s feed-

RCMA turned to RegOnline to fully automate the registra-

back rather than spending weeks on a paper-heavy registration process."

tion and attendee management process for its annual con-

166

Meetings Technology Expo 2008, Chicago


EXHIBITOR CASE STUDY PASSKEY

CLIENT: CORENET GLOBAL & PASSKEY

Passkey Transforms Event Management at CoreNet Global Company Leverages Passkey at all Events to Maximize Revenue, Mitigate Attrition Risks, Minimize Labor and Automate Hotel Reservations Process “Passkey is a must-have for all our events. In fact, if I go to a property or city that isn’t Passkey-enabled, I encourage them to do just that, otherwise I use the Passkey services directly,” said Kevin Johnston, director of strategic events at

the meeting planning process was a massive undertaking. CoreNet Global members manage US

CoreNet Global, has seen a significant

$1.2 trillion in worldwide corporate assets

rise in the ROI for its events and increased

consisting of owned and leased office,

efficiency with all event housing manage-

industrial and other space.

With 7,000

ment in relation to its use of Passkey.

members representing large corporations

With Passkey, CoreNet has been able to

around

Global

shift over 80% its event hotel reservations

(www.corenetglobal.org) operates in five

online, manage its room blocks proactive-

global regions:

ly, reduce its workload and mitigate most

the

world,

CoreNet

Asia, Australia, Europe,

Latin America, and North America.

CHALLENGE

CoreNet Global. “Leveraging Passkey, we

While CoreNet Global relies on convention

aggressively negotiate clauses into our

and visitors bureaus in event locations to iden-

contracts that allow more flexibility in our

tify and retain local, temporary staff to handle

room blocks. In the end, we avoid attrition

onsite logistics, they make sure to go to

charges by having the ability to adjust to

Passkey-enabled venues in order to track the

any changes in the room block immediate-

event housing process in real time. With

ly. This real-time information is just too

events bringing in as much as half of the oper-

valuable not to have and I can’t imagine

ating revenue of the company, controlling

going back to the event housing process

these costs is a key concern.

without it.

The association needed a customerKevin Johnston

friendly solution for their members, as

President & CEO

well as visibility to their room block mate-

Advantage Event Group

CLIENT PROFILE

RESULTS

rialization to ensure attrition avoidance.

SOLUTION

attrition risk. CoreNet Global appreciates the instant access to reports and event information they can get from Passkey at their convenience. And the accuracy of the reports tends to make it much easier when negotiating contracts for their upcoming meetings. CoreNet Global is also planning on using Passkey’s RegLink capability to link their registration to Passkey housing, providing a one-stop shopping service to their attendees. The attendee will then be able to book their registration and housing in one seamless process, thus giving the planner more control over the attendee’s booking behavior. Passkey gives CoreNet Global: • Increased attendee satisfaction

Atlanta-based CoreNet Global is a glob-

Leveraging Passkey, CoreNet Global has

al organization with 7,000 members and

been able to decrease the hotel attrition

• Complete control over room blocks

eight regional offices across five conti-

risk, and help ensure the financial success

• 24/7 access to real-time reports

nents. Producing two large shows with

of each event. With two large shows, and

2,800 attendees every six months, the

the association growing each year, the

meetings program at CoreNet is consid-

internal housing management of their

ered one of the main revenue-generating

annual meetings started to become a

groups within the company. With only a

major concern for achieving event success,

team of four full-time meeting managers,

and maintaining member satisfaction.

• Reduction in attrition exposure and book-arounds • Ability to accurately forecast future events

Meetings Technology Expo 2008, Chicago 167


EXHIBITOR CASE STUDY MSINTERACTIVE CLIENT: STERLING TRUCKS & MSINTERACTIVE

CHALLENGE Sterling Trucks, one of North America’s leading commercial truck manufacturers, found themselves in an over-stock

ing techniques. • INVOLVE the sales force by asking questions and opinions, tracking results and awarding the top scholars with cold hard cash!!

situation several months after the release of their newest

• INSPIRE the sales force by engaging everyone in “Sale

truck, the Sterling 360. It became readily apparent to Sterling

or No Sale”, a custom game designed to reinforce everything

Trucks they had a need for in-depth sales training.

learned and test that new knowledge in a friendly, competitive environment.

The Sterling 360 is different from all others in the Sterling line-up. This truck is smaller, has a lower price point and is tar-

RESULTS

geted to an entirely different customer base than the rest of their fleet. These three characteristics differ vastly from what their dealer network is used to. Sterling knew that in order to resolve this issue they needed to: • Educate their entire U.S. and Canadian sales force • Increase dealership support • Motivate sales to sell, sell, sell!

