IAPCO Innovation Award 2024

Supported by:

Recognising Innovative Solutions in the Meetings and Events Industry

In an ever-evolving meetings industry, innovation is the driving force that propels us forward. The 2024 IAPCO Innovation Award celebrates the visionaries who are pushing boundaries, raising the bar for professionalism, and reshaping the landscape of events worldwide.

On Wednesday 15 May 2024, IAPCO will announce the winner of the prestigious 2024 Innovation Award at the IMEX Frankfurt Gala Dinner. This esteemed individual will not only bask in the limelight of their achievement but will also be featured in the June edition of the PCO, sharing their inspiring story with the global meetings community.

As we countdown to this highly anticipated announcement, we are thrilled to introduce the nominees – a group of visionaries whose innovative ideas have already left an indelible mark on the industry. Their contributions deserve recognition, for they are the catalysts driving the meetings world towards new heights of excellence and pushing the boundaries of what's possible.

In the following pages, in their own words, you will read about their challenges and the solutions they crafted, witnessing first-hand the power of innovation to overcome obstacles and reshape the industry's landscape.

Nomination #1

Name of Candidate: Ahmed Magdy

Candidate Job Title: Senior Front-End Developer

Company: ICOM Group

Country: Egypt

Challenge:

Event Managers face a significant challenge: printed materials with QR codes linked to event programmes became outdated when programme changes were required. This necessitated costly reprints and created an inconvenience for attendees, who might have outdated information.

Approach and Solution:

Our team devised a novel approach to address this issue. Ahmed, a Senior Front-End Developer, onceptualized the idea of the QR-Genie.

He proposed embedding the event program within a web page and generating a QR code for the web page itself. This ingenious solution allowed for dynamic updates to the programme without needing to reprint the QR code, ensuring attendees always accessed the latest information.

To transform this concept into a practical tool, Ali Abdel Salam, a skilled Back-end Developer, played a pivotal role. He developed the Back-end infrastructure for the QR-Genie, including a robust and scalable system architecture with a database and serverside logic.

This enabled the tool to handle multiple events and updates efficiently. Moreover, Ali integrated Ahmed's manual steps into a user-friendly dashboard, empowering project managers to generate and update QR codes for various event components such as programmes, medical resources and mobile apps.

Recognising the importance of user experience and aesthetics, Jailan Ibrahim, Web Team Manager, and Nuran Abdou, Senior UI/UX Designer, collaborated to create an intuitive and visually appealing user interface. This ensured that QR-Genie was not only functional but also enjoyable to use, further encouraging its adoption among project managers.

Outcome:

QR-Genie has revolutionised event management at ICOM Group, resulting in several positive outcomes.

• Project managers can now make real-time updates to event information, providing attendees with the most current programme, resources and mobile app links.

• This streamlined process has significantly improved efficiency and flexibility while minimising printing costs and the environmental impact associated with outdated materials.

• Furthermore, the user-friendly interface, designed by Jailan and Nuran, has contributed to the tool's widespread adoption across various events, leading to positive feedback from project managers and a notable improvement in the programme management process.

• A new way of event manager interaction with the QR codes, opened new possibilities for creating landing pages with required content on the spot and making QR codes simultaneously.

QR-Genie, this user-friendly tool exemplifies our commitment to innovation, environment and problem-solving within the events industry. This dynamic solution demonstrates the value of collaboration, creativity and user-centric design in addressing realworld challenges and enhancing the overall event experience.

Nomination #2

Name of Candidate: LIU, Hong (Leon Liu)

Candidate Job Title: DCO (Digital Solution for Conference) Manager

Company: East Star Event Management Co., Ltd

Country: China

Challenge:

International events face challenges such as promoting teamwork with multiple hosts and PCOs, engaging with participants and elevating logistics.

Approach and Solution:

To address these challenges for the "World Conference on China Studies Shanghai Forum," East Star developed and utilised its digital tools, the X platform and system. This solution included the following features:

• Marketing Channel: Event content could be linked, shared and liked through popular social apps like WeChat (the most popular app in China) and others. It provided both Chinese and English language options and separate spaces for Chinese and international participants.

• One-Key Share: Easy sharing of conference content and information.

