Meetings Technology Expo 2008 Washington D.C. Show Directory by Paul Paone

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

September 3, 2008 Marriott at Metro Center â&#x20AC;˘ Washington, D.C. Meetings Technology Expo. 150 W. 51st St., Suite 1219. New York, NY 10019. Phone: 212-956-4720 Email: info@meetingstechexpo.com

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DIRECTOR’S NOTE . . . . . . . . . . .

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Greetings, It is my pleasure to welcome you to our 2nd Annual Meetings Technology Expo Washington D.C.! You are part of a select group of meeting professionals, technology suppliers, and industry-leading technology experts dedicated to advancing your professional career and to making our industry more efficient and productive through the implementation of cutting-edge meeting technologies. Please enjoy the educational sessions, exhibit hall, tech demos, and networking opportunities with your peers. The MTE program is designed to provide you with technology guidance, education and insight to further assist you in evaluating the right technology solution for your business. 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 and helping give meetings technology a stage of its own! 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 • Association and Member Management Tools . . . . . . . . . . . . . . . . . . . . . .28 • Strategic Meetings Management Part I . . . . . . . . . . . . . . . . . . . . . . . . . . .38 • Audience Polling/Response Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48 • Event Marketing Tech Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58 • Attendee Management–Registration-Intermediate . . . . . . . . . . . . . . . .68 • Security Issues in Meetings Technology . . . . . . . . . . . . . . . . . . . . . . . . . . .82 • Webcasting/ Video Conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94 • Attendee Management–Registration-Advanced . . . . . . . . . . . . . . . . . .104 • Database Management Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112 • Tradeshow Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

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• Strategic Meetings Management Part II . . . . . . . . . . . . . . . . . . . . . . . . .128 • Lead Retrieval/ Attendance Verification Tools . . . . . . . . . . . . . . . . . . . . .138 • Housing/Room Block Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146 • The APEX Toolbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156 • Online Travel Systems for Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164 • Audio Visual Products & Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172

Tech Demos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182 Case Studies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .184 Exhibitor Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .194 At-Show Deals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200 Exhibitor By Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201 Exhibitor By Alpha & Booth . . . . . . . . . . . . . . . . . . . . . . . . . . .204 Floor Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .205 Event Sponsors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206

Meetings Technology Expo 2008, Washington, D.C.

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GENERAL INFORMATION . . . . . . . . . . .

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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 • Breakfast 7:30 am – 9:30 am, Outside Meeting Rooms

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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.

• Lunch 11:30 am – 1:30 pm, Exhibit Hall

• Afternoon Break 2:30 pm – 4:30pm, Outside Meeting Rooms

TOTE BAGS AND SHOW DIRECTORY A tote bag and show directory are available for all Meetings Technology Expo attendees and may be picked up at the registration desk.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

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AGENDA

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Wednesday, September 3rd 7:30 AM

Show Opens

10:00 - 4:00 PM

Exhibit Hall Hours

7:30 - 8:00 AM

Welcome Breakfast

11:40 - 2:20 PM

8:00 - 9:00 AM

Concurrent Sessions

Tech Demos in the Exhibit Hall. Every 20 minutes.

12:00 - 1:30 PM

Lunch in the Exhibit Hall

12:00 - 12:30 PM

Roundtable Discussions in the Exhibit Hall

2:30 - 3:30 PM

Concurrent Sessions

• eRFPs/Site Selection Tools • Networking/Matchmaking Systems • Association and Member Management Tools

9:15 - 10:15 AM

Concurrent Sessions

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

10:30 - 11:30 AM

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

Concurrent Sessions 3:30 - 4:30 PM

• Attendee Management–RegistrationIntermediate • Security Issues in Meetings Technology • Webcasting/ Video Conferencing

Concurrent Sessions

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

4:30 - 5:30 PM

Concurrent Sessions

• The APEX Toolbox • Online Travel Systems for Meetings • Audio Visual Products & Services

5:30 PM

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Show Ends

Meetings Technology Expo 2008, Washington, D.C.

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

Room: London II MARTINE LYNCH MANAGER, TECHNOLOGY EVENTS & MEETINGS, KPMG LLP

ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION

Good eRFP systems come with large individual and organizational benefits. For planners, they expand venue horizons with databases of up to 100,000+ suppliers, and facilitate access to sales reps. They show historical rate offerings and contract terms, providing powerful negotiating tools with just a mouse click. Some can also guide through organizational practices and policies, so you can concentrate on what you do best – find the best vendors to support your meetings and events. For strategic meeting managers, eRFP systems give insight on vendor, chain and regional history, illustrating where to direct your group spend for the best value.

• How well does the system support your critical needs and procurement policies? • Are vendor search results prioritized by your needs, or by how much revenue vendors provide to the system provider? • Is the system easy enough to use that little or no formal training is needed? • Even if it is that easy, what training resources are available? • Does the provider offer effective 24x7 direct user support to you and your vendors by phone, e-mail, and real-time chat? • Are your frequently-used vendors willing to respond via the system? • Are the system provider’s financials and business plan strong enough to keep the organization and the technology around for years to come?

Meetings Technology Expo 2008, Washington, D.C.

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TECHNOLOGY BUYER GUIDE ERFPS/SITE SELECTION TOOLS TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION

all your vendor sourcing and contracting – for some scenarios, it really is better to pick up the phone.

Promises of what the eRFP system will do for you after tomorrow’s upgrade – make your decision based on what it can do today.

TECHNOLOGY PRICING STRUCTURES

Getting caught up in matching everything you do for all events and meetings to the system – keep your key business needs and the 80/20 rule in mind. Overlooking your vendors as system users – their opinion and usage experience are just as important as your planners’. Underestimating the effort needed for and importance of effective planner & supplier communications about the system rollout. Believing that “free for planner” systems are truly free – some vendors offset their commissions and listing fees by offering you higher rates than you could get through another avenue. Committing to a system without a test drive – arrange for a trial usage period before committing to a long-term contract.

Pricing ranges from free for planners (cost paid through vendor commissions and fees) through six-figure annual licensing agreements as part of overall enterprise end-to-end strategic meeting management package.

TECHNOLOGY IMPLEMENTATION Nearly all solutions are web-based and hosted by the technology provider. Planners and vendor responders generally need a current web browser which supports SSL encryption, and possibly a PDF document reader such as Adobe Acrobat.

TECHNOLOGY INTEGRATION Common integration points are with procurement systems to ensure spend reviews and approvals are recorded; hotel sales systems to speed response time; and with other meeting management technology tools such as budget management, attendee registration, etc.

Assuming an eRFP system will automate

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Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

ERFPS/SITE SELECTION TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Meetings Technology Expo 2008, Washington, D.C.

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ERFPS/SITE SELECTION TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

PRESENTATION

ERFPS/SITE SELECTION TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

PRESENTATION

ERFPS/SITE SELECTION TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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ERFPS/SITE SELECTION TOOLS

Meetings Technology Expo 2008, Washington, D.C.

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PRESENTATION

ERFPS/SITE SELECTION TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

ERFPS/SITE SELECTION TOOLS

Meetings Technology Expo 2008, Washington, D.C.

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PRESENTATION

ERFPS/SITE SELECTION TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

TECHNOLOGY BUYER GUIDE 8:00 AM - 9:00 AM NETWORKING/MATCHMAKING SYSTEMS

Room: Tokyo MIKE WALSH CEO, LEVERAGE SOFTWARE

ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY

TOP ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY

Event matching is demonstrating clear value to all event stakeholders – delegates, sponsors and event managers. The role of this technology is to allow stakeholders to find each other and share information with one another in advance of, during and after a conference or tradeshow. The use of these technologies result in a more productive event, increased sponsor revenue and improved logistics. These tools allow meetings to be scheduled to enhance the productivity for all and further justify an event. Finally, these technologies allow the knowledge sharing and social and business networking of an event to live on year round.