SOLUTION

SUCCESS!! As a result of the interactive training, Sterling gained a dealer network with… • 20% increased perception of how easy it is to sell a Sterling 360 • 20% increased overall perception of the level of support Sterling offers its dealer representatives • An increased knowledge of the features and benefits of the Sterling 360 • A clear understanding of Sterling Truck’s company direction

Sterling partnered with MSInteractive, a provider of interactive audience devices, for a 6 city Road Show throughout

“Our sales force learned more during “Sale or No Sale”

the U.S. and Canada. MSInteractive’s philosophy for creating

than the rest of the program put together. Well worth the

successful events is to INFORM, INVOLVE and INSPIRE.

investment. Thanks MSInteractive”!

Sterling was eager to embrace this philosophy in their dealer network road show. Through the use of the Perception Analyzer®, MSInteractive proposed an event strategy that would: • INFORM the sales force of the company’s direction, features and benefits of the Sterling 360, competitive intelligence and effective sell-

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Meetings Technology Expo 2008, Chicago

– Sterling Director of Sales


EXHIBITOR CASE STUDY A2Z, INC. CLIENT: J. SPARGO & ASSOCIATES, INC. & A2Z, INC.

CHALLENGE

in salesforce.com, customers are tracked in

minutes, with contracts, confirmations and

a2zShow with the data synching seamless-

invoices generated right on site.

J. Spargo & Associates Inc. (JS&A) is a

ly between the two systems in real-time.

• Improved cash flow – Clients collect on

full-service event management company

This enables exhibit sales to see customer

accounts receivable more quickly, since

that provides end-to-end sales and service

histories in salesforce.com and pull current

exhibitor invoices are issued in a fraction of

for more than 25 association trade shows

contact information into a2zShow when

the time.

each year. In the past, JS&A managed

they sign new contracts. With the number

• Global access – Staff can work from

events using multiple applications for func-

of applications JS&A uses reduced down

anywhere in the world with an Internet con-

tions such as sales contact management,

to two integrated systems, the staff

nection (from home, office, on site or at a

floor plan management, accounting and

spends less time doing administrative work

hotel) guaranteeing business continuity for

website development. Because they could

and more time on sales and service.

clients.

not transfer data between these programs, JS&A staff members had to do redundant data entry for such fundamental processes as recording contact information and notes, assigning booths, confirming space contracts, and invoicing. Even the on-site sales process had taken 30 to 60 days to complete, and by the time invoices were mailed out.

• One-time data entry – Customer infor-

RESULTS

mation is entered into the system one time. That data is used for contract confir-

Using a2zShow has enabled JS&A to provide better client and customer service, and manage more events with the same size team. Still in the early stages of implementation (with 16 of 25 shows in the a2zShow systems), the company has already seen an increase in productivity that

SOLUTION

will eventually lead to increased exhibit sales. Future integration with web-based

To become more efficient and to improve

registration systems is expected to

a2zShow

improve attendee marketing as well.

Enterprise, a web-based event manage-

Despite a substantial investment in this

ment platform that would eliminate multi-

multi-management platform, JS&A proj-

ple data entry tasks and automate sales

ects it will take less than two years to

and management processes. At the same

recoup its investment. The efficiencies of

time, in mid-2006, JS&A also converted to

process automation include:

service,

JS&A

selected

salesforce.com, a web-based customer • Streamlined sales – Process automa-

which would transfer data to and from

tion has reduced an eight-step exhibit space

a2zShow. While prospects are now tracked

assignment process from 30–60 days to 2

management

tual booth profiles. • Reduced IT support – The web-based system is maintained entirely by a2z, Inc., freeing up JS&A’s IT department for on-site systems support. • Robust reporting – The flexible system allows JS&A to customize and save formats for on-demand reporting and analysis, with year-on-year and event-to-event comparisons. • Simplified website creation – The easyto-use application allows someone who’s not trained in web development to build custom event sites, freeing up the creative department for other assignments. • Fewer customer service calls – The

application,

relationship

mations, invoices, reminder emails and vir-

FAQ section of the website is available 24/7 to answer exhibitors’ questions.

Meetings Technology Expo 2008, Chicago 169


EXHIBITOR CASE STUDY ACTEVA CLIENT: CLEVELAND CLINIC – JAMIE BELKIN EVENTS & ACTEVA

CHALLENGE In 2005, Jamie Belkin added Acteva to help the Cleveland Clinic Innovations Department manage the annual Medical

access to data.“The fact that I can pull up all of the information I need at the click of a button is great. Someone could call me and I’ve got registration data and preferences right in front of me.”