• Integrated Features: A combination of "Photo Album on Cloud," "Live Stream," "Location Navigation" and more.

• Event Team Structure: Allowed multi-working teams to update, sync, release, upload/download information and tasks. Different levels of authority ensured data security and isolation, as the platform was certified by the state cyber security department.

• Participant Experience: Participants could create accounts, register for the event, make payments through local and international financial channels, access their itinerary (flights, ground transport, hotel check-in/out, forums, meals), and sync relevant information with authorised staff teams like drivers, guides, hotel staff and secretariat.

• Sustainability: Implemented a "non and less paper event policy," using renewable and reusable materials, collected and recycled plastic water bottles to obtain Carbon Emission Credits (exchanged for school uniforms donated to schools in poor areas) and provided digital meeting materials to reduce printing.

Outcome:

East Star's X platform and system provided a one-station event management experience with a focus on sustainable development, enhancing the value of MICE management for the future.

Nomination #3

Name of Candidate: Cheryl Welburn

Candidate Job Title: Project Manager for Incentives and Special Events

Company: Arinex Pty Ltd

Country: Australia

Challenge:

Contrary to popular belief, there are no venues in Sydney CBD that can accommodate a 3,000 pax sit-down Gala Dinner. As a result, Cheryl was tasked with the challenge of delivering a standup event worthy of a Gala title.

Departing from the conventional sit-down gala dinner, Arinex partnered with SafeWork NSW to conceptualise an innovative, progressive Australian Night celebratory event showcasing the country’s iconic cultural attractions. Arinex Project Manager, Cheryl Welburn was tasked with bringing this exciting new concept to life.

Approach and Solution:

Cheryl reimagined the traditional gala dinner format into a culturally immersive celebration at the coveted three-story WatersEdge at Campbell’s Stores, overlooking Sydney’s iconic Harbour Bridge and Opera House. Being the venue’s first event of this scale and concept, it was integral that Cheryl guided the venue throughout. With only five months to execute, Cheryl navigated stakeholder relations, collaborating with the venue team, tourism bodies and eighteen suppliers to secure optimal theming, technology, food, beverages, entertainment and activations. Her thorough preparation ensured cohesive execution with all stakeholders.

Cheryl transformed the three-level venue into an immersive wonderland showcasing Australia's diverse landscapes and culture.

The ground floor, themed "Beach and Bush", featured Indigenous bushtucker tasting, a beach-themed photo booth and a gelato cart featuring unique Australian flavours.

Level one, themed "Reef and Rainforest", offered a native floral station, rainforest-themed photo booth, virtual reality station with 360° Australian reef and rainforest videos, and an Aussie Rules Football activation.

The top level, themed "Dreamtime and Outback", featured an Indigenous gallery with artist meet-and-greet, virtual reality Outback experience, 360° photo booth and local wine tasting, capping the evening off with an after-party band and dancing.

A Culinary Exploration

Departing from the sit-down dinner format, Cheryl collaborated with the venue and local suppliers to arrange diverse food stations throughout the venue, offering an array of culinary options from Australian barbeque to seafood, pasta and antipasto. A dedicated area provided inclusive catering for dietary needs like kosher, ensuring an experience for all guests.

Entertainment Extravaganza

Under Cheryl's management, festivities featured three diverse live music acts and a spectacular fireworks finale over Sydney Harbour, leaving attendees with a lasting impression. Guest's ferry transfers to and from accommodation provided a different perspective of the beautiful harbour city.

Outcome:

Cheryl's exceptional leadership, innovative solutions through strategic collaborations, creative design and effective stakeholder management overcame challenges in delivering this new gala experience. Her approach serves as a scalable model to elevate events across contexts and industries. Attendees departed with a positive impression of Australia as an event and tourism destination, as evidenced by their enthusiastic feedback*:

• "The gala night was spectacular. Easily the best conference dinner/social function I've ever been to – congratulations."

• "The gala night was a great showcase of Australia."

• "It was sensational! It greatly surpassed my expectations."

*Source: Post-Congress delegate survey.

Cheryl's innovative approach orchestrated an event generating an estimated AU$ 1.4 million in revenue for local businesses and suppliers, exemplifying how innovation can elevate events into extraordinary experiences.

