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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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Meetings Technology Expo 2008, Chicago


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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