Innovation Summit - an event that draws high-level attendees and speakers ranging from medical device executives

Adding Acteva eliminated the liability exposure involved in

to venture capitalists. Before Acteva, problems included

collecting attendee credit card data. An additional benefit

operational inefficiency, limited registration options for atten-

was Acteva could handle any fraud, chargeback, charge

dees and concerns about the secure collection of payments.

inquiries and refund requests – resulting in lower costs, time savings and mitigation of risk. Since adding Acteva, the turn-

VIP attendees also needed an online registration solution

around time for refunds has been reduced to 24-48 hours.

that was available anytime, anywhere. “What they really

“It’s now a much more user-friendly process for them and

needed was 24/7 access so they could register at their con-

we’ve received nothing but positive feedback,” says Belkin.

venience,” says Belkin. The department had also lacked customized, a-la-carte

Finally, she notes that “Acteva’s service has been great for

registration options – such as early bird registrations and

us. They’ve always had the answers I needed, when I need-

one-day passes– limiting key attendee options and reducing

ed them. With Acteva, she now has personalized service and

overall attendance and event revenue. “Basically the depart-

support throughout the registration process - available at no

ment wanted to provide a simple, efficient way for a wide

additional cost. “I don’t think I ever heard the word ‘No’ from

range of attendees to sign up, pay for the events and move

your service team.”

on. And the more registration options available to them the better,” says Belkin. Another major challenge was the lack of an efficient solution for processing refunds, which was taking up to 40 days.

SOLUTION AND RESULTS Acteva enabled the Innovations Department to customize and set up their account, publish their hosted registration page, and begin accepting registrations in less than 30 minutes so that no registration or sales opportunities were missed. Implementing Acteva also gave Belkin instant

170

Meetings Technology Expo 2008, Chicago


EXHIBITOR CASE STUDY DIETZE ENTERPRISES PROBLEM

plished in systems that use Microsoft Access and Microsoft .NET, as well as on the Macintosh operating Reporting,

systems (version 10 and higher). The badge scanning

Inefficiency in Awarding Continuing Education

equipment will vary depending on the application.

Credits, Difficulty in Badge Scanning by Event

Session attendance tracking may be accomplished

Managers and Exhibitors, and Inefficiency in

with either RFID Portals or hand-held portable scan-

Managing Ticketed Items and Events.

ners, depending on the quantity of attendees to be

Inaccurate

Session

Attendance

scanned and the Access Control rules to be applied.

SOLUTION

Exhibitor Lead Retrieval is accomplished using hand-held portable scanners. Special software in the

Dietze Enterprises has leveraged the capabilities of

scanners allows the exhibitor to immediately docu-

radio frequency identification (RFID) and engineered

ment the visitor’s interests and follow-up require-

systems that allow Event Managers the ability to take

ments by providing the ability to select up to 20 fol-

advantage of these capabilities. Dietze has developed

low-up codes and adding a short note. More options

the RFBadge™ and BadgeWare™ software for use at

are currently under development. The entire record of

meetings, conferences and tradeshows.

the booth visitors is provided to the exhibitor in a com-

The unique features of the RFBadge system are the following:

mon data format. Badge data from scanners used at session rooms

• It is easier and quicker to scan than other badge

is also provided in a common data format. The

technologies such as barcodes and magstripe cards;

date/time stamp along with the unit ID of the badge

• It does not require line-of-sight in order to be

reader gives event managers the ability to produce

scanned- only proximity to the badge reader;

accurate reports.

• The information contained in the RFBadge chip

Electronic ticketing and ticket punching is accom-

memory is re-writable;

plished due to the unique re-writable feature of the

• Individual data privacy is protected

RFBadge memory chip. This feature allows accurate reporting of ticketed events and item usage and pre-

Dietze Enterprises can provide either a turnkey

vents losses due to improper badge usage.

RFID badge printing with scanning system or can

The RFBadge and other RFID technology from

help organizations with the integration of RFID capa-

Dietze Enterprises has been used by many organiza-

bility into their existing systems. The result is that

tions in the last few years, including RFID World, the

RFID badges will be produced that are compatible

premier RFID technology conference and tradeshow,

with the RFID badge scanning equipment. Integration

CompTIA Breakaway Conference, the Avectra Users

of RFID capability had been successfully accom-

Conference and the Golf Industry Show.

