MEETING DESIGNINSTITUTE

MEMBEROPPORTUNITIES

YOUR ALL-IN-ONE MARKETING PLAN

MEETING DESIGNINSTITUTE

MEMBEROPPORTUNITIES

TABLES OF CONTENTSPART 1 TRADESHOWS

STAND PARTNERSHIP 5

VIRTUAL PRESENCE 6

ACTIVE REPRESENTATION 7

FRESH DINNER 8

VIDEO CORNER – BOOK AN INTERVIEW 9

VIDEO CORNER – BECOME A SPONSOR 10

ONE-DAY TRAINING – A DAY PRIOR 11

SPEAKING OPPORTUNITIES 12

EDUCATION AREA SPONSORSHIP 13

PART 2 OTHER EVENTS

THE FRESH CONFERENCE 15

5-DAY SUMMER SCHOOL: CERTIFICATE IN MEETING ARCHITECTURE 16

ONLINE WEBINAR 17

PART 3 CONTENT CHANNELS

TOOLBOX CATALOGUE 19

PLANNER NEWSLETTER 20

MEETING INDUSTRY PRESS RELEASE 21

MDI WEBSITE 22

BOOK PROJECTS 23

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

4

MEETINGINDUSTRYTRADE- SHOWS

PART 1

5

TRADESHOWS

If you are considering exhibiting at the industry trade show but do not need a full stand you can become a stand partner at the MDI stand and enjoy full exhibitor benefits including:• access to the appointments system with

your one individual calendar• exhibitor listing in the show catalogue • exhibitor listing on the show website

As a stand partner you gain full access to the MDI stand including:• your logo printed on the back wall and

eligibility to display your brochure• use of furniture, internet, electricity,

lighting• lunch sandwiches, coffee, water for you

and your appointments where applicable

Please note that we allow only one company representative on the stand at the same time.

MEETINGINDUSTRYTRADE- SHOWS

STAND PARTNERSHIP

ADDITIONAL BENEFITS:• one free FRESH dinner ticket • one free-of-charge video interview

where applicable • eligibility to speak at the MDI

educational sessions

WHY IS IT SMART TO STAND-PARTNER WITH THE MEETING DESIGN INSTITUTE?• it’s easy: your stand is all inclusive with

carpet, furniture, logo and Internet• it’s cool: you’ll be part of a buzzing

stand full of innovation, education and quick tours

• it’s wise: you’ll be eligible to speak at educational sessions at the MDI stand

• it’s big: you will be promoted via all MDI marketing channels (i.e. newsletter to 6000)

• it’s low-priced: you share the cost of a full stand with other stand partners

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

6

This is an innovative means of exhibiting at trade shows – you become a virtual exhibitor using the KUBI, a telepresence robot. While doing so you are entitled to all exhibitor benefits including full presence online and access to the exhibitor’s appointments system. We take care of everything on-site - you just need to send us brochures and business cards in advance so we can place them on your table. The biggest advantage of this option is saving on travel and accommodation expenses and time out of the office!

You will enjoy full exhibitor benefits including:• access to the appointment system with

your one individual calendar• exhibitor listing in the show catalogue • exhibitor listing on the show website

VIRTUAL PRESENCE

Evelien Aernaudts from ABBIT Meeting Innovators has virtually presented at IMEX America 2015 and gives you three reasons why you should try this as well:• you are productive and at the same

time very relaxed; I met more than 30 industry contacts while being at home

• it is a unique experience and also a bit futuristic

• you learn how to work with this new set of technology

7

TRADESHOWS

Each year we notice growth in the number of appointments booked with the MDI by meeting planners who are looking for innovation, tools and techniques in meeting design and technology. Meeting planners are overwhelmed by the variety of technology solutions offered on the market and are therefore looking for a comprehensive overview that clarifies what are new and useful tools as well as why and how to use them.

HOW DOES IT WORK?The MDI prepares a PowerPoint presentation of ‘10 Meeting Design Innovations’. Your

ACTIVE RE-PRESENTATION

product or service can be included in our presentation as one of the 10 innovations. We will show two slides about your tools and give the meeting planners a short presentation about the USP.

MDI WILL ALSO:• offer clients your brochure,

card or gadget• scan their business cards and

send you a list• offer planners the Toolbox Catalogue

which highlights you• show them the way to your stand

(if you have one)

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

8

The FRESH dinners began in 2006 (at EIBTM and IMEX Frankfurt) and were the first networking events focused on meeting content design. These dinners now regularly attract more than 120 participants and are the place to be for all interested in meeting design. MDI members are invited to become an official sponsor of four FRESH dinners at the biggest industry trade shows.