• Roll-out planning • Attendee tech support – Does the provider include technical support for the end users? Does it provide training for the host? • Ease of use – Is the system easy and FUN for attendees and hosts to use? • Integration capabilities – can the matchmaking easily integrate with the registration process? • Revenue generation – Can sponsor-ships be sold within the solution, without negatively impacting the user experience? • Reporting – Does the solution provider include pre and post-event reports for registration, attendance details, polling and surveys?

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE NETWORKING/MATCHMAKING SYSTEMS • Features – are they compelling so they maximize usage? • Best Practices – Does the solution provider understand what is required maximize the potential for success? • Additional features – Are there features that I require for my event? Matching, chats, polls, blogs, document sharing, photo sharing, tagging?

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY • Solution providers without a track record– experience is important here. • “Bare bones” providers – make sure that the solution is flexible. You may wish to begin with limited functionality and turn on additional functionality later. • Solutions that cannot integrate with your registration system. • Long term commitments – avoid 3 year contracts. You want to make sure that your vendors earn your business and satisfy your needs on a yearly basis.

tion and branding fee and a monthly usage fee. Expect to invest a $15,000 on a solution. Turn this into a year round event for an addition $5,000-10,000. The investment is typically easily recovered through sponsorship sales.

TECHNOLOGY IMPLEMENTATION AND INTEGRATION • These solutions can easily integrate with most registration systems through web services. It is important to evaluate this if you wish to integrate. It is also easy to include a link on a website and emails to allow people to register for the community. • The communities are hosted by the vendor so IT involvement is very low. • The vendor will configure and customize the solution to meet your specific needs. They will also recommend the best configuration for your needs. This is where the Best Practices becomes very important.

TECHNOLOGY PRICING STRUCTURES Matching pricing varies based on length of event and the number of attendees. Look for solutions that charge on a monthly basis. A typical implementation includes a configura-

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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PRESENTATION NETWORKING/MATCHMAKING SYSTEMS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

PRESENTATION NETWORKING/MATCHMAKING SYSTEMS

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Meetings Technology Expo 2008, Washington, D.C.

TECHNOLOGY BUYER GUIDE 8:00 AM - 9:00 AM

ASSOCIATION AND MEMBER MANAGEMENT TOOLS

Room: London I BOB MOSSADEGHI CO-FOUNDER, MORANT INFORMATION SYSTEMS

ROLE OF THIS SPECIFIC TECHNOLOGY IN THE MEETINGS INDUSTRY Association and member management database tools enable planners to properly store and leverage their own member data to facilitate a wide variety of functions including event and member registration for both front-end and back-end users, help recruit non-members, promote events and functions and much more.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Industry standard security should be a priority. • Systems should be self-configurable and flexible enough to be handled by non-techies. • Admin access and viewable reporting functionality.

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Rigid features with limited flexibility. • Outdated, incompatible software. • Heavy reliance on technical support team.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE ASSOCIATION AND MEMBER MANAGEMENT TOOLS TECHNOLOGY PRICING STRUCTURES • One-time purchase fee. • Monthly fee. May include service and updates. • Hosting plan. Usually a set-up fee and monthly fee thereafter. • Lease purchase – arrangements are made for a third party to finance the purchase. Many times it can include both software and services.

TECHNOLOGY IMPLEMENTATION Most important items to consider with an implementation plan are: • Timing. Ensure that everyone is on board with a start date and that a schedule is coordinated properly. • Budget. Ensure that your budget is in line with your requirements at the start of the implementation and forecasted usage. • Training and Support. Be sure that each team member is trained according to usage level and that everyone is familiar with the support procedures and contact information.

TECHNOLOGY INTEGRATION • Should integrate with the desk-top office applications. i.e. Microsoft Office and accounting systems, i.e. Quick Books, Great Plains, Peach Tree.

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Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

ASSOCIATION AND MEMBER MANAGEMENT TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

PRESENTATION

ASSOCIATION AND MEMBER MANAGEMENT TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

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ASSOCIATION AND MEMBER MANAGEMENT TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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ASSOCIATION AND MEMBER MANAGEMENT TOOLS

Meetings Technology Expo 2008, Washington, D.C.

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ASSOCIATION AND MEMBER MANAGEMENT TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

ASSOCIATION AND MEMBER MANAGEMENT TOOLS

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE 9:15 AM - 10:15 AM EVENT MARKETING TECH TOOLS

Room: London I ED LEMIRE EXECUTIVE VICE PRESIDENT MARKETING, ACTEVA

ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION

Event marketing is the main vehicle for getting people to attend your event

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 – Software as a Service. This pay-asyou 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 longterm contracts!

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.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE EVENT MARKETING TECH TOOLS 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. 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%). 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.

many registrants you’d like to have recorded by specific dates. Tally your registration data on a weekly basis.

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

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

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

EVENT MARKETING TECH TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Meetings Technology Expo 2008, Washington, D.C.

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EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

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EVENT MARKETING TECH TOOLS

Meetings Technology Expo 2008, Washington, D.C.

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EVENT MARKETING TECH TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

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

Room: Tokyo PRESENTER: REGINE FLIMLIN SPOTME

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.

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.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE AUDIENCE POLLING/RESPONSE TOOLS ITEMS TO AVOID WHEN EVALUATING THIS 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.

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 INTEGRATION 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.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

PRESENTATION

AUDIENCE POLLING/RESPONSE TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Meetings Technology Expo 2008, Washington, D.C.

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AUDIENCE POLLING/RESPONSE TOOLS

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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AUDIENCE POLLING/RESPONSE TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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AUDIENCE POLLING/RESPONSE TOOLS

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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AUDIENCE POLLING/RESPONSE TOOLS

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE 9:15 AM - 10:15 AM STRATEGIC MEETINGS MANAGEMENT PART I, BUILDING A BUSINESS CASE FOR TECHNOLOGY

Room: London II DEBI SCHOLAR CONSULTANT

ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY Strategic Meetings Management technology is the core that enables transparency and control of the core components of an enterprise-wide strategy such as a) meetings/events registration, b) approval, c) sourcing/procurement, d) planning and attendee management, e) payment and expense reconciliation and f) reporting metrics. The Strategic Meetings Management Program (SMMP) technology supplier capabilities allows for preferred supplier capabilities facilitating cost containment and policy compliance.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE STRATEGIC MEETINGS MANAGEMENT PART I

BUILDING A BUSINESS CASE FOR TECHNOLOGY

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION Numerous factors must be considered when selecting a meetings management technology such as stability of the supplier, security, future upgrade plans, customer input into solutions, references, an end-to-end solution, integration capabilities, ease of use, global capabilities, and pricing tiers. Ask Debi Scholar, debi@debischolar.com for the 50+ questions document to ask suppliers when going to RFP.

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION Avoid thinking that the tool will solve your immediate needs without forecasting the 3-5 year future of your Strategic Meetings Management Program (SMMP). Even if you think you will not want all the functionality now, the enterprise and C-level leaders will expect more in the future. An end-to-end solution will mitigate risks and save the organization time and money. Avoid thinking that a home-grown system is cheaper, better and faster. My response to that argument is that if software companies like Microsoft and others are buying their meeting management software (and not building it), why should we think we should build it? Would we try to build MS Word and MS Excel if we wanted a word processor and spreadsheet tool? No.

www.meetingstechexpo.com

PRICING STRUCTURES There are multiple pricing structures based on volume, users and capabilities. Determine your requirements, talk to SMMP colleagues, prepare an RFP and scorecard the results to determine the best pricing structure, as well as services, for your organization.

TECHNOLOGY IMPLEMENTATION Use the supplier as much as possible to create a project plan with you and your stakeholders (including your IT group and hoteliers) to ensure everyone has the same expectations. Communicate and educate with all the meeting stakeholders and sponsors in order to drive adoption. Then, Celebrate!

TECHNOLOGY INTEGRATION Ensure that the system you choose will integrate with online booking tools, expense management systems, learning management systems, contract management repositories and other meeting/event management tools.

Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I BUILDING A BUSINESS CASE FOR TECHNOLOGY

Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I

BUILDING A BUSINESS CASE FOR TECHNOLOGY - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I BUILDING A BUSINESS CASE FOR TECHNOLOGY

Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I

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Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I BUILDING A BUSINESS CASE FOR TECHNOLOGY

Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I

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Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I BUILDING A BUSINESS CASE FOR TECHNOLOGY

Meetings Technology Expo 2008, Washington, D.C.

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STRATEGIC MEETINGS MANAGEMENT PART I

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Meetings Technology Expo 2008, Washington, D.C.

TECHNOLOGY BUYER GUIDE 10:30 AM - 11:30 AM WEBCASTING/VIDEO CONFERENCING

Room: London I JONATHAN MERRIL, MD CEO, ASTUTE TECHNOLOGY

ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY Video conferencing and webcasting can be used in the meetings industry to: • Create an incremental revenue stream for clients allowing them to sell conference content over the web • Generate rapid and enduring materials from the conference • Use archived meetings to build ‘channels’ and partnership opportunities with publishers, webbased companies, media and other organizations • Create a web-based continuing education opportunity by pairing meeting video content with online testing and certification • Create sponsor model opportunities through enduring content

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION • The size of the potential audience both at the conference and after the conference via the web • Costs of reach and distribution of the enduring materials • Availability of sponsorship opportunities

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE WEBCASTING/VIDEOCONFERENCING • Opportunities to drive revenue through e-commerce • Overall what the content should encompass including still versus dynamic presentations, whether to capture the speaker the entire speech with synchronized slides, whether you’ll need post-production edit functions and whether you’ll need to be able to search the materials

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION • Not considering the preferred learning styles of the audience • Selecting a technology provider that cannot meet a rapid turn around of the content • Not considering the possible integration points within the organization’s current content distribution channels • Overestimating the live audience for a webcast • Failing to consider the ROI associated with the capture and consideration of all possible revenue sources to off-set costs

TECHNOLOGY PRICING STRUCTURES Pricing is dependent on the number of presentations to capture, the format and distribution, and whether needs exist for e-commerce functionality.

TECHNOLOGY IMPLEMENTATION The technology implementation can all be handled by a vendor and could require minimal involvement from the client if that is the desired course.

TECHNOLOGY INTEGRATION Some technology integration could be required with existing client systems if items are required like e-commerce with varying levels of pricing associated with membership or attendee status or if integration is needed with a current content website or portal.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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WEBCASTING/VIDEO CONFERENCING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Meetings Technology Expo 2008, Washington, D.C.

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WEBCASTING/VIDEO CONFERENCING

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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Meetings Technology Expo 2008, Washington, D.C.

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WEBCASTING/VIDEO CONFERENCING

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Meetings Technology Expo 2008, Washington, D.C.

TECHNOLOGY BUYER GUIDE 10:30 AM - 11:30 AM SECURITY ISSUES IN MEETINGS TECHNOLOGY

Room: Tokyo

RICK BORRY, Ph.D. CERTAIN SOFTWARE, INC., CHIEF SOFTWARE ARCHITECT

ROLE OF THIS 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. New technology brings both new benefits and new challenges for meeting planners.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION Wikis, forums, and blogs increase interaction among attendees and speakers, but can also result in privacy and security nightmares. Planners must evaluate these risks for each event’s unique circumstances, balancing the costs of managing risk against the benefits gained from the technology. We will also consider “Web 1.0” technology, which continue to provide the foundation for most events’ online presence. If you take credit cards

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

TECHNOLOGY BUYER GUIDE SECURITY ISSUES IN MEETINGS TECHNOLOGY 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 institutions, 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.

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 TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION Meeting planners cannot avoid security issues, but they shouldnâ&#x20AC;&#x2122;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.

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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.

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TECHNOLOGY BUYER GUIDE 10:30 AM - 11:30 AM ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE

Room: London II BILL FLAGG PRESIDENT, REGONLINE

ROLE OF THIS TECHNOLOGY 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.

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TECHNOLOGY BUYER GUIDE ATTENDEE MANAGEMENT REGISTRATION-INTERMEDIATE 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 • 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

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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

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

Room: Tokyo 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.

SESSION TAKE-AWAYS * Recognize and implement required tradeshow technology tools for your next show. * Learn what tech innovations are coming next in the tradeshow tech field.

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PRESENTATION TRADESHOW TECH TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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TRADESHOW TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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TECHNOLOGY BUYER GUIDE 2:30 PM - 3:30 PM DATABASE MANAGEMENT TOOLS

Room: London I CLEMENT NG VICE PRESIDENT, CLIENT SERVICES, ARCANEO

ROLE OF THIS TECHNOLOGY 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 • 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

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TECHNOLOGY BUYER GUIDE DATABASE MANAGEMENT TOOLS • 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.

• 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

TECHNOLOGY IMPLEMENTATION • Define your strategic goals and objectives • Identify the scope of your data management program • Develop desired metrics, key performance indicators, reports www.meetingstechexpo.com

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TECHNOLOGY BUYER GUIDE 2:30 PM - 3:30 PM ATTENDEE MANAGEMENT REGISTRATION-ADVANCED

Room: London II BILL FLAGG PRESIDENT, REGONLINE

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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 • Large upfront fees and long-term contracts • Upstart companies without history, security, and infrastructure to support you

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TECHNOLOGY BUYER GUIDE 3:30 PM - 4:30 PM RFID LEAD RETRIEVAL/ ATTENDANCE VERIFICATION TOOLS

Room: Tokyo ROGER LEWIS ALLIANCE TECH, EXECUTIVE VICE PRESIDENT, SALES & MARKETING ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY Maximizing lead potential and gaining a better understanding of prospective client product interests are key elements to a successful event. With recent advancements in technology, effective lead retrieval and attendance verification tools should not only capture additional leads but help identify attendee behavior and preferences. Lead Retrieval is used on the tradeshow or exhibit floor to capture prospect contact information. Qualified leads are traditionally the number metric event managers use to evaluate the success of a tradeshow or conference. Attendee tracking and verification tools are becom-

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ing a popular means to assist event managers with understanding attendee’s needs, interests and preferences. Additionally, the technology is being used to meet audit criteria of Sarbanes-Oxley.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION MUST HAVE Lead Retrieval Features: • One solution which can be used across all events • Turnkey (little or no programming required) • Customizable Qualification Survey • Ability to prioritize leads • Integration with your CRM • Cross event metrics • Mobile device and a PC platform • Scanner 1D/2D/Mag stripe • 24 x 7 support (weekends a MUST)

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TECHNOLOGY BUYER GUIDE RFID LEAD RETRIEVAL/ ATTENDANCE VERIFICATION TOOLS MUST HAVE ATTENDEE TRACKING / VERIFICATION FEATURES

TECHNOLOGY PRICING STRUCTURES (EXAMPLES)

• 900 MHz RFID • Gen 2 tags (Passive) • Ability to track duration • Real-time reports • Visual Mapping • Fixed pricing & turnkey solution • Proven vendor

Lead Retrieval Pricing: • Software & hardware (rental) from the tradeshow floor: $250-$500 per device • Software & hardware (rental) an integrated solution which may be used across events: $750 $1,600 (typically includes 2 devices, each additional device $250-$400)

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION

Attendee Tracking / Verification: • Price per tag: $.99-$3.50 • Price per entry way: $950-$1,500 • License, reporting & hosting fees: $2.50-$4.00 per attendee • Plus onsite setup and support

AVOID Lead Retrieval Features: • Renting a solution off the tradeshow floor • Solutions which do not offer a Customizable Qualification Survey • Solutions which require large amounts of data entry • Solutions which do not offer cross-event metrics • Solutions which require programming at each event • Solutions which cannot tightly integrate with your CRM AVOID Attendee Tracking / Verification Features: • 13.6 MHz RFID • Gen 1 tags • Buying the equipment • Solutions which do not offer real-time information • Poor reporting sites • Vendors who do not have proven track record

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TECHNOLOGY IMPLEMENTATION (HOW TO) Hire a vendor who has proven track record delivering Lead Retrieval and/or Attendee Tracking

TECHNOLOGY INTEGRATION Lead Retrieval Pricing: • Registration • CRM Attendee Tracking / Verification: • Registration

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TECHNOLOGY BUYER GUIDE 3:30 PM - 4:30 PM

HOUSING/ROOM BLOCK MANAGEMENT TOOLS

Room: London I JIM GOWELL DIRECTOR, BUSINESS DEVELOPMENT, PASSKEY

ROLE OF THIS TECHNOLOGY 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. • Secure-payment processing options.