Meetings Technology Expo 2008, Chicago 171


EXHIBITOR CASE STUDY UNGERBOECK SYSTEMS INTERNATIONAL, INC. CLIENT: CORPORATE CONFERENCE MANAGER

CHALLENGE MULTIPLE SOFTWARE PROGRAMS = LOW EFFICIENCY A corporate conference manager was using several different programs and systems to plan his meetings. He has a separate system each for registration, event planning, and CRM and none of them talked or interfaced with each other. Unfortunately he was having to re-key the same information into each database thus resulting in decreased efficiency from time wasted, increased costs because of the extra time he was spending on data entry and inaccurate data analysis due to reports drawn from multiple databases.

SOLUTION After attending an industry technology tradeshow and sending out requests for proposals the conference manager chose aspire. He decided on aspire after realizing the benefits of a comprehensive, fully integrated, yet modular business management system. It is the only system he found that offered the functionality he needed while staying within his budget. He liked that aspire is offered as a monthly software subscription, so it didn't require him to make a large initial investment. Aspire brings together all the functions of conference managements into one system, thereby increasing ROI by reducing repetitive tasks and lost time from moving between several programs. Further, aspire ensures that data will be complete by eliminating data losses that can occur while transferring information between several systems. The success of conference managers can hinge on the ability to analyze data accurately and to the fullest extent possible. aspire provides high-level functionality and flexibility in data analysis, and thus more meaningful and accurate analyses of an organization's business, than that available using separate systems. With its unique pricing model, aspire provides world class functionality, usability and flexibility for small to mid-size organizations specializing in meeting planning & conference management while meeting their budgeting challenges. "

172

Meetings Technology Expo 2008, Chicago


EXHIBITOR CASE STUDY WINGATEWEB CHALLENGE

reports on site traffic and, more importantly, track the effectiveness of all your marketing campaigns.

With all the methods for capturing registrants to your

If you have a mixture of online and offline marketing to

event, how do you track the ROI of your marketing spend?

promote your events, it's critical to understand and track

Do you know which marketing campaigns are dogs and

each campaign to maximize spend. One of our first events to use this solution, EMC World

which are stars?

2008, has been able to effectively track the success of their

SOLUTION

pay-per-click campaigns, print campaigns, email newsletters, banner ads, telemarketing and more.

With our

Understanding the value of your marketing campaigns

SiteCatalyst integration, they finally understand where their

and knowing which ones are driving actual registrations

marketing dollars are best spent and have found ways to

and revenue is a critical piece of data that most event man-

maximize the most effective campaigns.

agement software can't tell you.

With WingateWeb

With EventInsight by WingateWeb, you can manage

Conference, you can finally track the effectiveness of all of

your spend and make adjustments on-the-fly. With other

your event marketing dollars. Our custom implementation

registration providers, you may never know the ROI of your

of industry-leading Web analytics software, Omniture

marketing efforts.

SiteCatalyst, can provide you with detailed Web analytics

SPOTME CLIENT: NESTLÉ GLOBAL SALES LEADERSHIP MEETING & SPOTME

CHALLENGE

SOLUTION

Connect world-wide sales with leadership teams through effi-

Spotme dispells the business practice of being in the right place

cient yet non-intrusive technological application; creating brand

at the right time rather Spotme compliments electronic participant

knowledge exchange, sharing best practices and generating sus-

data with the sensory touch-point of SIGHT.

tained networking communities across divisions without relying on “Chance Meeting Mentality”.

Through a searchable photo database; teams make relevant connections, radar individual local and IM networking opportunities. As well, participants shared equally through voting sessions and cumulative results displays throughout sessions.

Meetings Technology Expo 2008, Chicago 173


EXHIBITOR CASE STUDY CONFERENCE ARCHIVES, INC. PROBLEM

SOLUTION

For meeting professionals the amount of content

The production of the webcasts that enable large bod-

(presentations, committee meetings, abstracts, videos,

ies of participants to benefit from a presentation deliv-

etc.) you’re asked to deliver to a given audience defines

ered by accepted experts in the field are managed large-

your role. In many cases, you’re expected to know how

ly by the meetings or education department staff at the

to pull off a webcast at the drop of a dime, or organize a

Society.

video conference without so much as a site inspection!

A provider is chosen based on their ability to offer spe-

In addition, you’re responsible for managing a large-

cific features, reliability, and easy of use related to the

scale, city-wide meeting in the same week.

interface attendees and presenters will use.