FRESH DINNERSSPONSORSHIP

WHAT DOES A SPONSOR GET?• sponsor logo and website link on the

FRESH dinner registration page• sponsor logo and website link included

in all marketing communications promoting the event including mailings, website posts, etc.

• logo displayed at the FRESH dinner• official mention as a sponsor at a FRESH

dinner with an opportunity to make a one-minute speech

• opportunity to display a brochure at the registration desk / entrance to the dinner

• opportunity to hand a ‘take-away pack’ to the FRESH dinner participants

• two free dinner tickets for staff members

• two free client/planner tickets

dinn r

9

TRADESHOWS

The MDI sets up a professional TV studio at industry trade shows. Now you have the opportunity of visibility there by booking your professional video interview with the Meeting Design Institute.

HOW DOES IT WORK?You book the exact timing of your interview prior to the trade show with a selected MDI team member. At the trade shows we will appoint an interviewer who will first have a quick chat with you on-site (to find out the main purpose of your interview) before recording starts. Slots are 20 minutes but an interview itself is 3-4 minutes only.

VIDEO CORNER BOOK AN INTERVIEW

WHAT HAPPENS WITH MY VIDEO?The videos are promoted on MDI’s Vimeo, website and social media channels and are also promoted by the International Meetings Review and its many media members. We upload your video to the MDI Vimeo channel within five working days of the trade show ending. You’re welcome to embed your video on your website and any other marketing channels – we do not, however, send a file of the video. The MDI publishes the videos throughout the year followed by social media promotion.

See examples: www.vimeo.com/mdi

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

10

The MDI team produces throughout the main industry trade shows about 70 high-quality videos per show, unique in content. These videos represent a valuable source of knowledge for international meeting professionals. The content focuses on learning, motivation and networking, and also covers the following topics: meeting design, ROI, techniques and innovative tools for meeting design. In order to stay up to date, meeting planners are constantly looking for relevant information from the meetings industry as well as relevant industry news and information. Therefore companies that understand content marketing can benefit from this fact by co-branding this readily available, high-quality content.

VIDEO CORNER FOR CONTENT MARKETINGAt IMEX Frankfurt and IBTM World up to 70 interviews are produced at the video corner per show. Plus, the six sponsors on the background gain exposure every time someone loads or plays the videos. These videos are promoted on Vimeo, the MDI website and social media channels as well as by the International Meetings Review and its many media members.

STATISTICS – 2015 AT A GLANCE The MDI’s Vimeo channel is the main platform for publishing all the material

VIDEO CORNERSPONSORSHIP

from the video corners. At Vimeo we generate around 214,000 loads and 7274 plays per year (Vimeo stat 6 October 2015). The videos published by International Meetings Review reach an additional 5000 plays and many are promoted by IMEX and IBTM, with a total of approximately 20,000 plays. The videos are also promoted on the MDI’s website and social media generating more than 200 visualizations additionally per video.

WHAT DOES A SPONSOR GET? on-site exposure:• logo on the back wall of the video

corner - all the videos produced at a trade show are uploaded on Vimeo and are released throughout the year via MDI marketing channels (website, social media and newsletter) where sponsors’ logos can be seen (approximately 20,000 plays)

• opportunity to produce your own video content – a sponsor can book up to five production slots of 20 minutes at each event. The MDI team will contact a sponsor in advance to schedule the interviews. A sponsor can choose to use an MDI interviewer or bring their own

• opportunity to embed a sponsor’s own videos in their video channels or on their website – we share a video file only with sponsors

11

TRADESHOWS

One day has never delivered such a concentrated bundle of practical innovations across such a broad spectrum of key elements in meeting design. The world of meeting professionals is moving ahead rapidly. Designing better meetings is more relevant than ever and growing in importance. And while technology advances influence many aspects of meeting planning, our knowledge and skills must also evolve to keep up with constantly changing needs.

ONE-DAY TRAINING‘’THE BEST OF MEETING DESIGN”A DAY PRIOR TO THE TRADE SHOW

This course is the condensed version of a five-day meeting architecture training course and comes fully loaded with short presentations, peer learning, experiences and case studies. It includes topics relating to: • interaction from enhanced Q&As to

crowdsourcing technology• meeting formats and techniques• hybrid meetings or online participants,

remote speakers etc.• content capturing from reports to

recording and distribution• presentation improvement and speaker

support• production and AV with new tools• moderation and facilitation• and many more...

SPONSORSHIP OPPORTUNITY• as an MDI member you can become

a sponsor of the training course. The sponsorship package consists of:

• your logo on the registration page and all communications about the training

• opportunity to run an informative session about your tool

• one free ticket for your staff and an opportunity to buy more at a discounted rate for your staff and/or clients

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

12

The MDI is a trusted content curator and education provider. We are invited to set up, design and run educational tracks at a number of meeting industry trade shows. All MDI members are welcome to submit their proposal and present their expertise on the given topics. One rule – the content needs to be relevant, informative and educational.

