| Date post: | 20-Mar-2017 |
| Category: |
Technology |
| Upload: | michael-doane |
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Michael Doane Marketing Manager
CadmiumCDBrittany Doyle, CMP
Manager, Trade Show Operations Solar Energy Trade Shows
Driving Attendee Engagement with Event Technology: How Planners
and Vendors Can Work Together to Create Exceptional Experiences
Story of Two Monks
The Client-Vendor Contract
Session Overview & GoalsTheme: Vendor partnershipsExplore tech toolsBrainstorm challenges to implementing tech tools and how to overcome themDiscuss ways to use technology to engage attendeesExamples and best practices
Stakeholder Engagement
1. Attendee EngagementVendor
All available optionsBest practicesTemplates (email, flyer, social media posts, signage)Technical requirements
PlannerPromote to attendees in advance and onsiteMake it easyThink through logisticsIncentivize engagement – gamification, exclusive content, credits
2. Sponsor & Exhibitor EngagementVendor
Provide data to showcase ROICommunicate opportunities – sponsorship, promoted listing, advertising, gamification, native content, video
PlannerCommunicate opportunities and valueDrive attendee engagementShare ROI
3. Speaker Engagement Vendors
Set up softwareProvide support
PlannerProvide training and make their lives easierProvide resources and logistical informationCommunicate opportunities for publishing content
The most important stakeholders!4. Employee Engagement
VendorsSet-up and implementationTrainingTimelinesBest practices Support
PlannerGetting staff buy-inTraining staff on tools available Get vendors on board with one another
10 Tech Tools in Ten MinutesGoal: Discuss challenges with implementation and best practices Goal: Showcase how you can collaborate with your vendors to accomplish this
1. Mobile Apps
Source: http://www.eventmanagerblog.com/event-app-bible/
Why use a mobile app?Real-time updates to event information and contentPush notificationsSecond-screen opportunities: Note taking and slide shareAttendee and Exhibitor engagement
Social media GamificationAudience responseLead retrievalMessaging
Data to showcase ROI to sponsors Green
2. Conference Websites
Source: http://www.bluefountainmedia.com
Why use conference websites?Promotional opportunities for speakers and sponsorsEngagement toolAttendee resourceUpdates dynamicallyCompliments your organization’s website
3. Digital Signage
Why use digital signage?Session details and speaker photosPreview of upcoming sessions (scrolling)Real-time updates to contentSocial media wallsSponsorship opportunities (ads and video)Comparable in costGreen
4. Meeting Planning Software
Why use meeting planning software?
Information sharingReal-time updatesProject management Communication toolReport data to stakeholdersGreen
5. RFID and Beacons
Why use RFID and Beacons?Data collection – attendee patterns and traffic flowSponsorship and exhibitor engagement – push notificationsNavigation tool - GPSAttendee engagement – push notificationsLead retrieval and staffing needsSurveysNetworkingMatchmaking
6. Social Media Tools
Source: www.makeameme.org
Why use social media tools?Ways to manage and facilitate engagementCommunication tool Live stream monitorsLeaderboards
7. Audience Response Systems
Why use audience response systems?
Engagement toolFacilitates active learningCreates an in-session communityAdult education best practices
8. Second Screen Technology
Why use second screen technology?
Note-takingSlide-sharingReal-time data
9. Augmented Reality
Source: www.wearable.com
Why use augmented reality?Adding something digital into the real worldExamples
Pokémon Go Snapchat FiltersVirtual reality headsetsProjection technology
Show floor education – technical trainingExhibitor and sponsor engagement – gamificationDrive trafficSocial media engagementSponsorship opportunities
10. Gamification
Why use gamification?Scavenger huntsLeaderboardsFacilitates engagement with sponsorsEducation – questions correspond with sessionsNetworkingLead generation for exhibitors
*Targeted and contextual with a worth-while carrot
With the four stakeholders in mind…
Talk to the person next to you for two minutes: What are some of the common challenges you face with implementing these event technology tools?
Flip Charts: Discuss Best Practices Before, During, and After the Event
Organization buy-inTechnological requirementsLogistical requirements onsiteAdoption (informing stakeholders)Engagement
Mobile AppBefore
WiFi capabilities Education on how to use the app – video, email, webinarReleasing the app one month pre-conference with exclusive content and match-making opportunities
During Help desk - Be prepared for late adopters Signage – QR codes, RFID technology Exclusive content – session descriptions, slides, surveys Registration check-in
AfterConference proceedingsAccreditation Year-round contentPost-conference speaker – attendee engagement – questions, follow-up content
Digital SignsBefore
Know your optionsDesign graphics and contentConnect the vendor with your AV companyDecide how you want the content to switch over (timing)
During Sponsorship opportunities: logos, static ads, video Having a onsite vendor to manage the technologyQuality controlMonitor social media content
AfterStay up with new technology advancesRequest improvements that you want to see for the following year
Best Practices:Service Level Agreements
Remember the client-vendor contract? Put it into writing!Find the vendor that will help you cross the river.
Questions to ask yourself (handout).
What are three new technology tools you could use at your next trade show to engage attendees?How will you engage all your stakeholders – attendees, employees, and sponsors/exhibitors – to drive adoption of new technology and measure success?Who is a technology provider you currently work with? What does your client-vendor contract look like? How could it be improved?