Conference Archives not only assists groups like the

The resulting event is also captured, and post-pro-

American Heart Association, NACHA – The Electronic

duced as a standalone enduring product, and then also

Payments Association, the Endocrine Society, and the

included in a larger body of work captured and produced

National Cable and Telecommunications Association

from other meetings throughout the year (and longer)!

with events like these as well as their annual meetings

By overlaying this content with search functions and

Consider the Heart Rhythm Society, whose member-

aggregating the content in a single e-commerce portal,

ship relies on late-breaking information to be made avail-

the Heart Rhythm Society has created a body of organi-

able as soon as is acceptable. For these instances, web-

zational knowledge that can be navigated by members

casts are required so that authority figures and experts

and non-members alike. More importantly, they have

can deliver the message to a large group of people with-

created an environment that allows them to leverage

out the need of convening a face-to-face meeting. At the

their content to the maximum potential.

same time, this information is largely related to the content delivered during their annual meeting, and during other events across a longer period of time.

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Meetings Technology Expo 2008, Chicago


EXHIBITOR CASE STUDY CERTAIN SOFTWARE BASIN ELECTRIC POWER COOPERATIVE & CERTAIN SOFTWARE

SUMMARY Basin Electric Power Cooperative, based in Bismarck, North Dakota, is a regional wholesale electric generation and transmission cooperative serving 120 member systems that provide power and services to 1.8 million consumers in nine states. Basin Electric Power Cooperative is one of the largest electric generation and transmission (G&T) cooperatives in the United States.

CHALLENGE A Certain customer for several years, Basin Electric had been using online registration for their nearly 1,000 attendee annual meeting for several years as an out-of-the-box, self-service application. Though they had success in building events and multiple forms themselves, their growing event needed additional project management. In 2006, Business Analyst, Kevin Bachmeier enlisted the expertise of Certain’s Clien Services group to step in as project manager for Basin Electric’s Annual Meeting. His desire was for Certain’s Client Services group to manage the scope of the program.

SOLUTION Certain’s strong project management team brought their experience to the table to help solve Basin Electric’s challenge. Certain’s Client Services Account Manager led regular team meetings and provided thorough planning that helped Basin Electric better orchestrate their approach to their 2006 Annual Meeting registration process. “Our meeting is now just a fond memory and after tonight's celebration dinner for our workers…we will put it to bed for another year! It was a huge success and that in part is due to [Certain’s] support of the registration process which worked flawlessly once we had it designed.” - Linda Mindt, Basin Electric Cooperative Power

Meetings Technology Expo 2008, Chicago 175


EXHIBITOR PROFILES

176

a2z, Inc.

Acteva

Booth# 102 www.a2zinc.com

Booth# 106 www.acteva.com

a2z is the largest web-based event management software provider, powering over 400 shows worldwide per year, including over 3 dozen of TSW Top 200 shows. Comprehensive, flexible. enterprise-level exposition marketing and management solutions integrate seamlessly with over twenty leading AMS, CRM, registration systems, and other industry service providers to streamline your processes and improve the event profitability.

Acteva, the trusted leader in online event registration, ticketing and payment management, is currently used by more than 12,500 organizations, enabling you to easily register participants, sell tickets, accept donations and manage payments via your own website. Your registration or donation pages can be tailored to seamlessly integrate with the look and feel of your existing website or event promotion site. We help make your events a financial success by bringing your event registration and donation processing online.

Arcaneo

Attendee Interactive

Booth# 126 www.arcaneo.com

Booth# 133 www.attendeeinteractive.com

Arcaneo is a provider of best-of-breed technology to all stakeholders in the meetings value chain. Arcaneo's flagship product, Metron, is an Enterprise Meetings Management solution that is designed for use by Global 1000 enterprises. Meeting planners can better manage all aspects of meetings in areas including : suppliers, budgets, attendee management, venue selection, housing, travel and more, while enabling management to measure the impact of meetings across their enterprise and gain visibility into all meeting-related activities including meeting spend and human capital deployment.

In an effort to incorporate environmental sustainability into conferences, Attendee Interactive believes - The best way to deal with waste is not to create it in the first place! Our powerful web-based Event Management Software – AI-Evolution 3.0 – has the tools to give your meeting a GREEN edge. AI-Evolution 3.0 virtually eliminates the need for paper and additional staff during the meeting planning process as speakers, exhibitors, attendees, marketing, logistics, sessions, abstracts, itineraries, communications (the list goes on) are all managed online. Attendee Interactive is your go-to resource for Green Meetings!

Meetings Technology Expo 2008, Chicago


EXHIBITOR PROFILES Certain Software

Conference Archives

Booth# 103 www.certain.com

Booth# 128 www.conferencearchives.com

Certain Software®, Inc. provides innovative technology enabling our customers to register people and assets online, and has been a leader in the registration technology industry since 1994. Its flagship product, Certain Registration, is the online registration solution used by Fortune 1000 corporations, universities, associations and government agencies. Certain Registration delivers meeting and event professionals control, flexibility and value through key online registration features covering program, hotel, travel, finance, email communications and reporting.