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TECHNOLOGY BUYER GUIDE HOUSING/ROOM BLOCK MANAGEMENT • 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.

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HOUSING/ROOM BLOCK MANAGEMENT TOOLS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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TECHNOLOGY BUYER GUIDE 3:30 PM - 4:30 PM STRATEGIC MEETINGS MANAGEMENT PART II, USING TECHNOLOGY TO MITIGATE RISKS

Room: London II DEBI SCHOLAR CONSULTANT

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TECHNOLOGY BUYER GUIDE STRATEGIC MEETINGS MANAGEMENT PART II USING TECHNOLOGY TO MITIGATE RISKS

MUST-HAVE ITEMS TO CONSIDER WHEN PRICING STRUCTURES EVALUATING THIS TECHNOLOGY SOLUTION Numerous factors must be considered when selecting a meetings management technology such as stability of the supplier, security, future upgrade plans, customer input into solutions, references, an end-to-end solution, integration capabilities, ease of use, global capabilities, and pricing tiers. Ask Debi Scholar, debi@debischolar.com for the 50+ questions document to ask suppliers when going to RFP.

TOP ITEMS TO AVOID WHEN EVALUATING THIS TECHNOLOGY SOLUTION Avoid thinking that the tool will solve your immediate needs without forecasting the 3-5 year future of your Strategic Meetings Management Program (SMMP). Even if you think you will not want all the functionality now, the enterprise and C-level leaders will expect more in the future. An end-toend solution will mitigate risks and save the organization time and money. Avoid thinking that a home-grown system is cheaper, better and faster. My response to that argument is that if software companies like Microsoft and others are buying their meeting management software (and not building it), why should we think we should build it? Would we try to build MS Word and MS Excel if we wanted a word processor and spreadsheet tool? No. www.meetingstechexpo.com

There are multiple pricing structures based on volume, users and capabilities. Determine your requirements, talk to SMMP colleagues, prepare an RFP and scorecard the results to determine the best pricing structure, as well as services, for your organization.

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USING TECHNOLOGY TO MITIGATE RISKS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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

Room: London II CHANCE CARPENTER FOUNDER & CEO, ESSENTIAL EVENT TECHNOLOGIES

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.

SESSION TAKE-AWAYS • How to select the appropriate audio visual tools for your events • Evaluate your AV budget, and eliminate unnecessary AV services • Understand your AV options at your next event

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

Room: Tokyo RICK BORRY, Ph.D. CERTAIN SOFTWARE, INC., CHIEF SOFTWARE ARCHITECT

ROLE OF THIS TECHNOLOGY IN THE MEETINGS INDUSTRY Group travel (air and ground) can account for up to one-third of total meeting expenditures. Integrating online registration and travel systems improves tracking of meeting-related travel expenses and offers a better registration experience for attendees.

MUST-HAVE ITEMS TO CONSIDER WHEN EVALUATING THIS TECHNOLOGY SOLUTION The key to selecting online group travel systems is to understand the existing business processes within the Travel and Meetings groups. In small organizations (and in some large ones), travel reservations and event registrations are handled by the same individuals, thus business processes can be modified to match the available technology. Other times, dedicated groups or outside agencies handle travel reservations, and an integrated technology solution must match existing processes.

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TECHNOLOGY BUYER GUIDE ONLINE TRAVEL SYSTEMS FOR MEETINGS TOP ITEMS TO AVOID WHEN EVALU- TECHNOLOGY IMPLEMENTATION ATING THIS TECHNOLOGY SOLUTION Don’t try to force an “all-in-one” solution onto existing business processes. Sometimes, the travel group will select a system that best meets the needs of group and transient travel, while the meetings group wants a system that fits their requirements for all types of events – including ones without a travel component. Spend time understanding the varying requirements of both sides of the process, and select flexible systems that together can adapt to meet the needs of different events.

TECHNOLOGY PRICING STRUCTURES Prices for online travel systems typically cost around $5 per reservation, while online event registration systems cost $3$7 per registration. Many systems also require one-time implementation fees, monthly license fees, support and training fees, and annual contracts. Some systems include integration options at no additional charge, while others require travel system access fees of $1-$2 per reservation. Custom integration solutions can cost tens to hundreds of thousands of dollars for development, support, and licensing fees.

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Many online systems can be acquired on a Software-as-a-service (Saas) basis, meaning that initial account setup requires only minutes. Account configuration, customization, and training typically add 3-12 weeks to the implementation cycle for new customers. If your business needs require a custom integration solution, then analysis, design, development, testing, and final implementation will require 3-12 months.

TECHNOLOGY INTEGRATION Group travel processes should be integrated with event registration at some level for every meeting. This integration can be as simple as adding a page to each event’s Web site explaining travel policies for the event; or, it could involve real-time, twoway integration between separate registration, online booking, and GDS applications.

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THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT

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

Room: London I JIM GOWELL DIRECTOR, BUSINESS DEVELOPMENT, PASSKEY

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.

SESSION TAKE-AWAYS • Develop an increased awareness of the APEX Toolbox and APEX technology developments • Have checklists when preparing an RFP, rooming list or event specifications • Learn how to develop your own RFP and event specifications • Learn what application developers are current developing toward the APEX standards • Discover the soon to be released APEX Power Shop for event professionals

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THE APEX TOOLBOX: BRINGING STANDARDS TO EVENT MANAGEMENT - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

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TECH DEMOS 20-Minute presentations are held in the exhibit hall. No registration required.

Tech Demo Area A Tech Demo Description:

Tech Demo Description:

Visit Astute Technology’s Tech Demo to see how you can extend the value of your one-time meetings by creating enduring, virtual meetings. Leverage the multimedia content and integrate with Astute’s Net.SCORE technology for online testing and certification. We’ll show you how.

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.

Tech Demo Area A

12:20 PM - 12:40 PM Tech Demo Area B

Tech Demo Description:

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.

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. 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.

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11:40 AM - 12:00 PM Tech Demo Area B

12:40 PM - 1:00 PM Tech Demo Area B

Tech Demo Description:

Registering 10 attendees or 100,000? Learn how event registration software seamlessly integrated with a true event management system can save you time and money when registering attendees, planning, and invoicing. Try out our touch screen check-in functionality to see how your attendees can check themselves in at your next event.

Our technology demonstration will showcase EXPOCAD WEB and EXPOCAD GEOMAPS. EXPOCAD WEB is an interactive floor plan and marketplace showcase tool designed broaden your online event presence. EXPOCAD GEOMAPS is a new tool that highlights areas surrounding events like hotels, restaurants and more.

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TECH DEMOS Tech Demo Area A

1:00 PM - 1:20 PM Tech Demo Area B

Tech Demo Description:

Plan and manage world-class meetings and events. Certain Registration™, eventsPro™, and memberConnect™ are all part of Certain's suite of offerings to help you plan and manage your events. At the Tech Demo, learn how Certain Registration can provide a better attendee experience by using highly customizable forms and branded URLS.

Understanding RFID and knowing how and when to use it are becoming increasingly important in the event industry. In this tech demo, you will get a glimpse of what RFID is, how it works and how it can assist you in delivering quantifiable ROI for your events.