Nomination #4

Name of Candidate: Claire Smyth

Candidate Job Title: Director of Sales and Marketing

Company: Conference Partners International

Country: Ireland

Challenge:

'Connecting City and Conference'

In 2023, One Young World, a forum for the leaders of tomorrow, came to Belfast City. Part of the motivation for coming to Belfast was to celebrate the 25th Anniversary of the Good Friday Peace Agreement that marked the end of the Troubles in Northern Ireland. One of the five key Summit topics was Peace and Reconciliation, and it was anticipated that Belfast would be the ideal platform to show what a successful peace process can deliver. CPI wanted to ensure that there was a connection between Belfast and the Summit. Delegates were going to hear about the Good Friday Agreement and Peace within the Convention Centre, but we also wanted to create a way to bring the City into the ICC Belfast.

Approach and Solution:

The city is synonymous with street murals and artwork. Throughout the Troubles and in modern Belfast, art has been utilised to showcase the heartbeat of the city. Claire who lives in nearby Derry, passes these murals daily and felt we could utilise street art to create that connection between the Forum and City. CPI engaged with both our Exhibitors and local Street Artists within Belfast to create bespoke artwork that created a connection between our Commercial Exhibitors, The Summit and The Community.

• Every exhibitor hung a bespoke piece of artwork created for the event.

• Each piece identified a key theme around modern Belfast and the role of Peace and Reconciliation.

To reinforce that connection with the City, CPI also created a Community Dine Around, which enabled delegates to go out into communities affected by the Troubles and see how peace had a practical real life impact.

Outcome

The impact was felt on multiple fronts

• Delegates had additional reasons to engage with OYW's Exhibitors which helped foster conversation around the potential of the Young Leaders to impact change. This in essence was the core goal of the Summit.

• Delegates got a greater connection to Belfast City.

• Local Artists and the Local Community got to impact an event that came into their city.

Conor Houston, the Ambassador for One Young World in Belfast, who is a leading politician in Belfast summed up the impact of the initiatives and the event in general: “For Belfast as the Host City, the legacy of One Young World 2023 will extend far beyond the immediate economic impact.”

This was a showcase of what modern Belfast looks like, and the innovative use of artwork as a storytelling mechanism helped reinforce that key message.

Nomination #5

Name of Candidate: Uzi Drori

Candidate Job Title: Chief Information Officer

Company: Kenes Group

Country: Israel

Challenge:

The Kenes IT team faced the formidable challenge of streamlining the manual process of preparing the native congress app. Previously reliant on CSV files or manual data entry, this approach was time-consuming and prone to errors.

Handling large amounts of data, and customised updates in realtime prior to and during the events into a single mobile-friendly and paperless solution was a priority.

This information is handled by several teams (registrations, exhibitions, scientific programme coordinators, marketing, onsite managers, and more) on different platforms.

The challenge then, was how to effectively streamline all of this data into one single digital product that met the needs of participants and supported the tasks of every team at Kenes Group.

Approach and Solution:

The solution revolutionised event management by automating processes, reducing weeks of work to mere seconds. Through API integration and real-time updates, we synchronized data from eight - ten operational systems, ensuring accuracy and efficiency.

In a record time of four weeks, the IT team enabled interactive features, seamless integration with virtual platforms, and personalised attendee experiences through the full automation and integration of registration, abstracts, accommodation, speakers, exhibitors and all relevant information into the Kenes App.

Outcome:

The automation of the Kenes App yielded remarkable outcomes, significantly enhancing efficiency and effectiveness. By reducing manual efforts, the team saved weeks of work per congress, allowing resources to be allocated more strategically.

Attendees benefited from seamless registration processes, realtime updates, and personalised features, resulting in a superior event experience. With over 40,000 attendees managed annually and more than thirty events served only in 2023, the app became an indispensable tool in event management.

API integration of our virtual platform, allow for participants to watch live streams of sessions directly from the app, as well as to use interactive features such as Q&A, polls, quizzes, voting, networking and more. Glowing testimonials, such as those from ADPD committee members, underscored its success, affirming Kenes' position as a leader in innovative event solutions.

Currently, the team is working on gamification and augmented reality features to be included in the app.