WHAT DOES THE MDI DO?• collaborates with industry trade shows

and conference organisers about the most important topics relating to meeting design for their education programme

• conducts industry research and identifies the challenging and most innovative topics

• outlines the programme and invites all members to take part in the session they think they can contribute to

• for plenary sessions the MDI or appointed session leaders design the programme together with all speakers

SPEAKINGOPPORTUNITIES

HOW TO TAKE PARTThe MDI informs members about speaking opportunities in member mailings – just reply and tell us how you see your contribution. Please ensure you tell us who from your team we should keep in the loop for these mailings.

13

TRADESHOWS

The MDI manages various educational areas at industry trade shows. Mentioned in the official educational programme, these spaces attract planners who are looking for new ways to innovate their meetings.All MDI members are invited to become an official sponsor of the education areas set up and run by the MDI.

EDUCATION AREA SPONSORSHIP

WHAT DOES A SPONSOR GET?• mention as an official sponsor of the

area in all MDI communication channels• on-site logo and banner displayed at

the education area• opportunity to speak at one of the

education sessions for the event• free active representation at the event

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

14OTHEREVENTS

PART 2

15

OTHER EVENTS

Organised by the Meeting Design Institute, FRESH is an inspiring two-day conference that feeds meeting planners and industry leaders with new ideas, concepts and initiatives that are difficult to find elsewhere. This innovative conference provides all delegates with a progressive forum where they can explore new ideas, share groundbreaking content and network at a new level with the most influential contacts in the industry. Read more: www.theFRESHconference.com

FRESH CONFERENCE

WHY SHOULD YOU BECOME A FRESH PARTNER?• instantly raise your brand awareness

and networking opportunities within an influential community

• be recognised as a key player and innovative leader in the industry

• receive exclusive promotional recognition in your status as an MDI member

• be one of a few to gain new expertise and knowledge content at the conference

MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

16

PART 2

Meeting architecture is the profession of designing and executing meetings, conferences and events based on measurable objectives. Meeting pro-fessionals are seeing a huge amount of technology and other innovations and the pressure to generate more results is growing.The Meeting Design Institute organises the five-day Certificate in Meeting Architecture course as an intense hands-on training programme covering all core elements of meeting architecture. It provides fundamental classics such as formats and techniques, creative group work and the latest innovations and technology.

Meeting professionals should follow this training for these main reasons:• to stay up to date on the latest in

technology and meeting design• to open up career possibilities by adding

meeting design to participant logistics work

• learning to discuss and convince partners and clients of the relevance of meeting design

• to discover an ongoing stream of information via several resources

FIVE-DAY SUMMER SCHOOLCERTIFICATE IN MEETING ARCHITECTURE

THE THREE MAIN PILLARS 1. PROCESS: The Meeting Architecture Process (MAP) including the ROI methodology (how to work with the meeting owner end the other stakeholders to come to an innovative and successful design)2. TOOLBOX: The Toolbox for meeting design: formats, experts, art, AV tools, technology... (What to use and what to do to make the design come to live and make an impact)3. SCIENCE: Sciences and other important meeting design components such as interaction, hybrid, social media, content capturing, production... (what crucial issues about human psychology to remember when selecting tools or formats and helping speakers to improve)

SPONSORSHIP OPPORTUNITYAs an MDI member you can become a sponsor of the training course. The sponsorship package consists of:• your logo on the registration page and

all communications about the training• opportunity to run an informative

session about your tool• one free ticket for your staff and an

opportunity to buy more at a discounted rate for your staff and/or clients

More details on the next training dates via info@meetingsupport.org We also invite you to set up your own five-day training for your staff and/or clients.

17

OTHER EVENTS

Online webinars are one of the most powerful marketing channels. MDI can help you to design and run your online webinar based on your objectives. You should consider setting up an online webinar to reach out to the wider audience, collect new leads and data, and also link your brand to innovative education.

ONLINE WEBINAR

HOW DOES IT WORK?There are two ways MDI can support you:• we deliver content for your webinar

If you already have your own webinar series in place we can assist you with delivering innovative content and inspiring speakers

• we set up the entire webinar for you We can run the entire project for you

under your logo. We take care of all logistics including technical setup, content and speaker selection and promotion via our marketing channels

PART 1 MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

18CONTENT CHANNELS

PART 3

19

CONTENT CHANNELS

Toolbox Catalogue is a great resource of innovative tools and solutions for designing more effective meetings. Meeting planners love the Toolbox Catalogue as it gives them a comprehensive overview of tools available on the market. It is also filled with educational content on the design phase of the meeting architecture process and lists all meeting design training available. See the latest version of the Toolbox Catalogue: meetingsupport.org/catalogue

DISTRIBUTION:Print: Each year we distribute around 2000 printed copies to a captive audience at the meeting industry trade shows (IMEX Frankfurt, IBTM World, IMEX America, the Meetings Show, ACE of M.I.C.E Confex) and all conferences, meetings and educational training we are organizing and attending.