Tech Demo Area A

1:20 PM - 1:40 PM Tech Demo Area B

Tech Demo Description:

Join us for a hands-on learning experience and see how Spotme's many applications can work for you.

CEO Tom Pines will walk you through Real Magnet’s event management features, which allows you to promote your event, create registration pages, provision audio and web conferencing, track all registration activity and conduct follow-up marketing from a single technology platform. Real Magnet eliminates the need for multiple vendors, gives you greater control and automates the most challenging logistics of managing an event.

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

Tech Demo Area A

1:40 PM - 2:00 PM Tech Demo Area B

Tech Demo Description:

Savoya, a worldwide provider of ground transportation for discerning travelers and event planners will demo GroupSmart software to simplify ground transportation logistics for large events. The new proprietary software, which was designed specifically to meet the needs of meeting and event planners, enables them to quickly and efficiently make changes and updates to group ground transportation bookings 24/7 online at www.savoya.com or by phone at 866-4SAVOYA. “GroupSmart will give meeting and event planners confidence that the ground transportation piece of their event will occur without mishaps. It will save them time, money and sanity.”

Arcaneo's flagship product, Metron, is an end-to-end Enterprise Meetings Management solution that is designed for use by Global 1000 enterprises. Come see how Metron enables meeting planners to 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 such as total meeting spend.

www.meetingstechexpo.com

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CASE STUDIES 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 confirmations and the hotel registration forms.

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

RESULTS 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 collecting 5% of post-event surveys.

SOLUTION RCMA turned to RegOnline to fully automate the registra-

With 86% of attendees registering online and 34% responding to the post-show survey, RCMA staff is able to focus on creating a conference tailored to attendee’s feedback rather than spending weeks on a paper-heavy registration process."

tion and attendee management process for its annual con-

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Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

CASE STUDIES 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 mas-

major concern for achieving event success,

sive undertaking.

and maintaining member satisfaction.

CoreNet Global members manage US $1.2 trillion in worldwide corporate assets

RESULTS

consisting of owned and leased office, With 7,000

CoreNet Global, has seen a significant

members representing large corporations

rise in the ROI for its events and increased

around

Global

efficiency with all event housing manage-

(www.corenetglobal.org) operates in five

ment in relation to its use of Passkey.

global regions:

With Passkey, CoreNet has been able to

industrial and other space. the

world,

CoreNet

Asia, Australia, Europe,

Latin America, and North America.

shift over 80% its event hotel reservations online, manage its room blocks proactive-

CHALLENGE

ly, reduce its workload and mitigate most attrition risk.

CoreNet Global. “Leveraging Passkey, we

While CoreNet Global relies on convention

CoreNet Global appreciates the instant

aggressively negotiate clauses into our con-

and visitors bureaus in event locations to iden-

access to reports and event information

tracts that allow more flexibility in our room

tify and retain local, temporary staff to handle

they can get from Passkey at their conven-

blocks.

In the end, we avoid attrition

onsite logistics, they make sure to go to

ience. And the accuracy of the reports

charges by having the ability to adjust to any

Passkey-enabled venues in order to track the

tends to make it much easier when nego-

changes in the room block immediately.

event housing process in real time. With

tiating contracts for their upcoming meet-

This real-time information is just too valuable

events bringing in as much as half of the oper-

ings. CoreNet Global is also planning on

not to have and I can’t imagine going back to

ating revenue of the company, controlling

using Passkey’s RegLink capability to link

the event housing process without it.

these costs is a key concern.

their registration to Passkey housing, pro-

Kevin Johnston

The association needed a customer-

viding a one-stop shopping service to their

President & CEO

friendly solution for their members, as

attendees. The attendee will then be able

Advantage Event Group

well as visibility to their room block mate-

to book their registration and housing in

rialization to ensure attrition avoidance.

one seamless process, thus giving the

CLIENT PROFILE Atlanta-based CoreNet Global is a glob-

SOLUTION

planner more control over the attendee’s booking behavior. Passkey gives CoreNet Global:

al organization with 7,000 members and

Leveraging Passkey, CoreNet Global has

eight regional offices across five conti-

been able to decrease the hotel attrition

nents. Producing two large shows with

• Complete control over room blocks

risk, and help ensure the financial success

2,800 attendees every six months, the

• 24/7 access to real-time reports

of each event. With two large shows, and

meetings program at CoreNet is consid-

• Reduction in attrition exposure and

the association growing each year, the

ered one of the main revenue-generating

internal housing management of their

groups within the company. With only a

annual meetings started to become a

team of four full-time meeting managers, www.meetingstechexpo.com

• Increased attendee satisfaction

book-arounds • Ability to accurately forecast future events

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CASE STUDIES ALLIANCE TECH CLIENT: CA WORLD 2007

PROBLEM

As the attendees made their way from session to session across the exhibit floor, data was captured and

Event managers at CA World 2007 were in need of an

reported real-time on a web-based reporting portal.

accurate, yet non-invasive way to assess session atten-

These instant reports allowed event managers to visual-

dance, participation & attendee behavior for their 800+

ly connect with the event, and to spot problem areas so

general conference session attendees.

Ideally, this

they could make onsite changes if necessary. As an

assessment needed to provide them with the number

added benefit, the information being reported was fur-

of people present and the duration of their stay, for the

ther broken down to reflect demographic information

purpose of measuring the effectiveness of their event

about the attendees, such as title or company name.

by one of several attendee demographics.

The Result

CA’s event strategists were also faced with the chal-

Alliance Tech’s RFID attendance reporting solution pro-

lenge of understanding the traffic flow across the exhib-

vided CA’s event management team with immediate

it floor and comparing it to the quantity and types of

insight that enabled them to make sure that every

leads captured. They also knew that if they could make

aspect of the event went smoothly, from start to finish.

the connection between what type of sessions the

They were also able to look back on specific areas of the

attendees visited and which product demos they

event and have a clear understanding of what works and

viewed, they would be able to identify additional lead

what doesn’t in terms of execution.

potential and revenue opportunities.

Post-event reports gave even more valuable insight; session attendance statistics were integrated with data from the exhibit floor traffic and provided lead potential

SOLUTION Alliance Tech, based in Austin, TX, approached CA with a strategy that involved implementing radio frequency identification, or RFID, to capture and report on attendee behavior at CA World 2007. The technology functions exactly like a toll tag being used by a motorist;

that would have otherwise been unknown.

For

instance, an attendee might be seen at a session about a specific product and later they would be captured at that product demonstration. In such cases, it could be ascertained that the individual has a genuine interest in the product and would be open to receiving additional information about it.

a chip-embedded tag is attached to the attendee’s badge that communicates with nearby readers and antennas.

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Meetings Technology Expo 2008, Washington, D.C.

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CASE STUDIES CONVENTION & CONFERENCE NEWSCASTS CLIENT: IRONWORKER-MANAGEMENT PROGRESSIVE ACTION COOPERATIVE TRUST (IMPACT)

PROBLEM

prospects of gaining construction market share from many different angles.

The Ironworker-Management Progressive Action

There were speeches on available manpower, proj-

Cooperative Trust (IMPACT) had a daunting agenda

ect financing, industrial and commercial construction

for their 2008 annual conference. The subject of the

reports, and an outlook of future work. Similar to

annual conference in Las Vegas was the state of the

what one might expect when covering, say, a politi-

construction and ironworking industry in these turbu-

cal speech, the Convention and Conference

lent economic times.

Newscast Team was able to capture the key points of

There were two critical elements that IMPACT

each speaker and reinforce the main points of a three

meeting planners deemed essential to the meeting’s

hour long program into a digestible 10 minute pro-

success:

gram.