Ekatius™ from Conference Archives is a content distribution platform designed to offer eventbased science to the worldwide institutional market. CAI offers industry-leading content capture, multimedia production, and Internet-based worldwide distribution solutions for your meeting and educational content. Aggregate, produce and deliver your conference content with Conference Archives!

CompuSystems

Dietze Enterprises, Inc.

Booth# 125 www.compusystems.com

Booth# 134 www.dietzeenterprisesinc.com

For event registration and lead retrieval systems, CompuSystems offers online registration and badge printing, electronic lead retrieval and management, and educational session tracking. Improve the professionalism of your events, drive customers to your partners, and find out who's attending your sessions. For your smartest business decision - choose CompuSystems.

Since 1989, Dietze Enterprises, Inc. has been providing advanced exhibitor lead retrieval and session tracking technology and services to exhibitors and tradeshow managers. As the first “lead retrieval services” company to enter the tradeshow market, Dietze has a strong tradition of offering affordable and technologically advanced lead collection systems that provide the flexibility tradeshow managers and exhibitors need for accurate, effective and efficient registration, session tracking and lead retrieval, regardless of the nature of the event.

Meetings Technology Expo 2008, Chicago 177


EXHIBITOR PROFILES A.C.T. Inc./EXPOCAD Booth# 104 www.expocad.com ®

A.C.T. Inc. produces the EXPOCAD Graphical Exposition Management (GEM) family of products including EXPOCAD WEB, EXPOCAD Conference, EXPOCAD FX, EXPOCAD VR2, EXPOCAD AreaGraph, EXPOCAD CONTRACTOR (specifically designed and used by most major service contractors across the nation and internationally) and EXPOCAD GEOMAPS. Our Space Draw service is the only one of its kind offering instant and accurate booth rebooking online and on-site.

178

Las Vegas Convention & Visitors Authority Booth# 123 www.lvcva.com With more than 9.5 million square feet of convention and exhibit space, more than 133,000 hotel rooms, and expertise in hosting groups of all sizes and descriptions, Las Vegas is the world's premier meetings destination. Events held in Las Vegas regularly enjoy record-breaking attendance, due in part to the availability of unparalleled dining and entertainment options. Take advantage of the many LVCVA offerings designed to make your meeting unforgettable - eRFP system, housing assistance and registration services to name a few.

Madison Avenue

MSInteractive

Booth# 130 www.meetingsigns.com

Booth# 127 www.perceptionanalyzer.com

For over a decade, Madison Avenue has been dedicated to providing innovative products for meeting and event professionals nationwide. We’ve continued to expand our in-house capabilities and product offerings to provide these professionals with one-stop shopping to simplify and support their deadline-driven projects. Organizations, like the American Society for Association Executives (ASAE), the National Basketball Association, AstraZeneca Pharmaceuticals and KPMG, come back to us again and again for fast, reliable service, and products that we stand behind. Our in-house graphic support and production capabilities allow us to be highly competitive in our pricing and quick with production delivery.

Does your audience have a voice? Together, we empower you to open up the dialogue and make your events more interactive and engaging. With the Perception Analyzer®, create an experience for your audience. Know what they really think, increase retention, measure ROO and have fun along the way. Inform. Involve. Inspire.

Meetings Technology Expo 2008, Chicago


EXHIBITOR PROFILES Passkey

RegOnline

Booth# 121 www.passkey.com

Booth# 117 www.RegOnline.com

The complete online group reservations management solution reduces attrition exposure and alleviates book-around by automating manual processes. Passkey provides a centralized, shared-access system, and the capability to easily upload room lists, download real-time reports, and link to any preferred registration solution.

RegOnline is the industry leader in web-based online registration software for meeting and event professionals. Since its inception in 1996, RegOnline's software has registered nearly 1.3 million people for over 15,000 events worldwide.

Spotme

WingateWeb

Booth# 108 www.spotme.com

Booth# 118 www.wingateweb.com

Spotme is a wireless communication service designed to connect and engage event participants to each other and/or the presenters. Winner of the World Wide EIBTM 2007 Technology Watch Award, Spotme has delighted event planners for over seven years. The device, designed to fit in the palm of your hand, features a color screen, sliding keyboard, RFID card reader, microphone and speakers. Spotme provides a paperless event option with multiple services; such as, visual search capabilities, electronic data exchange, live voting, attendance tracking, positioning technology, etc. It is an all-in-one event management tool.

WingateWeb is the leading provider of end-toend event management technology that's suitable for large, content heavy conferences and smaller meetings alike. Our Web-based technology is used and trusted by many of the Fortune 500 technology companies. We are a true all-in-one technology solution for your event programs.