TOOLBOX CATALOGUE

Online: The Toolbox Catalogue is available to download from the MDI website. Since 2014 the file has been downloaded more than 10,000 times and the number keeps growing. All MDI channels are activated to drive traffic to the downloading page.

WHO GETS THE PAGE?A page in the Toolbox Catalogue is included in the membership fee. Depending on your membership level you are offered 1/1 page (for sponsor and corporate members) or 1/2 (for individual members).

CAN I ADVERTISE IN THE TOOLBOX?We have two advertising options:• cover page (for one member only – for

one year)• page inside the catalogue

HOW DOES IT WORK?We send you a template for preparing text, contact details and pictures. The production of content is supported by our copywriter while the lay-out and printing is done by a graphic design company. We also send you a proof version before print.

We have four updates per year: two digital only, two digital and printing. We print before IMEX Frankfurt and IBTM World Barcelona.

MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

20

PART 3

The MDI database consists of 6000+ contacts who have shown an interest in meeting design and wish to keep up-to-date with meeting industry news. Planners’ contacts are 70% of our database (approximately 4200) and include corporate, association, agency and individual planners. Our newsletters have an average 25% opening rate.

CONTENT OF THE MEETING PLANNER NEWSLETTERWe follow the latest trends in content marketing - all newsletters to planners contain an overview of the most interesting content links to the articles and videos published. • 3rd week of January • 2nd week of MarchI• MEX Frankfurt• The Meetings Show• 2nd week of July • 2nd week of September• IMEX America• IBTM World

MEETING PLANNER NEWSLETTERS

MEETING PLANNER NEWSLETTER DISTRIBUTION DATES IN 2016There are eight newsletters planned in 2016 as indicated in the table on the right. Before the industry trade shows the MDI sends out a newsletter informing planners and buyers of the educational and networking opportunities set up for them there.

SPONSORSHIP OPPORTUNITIES • sponsor’s logo with link to company

website• 2-3 sentences about a USP or innovative

feature of a sponsor’s product may be added

• optionally a sponsor may provide educational content for a post which can be included in the newsletter: i.e.:meetingdesigninstitute.org/content/9-presentation-tips-all-eventprofs-should-give-their-speakers

21

CONTENT CHANNELS

Whenever you have important news to share and wish to reach a wide audience of meeting industry professionals you can send your media release to the MDI meeting industry press database that contains some 200 contacts (Feb 2016).

MEDIA RELEASES TO THE MEETING INDUSTRY PRESS

HOW DOES IT WORK?All you need to do is to send us your text and logo. We design the campaign with a simple layout (unless requested differently) and send you a draft before sending it out. Once agreed we schedule a campaign at the preferred time and – after a few days – share a detailed report with you on the opening rate.

MDI MEMBER OPPORTUNITITESYOUR ALL-IN-ONE MARKETING PLAN

22

PART 3

The Meeting Design Institute website (www.themeetingdesigninstitute.com) has 1400+ registered unique users who regularly receive notification emails about the latest content published on the site. The most popular posts have 1100+ reads while an average post gets between 200 and 400 reads. Each post is promoted via social media channels that drive traffic to the website. The MDI account on Twitter currently has 2132 followers while FRESH accounts for 2877 followers (Jan 2016).

MDI WEBSITE WEBSITE SPONSORSHIP All MDI members are invited to become the official sponsor of the Meeting Design Institute website. This opportunity is exclusive to one MDI member only for one full year.

WHAT DOES A SPONSOR GET?Visibility as an official MDI website sponsorlogo placed in the top banner of the MDI website linked to the sponsor’s page.

23

CONTENT CHANNELS

The MDI conducts research and publishes educational material on content related to improving meeting effectiveness. All books are offered in the bookstore on the MDI website as well as at meeting industry trade shows and conferences.

MDI BOOKSThe MDI needs financial support in order to issue more books and publications. The topics we would like to focus on are: • Meeting Architecture, a manifesto

translation to Russian and French• Science for Meetings and Events• Meeting Formats• Meeting Architecture 02• Meeting Architecture Process Workbook

If you are interested in supporting any of the above projects or have another in mind you would like MDI to partner please let us know.

www.meetingdesigninstitute.org

YOUR ALL-IN-ONE MARKETING PLAN

MEETING DESIGNINSTITUTE

MEMBEROPPORTUNITIES