1. To highlight the wide variety of industry trend

Additionally, the Convention & Conference

information from the extensive list of conference

Newscast team interviewed not only the major spon-

speakers.

sor of the event, but also several meeting attendees

2. To ensure that attendees left the conference

and incorporated them into the evening’s newscast.

with renewed enthusiasm and confidence in their

The same approach was taken the following two

industry despite the market’s current state of uncer-

days of the event, with reports highlight the main

tainty.

theme of the breakout sessions and more “man on

Paramount to the mission of IMPACT was to instill confidence and generate a positive outlook for the industry’s contractors and 170,000+ workforce.

the street” interviews with attendees. By the end of the three day event, Joseph J. Hunt, one of the event sponsors said “I wish I had a dollar for everyone who has come up to me and told me

SOLUTION

how much they are enjoying watching the reports of the conference on TV. This is the best meeting we’ve

IMPACT leadership teamed with Convention &

ever had.”

Conference Newscasts to package important con-

The Convention & Conference Newscast reports

vention highlights in meaningful, bite sized presenta-

are currently being repackaged into a DVD video pro-

tions attendees watched every day in the comfort of

moting next year’s IMPACT conference, which is

their hotel room. The meeting’s agenda featured no

being moved to a larger venue due to the success of

fewer than six different speakers - all speaking for 20

last year’s event.

minutes or more - all delivering their views on the

www.meetingstechexpo.com

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CASE STUDIES

ASTUTE TECHNOLOGY CLIENT: CLINICAL ONCOLOGY

PROBLEM

SOLUTION

A non-profit organization, the American Society of

By leveraging Conference.CAST, Astute Technology

Clinical Oncology, ASCO, strives to improve cancer care

was able to digitally capture and edit more than 2,500

and prevention while ensuring that current cancer

hours of scientific and educational presentations from

patients receive the highest quality care. As the worldâ&#x20AC;&#x2122;s

the ASCO Annual Meeting. In less than 48 hours, the

leading professional organization representing physi-

extensive volume of content was posted to the ASCO

cians who treat people with cancer, ASCO is committed

website and was also repurposed for DVD and podcast

to advancing the education of oncologists and other

distribution. In addition, Astute built a Continuing

oncology professionals, to advocating for policies that

Medical Education online learning portal to expand the

provide access to high-quality cancer care, and to sup-

value of the meeting content for the ASCO members.

porting the clinical trials system and the need for

The multi-media lectures captured from the annual

increased clinical and translational research.

meeting provided the educational content which was

ASCO hosts a large scale annual meeting with lec-

integrated with Astuteâ&#x20AC;&#x2122;s Net.SCORE platform to provide

tures presented by the leaders in clinical and translation-

self assessment and evaluation tools for ASCO mem-

al oncology. Medical professionals attending the event

bers to conveniently earn CME credits, anytime, any-

learn about the latest advances in cancer treatment, pre-

where.

vention and survivorship. ASCO wanted to provide those members who could not attend the meeting with access to the lecture information in an engaging format with quick turnaround, along with the option of receiving continuing education credit.

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CASE STUDIES SAVOYA CHALLENGE

coordination. For example, when an event or meeting planner adds a new attendee to an event, GroupSmart looks

Meeting Planners are faced with the difficult challenge

through all existing bookings for other attendees arriving at

of managing manifests for arrivals and departures during

the same time and staying at the same hotel. After finding

meetings and events. The amount of time spent managing

a match, GroupSmart adds that person to the existing car

their manifests ranged from hours to days creating an

booking instead of sending two separate cars.

excessive amount of extra work for the planner.

SOLUTION

Savoya’s new GroupSmart software/2 Automatic adjustment of the vehicle type depending on passenger capacity means that any group member changes

Savoya created their proprietary GroupSmart Technology.

are accounted for. For example, if an SUV was originally car-

This software, designed to simplify ground transportation

rying four attendees and one drops out, the software down-

logistics for large events, specifically focuses on the needs of

grades the car to a sedan to be more efficient and cost-effec-

meeting and event planners, enabling them to quickly and

tive. Conversely, GroupSmart will upgrade the car if an

efficiently make changes and updates to group ground trans-

attendee is added. Also, each event or group manager dic-

portation bookings 24 hours a day, seven days a week.

tates the program specifications on how many people they

Traditionally, ground transportation has been the biggest

want in each type of car prior to their event.

logistical hurdle for meeting and event planners. The

Uploading and altering event attendee information is

ground transportation industry is notorious for its inconsis-

simple and time efficient. Attendee manifests are easily

tency and unreliability. Since its establishment, Savoya has

uploaded into GroupSmart. When attendee changes occur,

revolutionized the chauffeur service industry with excep-

a revised spreadsheet only needs to be uploaded again and

tional and exclusive technology paired with personal cus-

GroupSmart compares the new manifest with the old and

tomer care unlike any other provider. Savoya’s techniques

converts the information automatically.

have presented clients with a trustworthy, easy-to-use ground partner, and GroupSmart is the latest example of

RESULTS

their dedication to service excellence. GroupSmart technology allows Savoya to provide the fol-

Meetings booked through Savoya has elimated data entry errors that delay the process of booking reservations

lowing exclusive advantages: Reservation bookings can be tracked by attendees’

for meetings and when making changes to reservations

names, not reservation numbers, making it quicker and

when an attendees itinerary changes due to a flight delay.

easier for meeting and event planners to update and

Also, the amount of time a meeting planner spends work-

change information.

ing on a manifest has dropped to minutes freeing up time

Intuitive software allows for more comprehensive group

www.meetingstechexpo.com

to work on other aspects of their meeting.

Meetings Technology Expo 2008, Washington, D.C.

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CASE STUDIES ACTEVA CLIENT: CLEVELAND CLINIC – JAMIE BELKIN EVENTS & ACTEVA

CHALLENGE

SOLUTION AND RESULTS

In 2005, Jamie Belkin added Acteva to help the Cleveland

Acteva enabled the Innovations Department to customize

Clinic Innovations Department manage the annual Medical

and set up their account, publish their hosted registration

Innovation Summit - an event that draws high-level atten-

page, and begin accepting registrations in less than 30 min-

dees and speakers ranging from medical device executives

utes so that no registration or sales opportunities were

to venture capitalists. Before Acteva, problems included

missed. Implementing Acteva also gave Belkin instant

operational inefficiency, limited registration options for atten-

access to data.“The fact that I can pull up all of the informa-

dees and concerns about the secure collection of payments.

tion I need at the click of a button is great. Someone could call me and I’ve got registration data and preferences right in

VIP attendees also needed an online registration solution

front of me.”

that was available anytime, anywhere. “What they really needed was 24/7 access so they could register at their convenience,” says Belkin.

Adding Acteva eliminated the liability exposure involved in collecting attendee credit card data. An additional benefit

The department had also lacked customized, a-la-carte

was Acteva could handle any fraud, chargeback, charge

registration options – such as early bird registrations and

inquiries and refund requests – resulting in lower costs, time

one-day passes– limiting key attendee options and reducing

savings and mitigation of risk. Since adding Acteva, the turn-

overall attendance and event revenue. “Basically the depart-

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

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

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

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

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

on. And the more registration options available to them the better,” says Belkin.

Finally, she notes that “Acteva’s service has been great for us. They’ve always had the answers I needed, when I need-

Another major challenge was the lack of an efficient solu-

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

tion for processing refunds, which was taking up to 40 days.

support throughout the registration process - available at no additional cost. “I don’t think I ever heard the word ‘No’ from your service team.”

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Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

CASE STUDIES 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. "

www.meetingstechexpo.com

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CASE STUDIES CERTAIN SOFTWARE 2007 RUGBY WORLD CUP

SITUATION

position had been approved. The volunteer online portal was also used to manage all communications with the over 7,000 person-

After the Olympic Games and FIFA World Cup, the Rugby World

nel. This included individual position and venue allocation at each of

Cup is the largest sporting tournament in the world and an event

the stadiums, shift scheduling, meal and transport ticketing as well

of growing complexity every four years. The logistics for staging

as training requirements for their roles. Overall, the logistics of

Rugby World Cup go far beyond the stadiums, with a massive

managing the volunteer community was significantly streamlined

accreditation program used to manage VIPs, teams, media, offi-

by the portal.

cials, volunteers and all the salaried support staff to run the events.