Meetings Technology Expo 2008, Chicago 179


EXHIBITOR PROFILES Ungerboeck Systems International Booth# 101 www.ungerboeck.com USI's Event Business Management Software (EBMS) is the world-leading integrated software for conference managers, meeting professionals and exhibition organizers. EBMS covers the entire business spectrum from Customer Relationship Management, Event Management, Floor Plans, Calendar of Events, Attendee Registration and Housing, Speaker and Abstract Management through Event Budgeting and Full Financials (AP/AR/GL). EBMS is available in five languages including English, Spanish, Chinese, French and German.

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Meetings Technology Expo 2008, Chicago

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EXHIBITOR BY CATEGORY ABSTRACT MANAGEMENT EDUCATIONAL CONTENT TOOLS Attendee Interactive Ungerboeck Systems International WingateWeb

APPOINTMENT SCHEDULING TOOLS Attendee Interactive Ungerboeck Systems International WingateWeb a2z, Inc. Spotme

AUDIENCE POLLING INTERACTIVE RESPONSE TOOLS Attendee Interactive MSInteractive Spotme Ungerboeck Systems International

BADGE MAKING TOOLS Attendee Interactive Certain Software Dietze Enterprises, Inc. RegOnline Spotme Ungerboeck Systems International WingateWeb

DIGITAL PRINTINGLARGE FORMAT Madison Avenue

182

Meetings Technology Expo 2008, Chicago

EVENT BUDGETING TOOLS Arcaneo Inc. Certain Software Ungerboeck Systems International

EVENT DATA MANAGEMENT SYSTEM a2z, Inc. Arcaneo Inc. Attendee Interactive Certain Software RegOnline Spotme Ungerboeck Systems International WingateWeb

EVENT MARKETING & COMMUNICATION TOOLS a2z, Inc. Arcaneo Inc. Attendee Interactive Certain Software Conference Archives RegOnline Ungerboeck Systems International WingateWeb

EVENT/EXHIBITION MANAGEMENT A.C.T. Inc. / EXPOCAD a2z, Inc. Arcaneo Inc. Attendee Interactive Certain Software Spotme Ungerboeck Systems International WingateWeb


EXHIBITOR BY CATEGORY EXHIBITION SERVICE TOOLS Certain Software Ungerboeck Systems International

EXPENSE REPORTING SYSTEM

MATCHMAKING & NETWORKING TOOLS a2z, Inc. Attendee Interactive Spotme Ungerboeck Systems International WingateWeb

Arcaneo Inc. WingateWeb

FLOOR PLAN MGMT.- BOOTH SALES TOOLS A.C.T. Inc. / EXPOCAD a2z, Inc. Attendee Interactive Certain Software Ungerboeck Systems International WingateWeb

HOTEL & FACILITY MANAGEMENT TOOLS Arcaneo Inc. Attendee Interactive Certain Software Ungerboeck Systems International

LEAD RETRIEVAL - ACCESS VERIFICATION SYSTEM Attendee Interactive CompuSystems Dietze Enterprises, Inc. Spotme Ungerboeck Systems International WingateWeb

MEETINGS SPEND MANAGEMENT/CONSOLIDATION TOOLS Arcaneo Inc. Certain Software

MOBILE TECHNOLOGY TOOLS Spotme Ungerboeck Systems International

ONLINE REGISTRATION Acteva Arcaneo Inc. Attendee Interactive Certain Software CompuSystems RegOnline Ungerboeck Systems International WingateWeb

Meetings Technology Expo 2008, Chicago 183


EXHIBITOR BY CATEGORY SURVEY SYSTEMS

PROJECT / TASK MANAGEMENT TOOLS Arcaneo Inc. Attendee Interactive Conference Archives Ungerboeck Systems International WingateWeb

RFP MANAGEMENT PRODUCT Arcaneo Inc. Las Vegas Convention & Visitors Authority Ungerboeck Systems International

ROOM BLOCK/HOUSING MANAGEMENT TOOLS Arcaneo Inc. Attendee Interactive Certain Software Las Vegas Convention & Visitors Authority Passkey Ungerboeck Systems International WingateWeb

Attendee Interactive Certain Software MSInteractive RegOnline Spotme Ungerboeck Systems International WingateWeb

VIRTUAL MEETINGS SERVICES Conference Archives WingateWeb

WEB DESIGN SYSTEMS Arcaneo Inc. Attendee Interactive

WEBCASTING VIDEO CONFERENCING SERVICES Conference Archives

ROOM DIAGRAMMING FLOOR PLANS A.C.T. Inc. / EXPOCAD Certain Software Spotme Ungerboeck Systems International WingateWeb