Media ticketing also required a solution. The media access to venues provided significant challenges towards the end of tourna-

SOLUTION

ment when it would not be known until a few days out of the match which teams would be meeting one another. Media from a

Since the Rugby World Cup in 2003, Certain Software (formerly

team country were obviously given priority.

Amlink Technologies prior to 2008) has worked in partnership with

The solution to media ticketing was also undertaken via a portal.

the International Rugby Board (IRB) to develop software solutions

The media were able to submit an online application where they

that evolve to meet their changing requirements.

could request the matches they wanted to attend. The media tick-

The eventsPro team and IRB started work in March 2006 and the

eting process included a sophisticated ranking and priority point-

roll out of the software was used at the Top 14 Competition played

based matrix which included whether the media was from a team

throughout France (August 2006 – June 2007), 6 Nations Tournament

country or not. From the points automatically applied to each

(February - March 2007), Test Match at Marseille (October 2006) and

media application, eventsPro’s newly developed Visual Allocation

Rugby World Cup itself (September - October 2007).

tool was able to allocate the seating, down to the actual seat in

For the 2007 Rugby World Cup, the eventsPro team had devel-

each stadium. The system also enabled wait-listed media to be

oped the world’s most sophisticated Accreditation module. The

given access, as late as 30 minutes before a game started, if pre-

module works online to ensure only approved people were in any

allocated seats were not required.

particular spot during 2007 Rugby World Cup in France, Scotland and Wales.

RESULTS

Some 40,000 records were processed through these accreditation portals. The outcome of the accreditation process was to gen-

“While the system focused on media ticketing, volunteer man-

erate passes from eventsPro, giving clear visual permissions to

agement, venue accreditation and transportation logistics, with no

approved areas within the venues and access to functions.

paper application forms required, the sheer volume of people that

Similar treatment was provided for the volunteers, who were

accessed the system via the internet portals made this a mile-

the backbone of running the tournament on match days. With a

stone success for Amlink,” comments Trevor Gardiner, COO of

significant increase in volunteers in 2007, a portal was developed

Certain Software (then Amlink Technologies).

for volunteers to submit their applications online. Volunteers could also log back in to update their details and see if their requested

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IRB plans to use eventPro for the New Zealand Rugby World Cup in 2011.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

EXHIBITOR PROFILES

194

Acteva

Alliance Tech

Booth# 123 www.acteva.com

Booth# 102 www.alliancetech.com

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.

Alliance Tech is a business intelligence solutions provider focused on marketing metrics for tradeshows, conferences and events. The company is the first to offer a complete and integrated Radio Frequency Identification (RFID) solution to track attendee behavior and preferences at conferences. Alliance Tech has extensive experience in successfully delivering event solutions for lead management, surveys, social networking and RFID attendee reporting.

AetherQuest

Arcaneo

Booth# 122 www.aetherquest.com

Booth# 114 www.arcaneo.com

AetherQuest Solutions specializes in consulting for clients in search of creative, strategic and technological support. AQSâ&#x20AC;&#x2122;s integrated Information Management and Event Support systems include CIO Strategic Services, Event Technology Services, Event Technology Support Services, Creative Services, and IT Consultants, targeted to both government [we are 8(a) SDB] and private sectors.

Arcaneo is a provider of best-of-breed technology to all stakeholders in the meetings value chain. Arcaneoâ&#x20AC;&#x2122;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.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

EXHIBITOR PROFILES Astute Technology

Convention & Conference Newscasts

Booth# 127 www.astutetechnology.com

Booth# 101 www.oswegocreative.com

Astute Technology is a leading provider of multimedia based e-learning solutions including conference capture, video distribution via the web, and online assessment/certifcation software.

Convention & Conference Newscasts (CCN) from Oswego Creative provide meeting planners with a new way to delivery event content that not only informs but entertains. CCN provides you with a dedicated video news operation that covers all aspects of your convention or conference, all delivered in real time, 24 hours a day.

Certain Software

A.C.T. Inc./EXPOCAD

Booth# 124 www.certain.com

Booth# 129 www.expocad.com

Certain provides innovative technology enabling customers to register people and assets online. Its flagship product, Certain Registration, is the online registration solution used by Fortune 1000 companies and government agencies.

A.C.T. has been in business since 1986 with a background in innovative software development and turnkey solutions for many Fortune 500速 companies. We are the industry leader of intelligent exposition management systems and services used for trade, corporate and consumer events around the globe.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

195

EXHIBITOR PROFILES

196

HIVE

Madison Avenue

Booth# 104 www.hivethesolution.com

Booth# 111 www.meetingsigns.com

HIVE enables you to manage any type of organization efficiently and effectively thanks to its various modules such as: management of members and registrations, abstracts management, payments on line, on-site registration (bar codes, RFID, document printing, badges, etc.), Preview Room and Conference Management, management of mailings in various formats (pdf, rtf, doc, eml, etc.), management of exhibitors (floor plan), and broadcast, networking & mobile solutions.

Using the latest graphic design software and digital printing technologies, Madison Avenue produces the most versatile, cost-effective, reusable meeting signs available. Our totally unique SMARTsigns have revolutionized the way more than 2,500 meeting professionals nationwide effectively deal with their signs and sign budgets. Visit our booth or www.MeetingSigns.com.

HotelPlanner.com

metroConnections

Booth# 107 www.hotelplanner.com

Booth# 128 www.metroconnections.com

HotelPlanner.com is the leading provider of online services and the first to develop patent pending proprietary technology to facilitate group hotel sales ensuring the lowest rates by allowing customers to receive quotes on-line directly from hotels’ group sales managers. Customers retain the ultimate decision-making power, enjoying access to competitive rates without having to purchase rooms at an undetermined hotel for prenegotiated rates.

Move your business forward with metroConnections and two valuable solutions. Attend-eSource™ is a suite of Web-based solutions including online registration, lead retrieval and session tracking. ScheduleFlex™ makes scheduling and managing 1:1 tradeshow meetings and conference sessions easy. Other metroConnections services include logistical management, event production, production services and transportation.

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

EXHIBITOR PROFILES Morant

Real Magnet, LLC

Booth# 115 www.morant.com

Booth# 112 www.realmagnet.com

Morant offers a turn key Conference, Exhibit Management and Membership System, providing online registrant integration with a Content Management Program. Features include: registrations, exhibitor and speaker contracts, sponsorships, memberships, discount codes, appointment management and on-site voting. Organizations maintain transactional financial control and provide members/clients online tools required to meet specific needs.

Real Magnet is a comprehensive email marketing application that includes an integrated, end-to-end event management module. Real Magnet allows you to promote your event, create registration pages, provision audio and web conferencing, track all registration activity and conduct follow-up marketing from a single technology platform.

Passkey

RegOnline

Booth# 113 www.passkey.com

Booth# 125 www.RegOnline.com

RegOnline is the industry leader in webbased online registration software for meeting and event professionals. Since its inception in 1996, RegOnlineâ&#x20AC;&#x2122;s software has registered nearly 1.3 million people for over 15,000 events worldwide.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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EXHIBITOR PROFILES

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Savoya

Spotme

Booth# 100 www.savoya.com

Booth# 103 www.spotme.com

Savoya is the leading provider of global chauffeured services for the meeting & event industry. Savoyaâ&#x20AC;&#x2122;s proprietary technology, knowledgeable people, and innovative processes, are revolutionizing the world of chauffeured services. For more information, visit www.savoya.com.

Spotme is a wireless communication service designed to connect and engage event participants to each other and/or the presenters. 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.

SmartSource Rentals

Thayer Lodging Group

Booth# 116 www.smartsourcerentals.com

Booth# 126 www.thayerlodging.com

SmartSource Rentals specializes in providing solutions to meet your technology needs for your events. We provide Audio Visual, Computer & Copier Rentals, Registration, Lead Retrieval, Attendee/Session Tracking, Audience Response Systems, Internet Cafeâ&#x20AC;&#x2122;s, Electronic Document Delivery, Paperless Surveys, Digital Signage and much more. Contact Adam Michelin with SmartSource at 1-800-852-2258 x216.

Thayer Lodging Group offers five Executive Meeting Centers designed to host meetings with the most advanced technology needs. Each boast enterprise class bandwidth, and audio visual built into meetings rooms ergonomically designed to promote maximum productivity. All Centers also offer PURE Meeting Environments the most advance air purification system available. Chicago * Miami * Atlanta * DC * Palm Beach

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

EXHIBITOR PROFILES Ungerboeck Systems International Booth# 105 www.ungerboeck.com USIâ&#x20AC;&#x2122;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.

www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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AT-SHOW DEALS Acteva www.acteva.com • Booth #123

At-Show Deal: • $200 Off Registration Processing Fees • $100 Off Event Activation Fees • $250 Off Ticketing Option Set Up (Good through 12/31/2008) About Acteva: 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.

Convention and Conference Newscasts by Oswego Creative www.oswegocreative.com • Booth #101

At-Show Deal: Receive 10% off your Convention & Conference Newscasts project if you sign-up within 6 months of the Washington DC Meetings Technology Expo. About Convention & Conference Newscasts: Convention & Conference Newscasts (CCN) from Oswego Creative provide meeting planners with a new way to delivery event content that not only informs but entertains. CCN

200

provides you with a dedicated video news operation that covers all aspects of your convention or conference, all delivered in real time, 24 hours a day. T

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

EXHIBITOR BY CATEGORY ABSTRACT MANAGEMENT EDUCATIONAL CONTENT TOOLS AetherQuest Solutions HIVE Morant Information Systems Ungerboeck Systems International

CONFERENCE CENTER-ADVANCED TECHNOLOGY CENTER

APPOINTMENT SCHEDULING TOOLS

Executive Meeting Centers by Thayer Lodging Group

AetherQuest Solutions Alliance Tech metroConnections Morant Information Systems Spotme Ungerboeck Systems International

DIGITAL PRINTING-LARGE FORMAT Madison Avenue

ASSOCIATION AND MEMBER MANAGEMENT Morant Information Systems

AUDIENCE POLLING - INTERACTIVE RESPONSE TOOLS metroConnections Morant Information Systems SmartSource Rentals Spotme Ungerboeck Systems International

AUDIO VISUAL PRODUCTS/SERVICES Conference Newscasts by Oswego Creative metroConnections SmartSource Rentals

BADGE MAKING TOOLS www.meetingstechexpo.com

AetherQuest Solutions Certain Software HIVE metroConnections Morant Information Systems RegOnline SmartSource Rentals Spotme Ungerboeck Systems International

EVENT BUDGETING TOOLS Arcaneo Inc. Certain Software Ungerboeck Systems International

EVENT DATA MANAGEMENT SYSTEM AetherQuest Solutions Alliance Tech Arcaneo Inc. Certain Software Morant Information Systems RegOnline Spotme Ungerboeck Systems International

EVENT MARKETING & COMMUNICATION TOOLS Arcaneo Inc. Certain Software metroConnections Morant Information Systems

Meetings Technology Expo 2008, Washington, D.C.

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EXHIBITOR BY CATEGORY Real Magnet RegOnline SmartSource Rentals Ungerboeck Systems International

EVENT/EXHIBITION MANAGEMENT A.C.T. Inc. / EXPOCAD AetherQuest Solutions Arcaneo Inc. Certain Software HIVE metroConnections Morant Information Systems Spotme Ungerboeck Systems International

AetherQuest Solutions

KIOSK-MESSAGE CENTERS Alliance Tech Astute Technology SmartSource Rentals

LEAD RETRIEVAL ACCESS VERIFICATION SYSTEM AetherQuest Solutions Alliance Tech metroConnections SmartSource Rentals Spotme Ungerboeck Systems International

EXHIBITION SERVICE TOOLS AetherQuest Solutions Certain Software Morant Information Systems Ungerboeck Systems International

EXPENSE REPORTING SYSTEM AetherQuest Solutions Arcaneo Inc. Morant Information Systems

FLOOR PLAN MGMT.- BOOTH SALES TOOLS

MATCHMAKING & NETWORKING TOOLS Alliance Tech HIVE metroConnections Morant Information Systems SmartSource Rentals Spotme Ungerboeck Systems International

MEETINGS SPEND MANAGEMENT/CONSOLIDATION TOOLS Arcaneo Inc. Certain Software

A.C.T. Inc. / EXPOCAD AetherQuest Solutions Certain Software Ungerboeck Systems International Ground Transportation Management for Meetings Savoya

HOTEL & FACILITY MANAGEMENT TOOLS Arcaneo Inc. Certain Software Morant Information Systems Ungerboeck Systems International

MOBILE TECHNOLOGY TOOLS Alliance Tech Astute Technology HIVE Morant Information Systems SmartSource Rentals Spotme Ungerboeck Systems International

ONLINE REGISTRATION INTERNET CONNECTIVITY PROVIDER

202

Acteva

Meetings Technology Expo 2008, Washington, D.C.

www.meetingstechexpo.com

EXHIBITOR BY CATEGORY AetherQuest Solutions Arcaneo Inc. Certain Software metroConnections Morant Information Systems Real Magnet RegOnline SmartSource Rentals Ungerboeck Systems International

Certain Software metroConnections Morant Information Systems Spotme Ungerboeck Systems International

SURVEY SYSTEMS

ONLINE TRAVEL SYSTEMS Acteva AetherQuest Solutions Certain Software metroConnections RegOnline Ungerboeck Systems International Project / Task Management Tools AetherQuest Solutions Arcaneo Inc. Morant Information Systems Ungerboeck Systems International

Alliance Tech Certain Software metroConnections Morant Information Systems Real Magnet RegOnline SmartSource Rentals Spotme Ungerboeck Systems International

VIRTUAL MEETINGS SERVICES Astute Technology Real Magnet

WEB DESIGN SYSTEMS RFID

AetherQuest Solutions Arcaneo Inc. metroConnections Morant Information Systems

Alliance Tech HIVE SmartSource Rentals

RFP MANAGEMENT PRODUCT Arcaneo Inc. HotelPlanner Ungerboeck Systems International

WEBCASTING VIDEO CONFERENCING SERVICES Astute Technology Real Magnet

ROOM BLOCK/HOUSING MANAGEMENT TOOLS AetherQuest Solutions Arcaneo Inc. Certain Software metroConnections Passkey Ungerboeck Systems International

ROOM DIAGRAMMING FLOOR PLANS A.C.T. Inc. / EXPOCAD www.meetingstechexpo.com

Meetings Technology Expo 2008, Washington, D.C.

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EXHIBITOR LISTINGS EXHIBITOR BY ALPHA Company

204

EXHIBITOR BY BOOTH Booth

Company

Booth

A.C.T. Inc./EXPOCAD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Savoya . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Acteva . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Convention and Conference Newscasts by Oswego Creative. . . . . . . . 101

AetherQuest Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Alliance Tech . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

SPOTME. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Arcaneo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

HIVE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Astute Technology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Ungerboeck Systems International, Inc. . . . . . . . . . . . . . . 105

Certain Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

HotelPlanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Convention and Conference Newscasts by Oswego Creative. . . . . . . . 101

Madison Avenue Signs . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Executive Meeting Centers by Thayer Lodging Group. . . . . . . . . . . . . . 126

Real Magnet, LLC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

HIVE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Passkey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

HotelPlanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Arcaneo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Madison Avenue Signs . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Morant Information Systems . . . . . . . . . . . . . . . . . . . . . . 115

MetroConnections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

SmartSource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Morant Information Systems . . . . . . . . . . . . . . . . . . . . . . 115

AetherQuest Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Passkey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Acteva . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Real Magnet, LLC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Certain Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

RegOnline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125