184

Meetings Technology Expo 2008, Chicago


EXHIBITOR LISTINGS EXHIBITOR BY ALPHA

EXHIBITOR BY BOOTH

Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Booth

Company

Booth

A.C.T. Inc./EXPOCAD . . . . . . . . . . . . . . . . . . . . . . . . . .104

Ungerboeck Systems International, Inc. . . . . . . . . . . .101

a2z, Inc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

a2z, Inc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Acteva . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

Certain Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Arcaneo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

A.C.T. Inc./EXPOCAD . . . . . . . . . . . . . . . . . . . . . . . . . .104

Attendee Interactive Services . . . . . . . . . . . . . . . . . . .133

Acteva . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106

Certain Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

SPOTME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

CompuSystems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125

RegOnline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

Conference Archives, Inc. . . . . . . . . . . . . . . . . . . . . . .128

WingateWeb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

Dietze Enterprises . . . . . . . . . . . . . . . . . . . . . . . . . . . .134

Passkey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121

Las Vegas Convention & Visitors Authority . . . . . . . .123

Dietze Enterprises . . . . . . . . . . . . . . . . . . . . . . . . . . . .134

Madison Avenue Signs . . . . . . . . . . . . . . . . . . . . . . . .130

Las Vegas Convention & Visitors Authority . . . . . . . .123

MSInteractive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127

CompuSystems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125

Passkey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121

Arcaneo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

RegOnline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

MSInteractive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127

SPOTME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

Conference Archives, Inc. . . . . . . . . . . . . . . . . . . . . . .128

Ungerboeck Systems International, Inc. . . . . . . . . . . .101

Madison Avenue Signs . . . . . . . . . . . . . . . . . . . . . . . .130

WingateWeb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .118

Attendee Interactive Services . . . . . . . . . . . . . . . . . . .133

Meetings Technology Expo 2008, Chicago 185


AT-SHOW DEALS Acteva www.acteva.com • Booth #106 Offer: Meetings Technology Expo Special Show Promo • Enjoy your summer events with this super savings! • Summer Events Show Package ($550 Value) • $ 200 Off Registration Processing Fees • $ 100 Off Event Activation Fees

• $ 250 Off Ticketing Option Set Up Good for events held through August 31, 2008.

MSInteractive www.acteva.com • Booth #127 Offer: **20% Discount** Engaging your audience is now easier than ever! Contract with MSInteractive before June 30th, 2008 and receive a 20% discount on Perception Analyzer equipment rental."

Dietze Enterprises, Inc. www.dietzeenterprisesinc.com • Booth #134 Offer: Ask us about FREE RFID!

CONFERENCE ARCHIVES, INC. www.conferencearchives.com Booth #: 128 • For qualifying organizations with digital meetings-based content abstracts, oral presentations, posters - Conference Archives will assess the value of your content in the institutional market, and develop a migration plan to expand the discoverability and reach of these assets and your brand beyond members and attendees at no cost to you!

186

Meetings Technology Expo 2008, Chicago


FLOOR PLAN

Meetings Technology Expo 2008, Chicago 187


SPONSORS REGISTRATION SERVICES www.regonline.com RegOnline is the industry leader in webbased online registration software for meeting and event professionals. Since its inception in 1996, RegOnline's software has registered nearly 1.3 million people for over 15,000 events worldwide.

HOUSING MANAGEMENT SERVICES www.passkey.com The complete online group reservations management solution reduces attrition exposure and alleviates book-around by automating manual processes. Passkey provides a centralized, shared-access system, and the capability to easily upload room lists, download real-time reports, and link to any preferred registration solution.

FLOOR PLAN www.expocad.com ACT, Inc. produces the popular EXPOCAD series of software and will soon be celebrating its 20th year. With over 2000 trained users, EXPOCAD is considered the industry standard in event management and estimated at managing over $200 million in on-site and on-line space assignments.

LEAD RETRIEVAL www.dietzeenterprisesinc.com Since 1989, Dietze Enterprises, Inc. has been providing advanced exhibitor lead retrieval and session tracking technology and services to exhibitors and tradeshow managers. As the first “lead retrieval services� company to enter the tradeshow market, Dietze has a strong tradition of offering affordable and technologically advanced lead collection systems that provide the flexibility tradeshow managers and exhibitors need for accurate, effective and efficient registration, session tracking and lead retrieval, regardless of the nature of the event.

188

Meetings Technology Expo 2008, Chicago


V

t i is

booth #103

s U


Meetings Technology Expo 2008 Chicago Show Directory  

Meetings Technology Expo 2008 Chicago Show Directory

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