Meetings Technology Expo New York 2008 Show Directory by Paul Paone

One Day. One Focus. The Learning Event of the Year. November 12, 2008

Holiday Inn Midtown New York City

Meetings Technology Expo. 150 W. 51st St., Suite 1219. New York, NY 10019. Phone: 212-956-4720 Email: info@meetingstechexpo.com

Director’s Note Greetings, It is my pleasure to welcome you to the Meetings Technology Expo New York City! You are part of a select ensemble 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. And while today’s program truly offers you interactive educational opportunities on the latest advances in tools that will ultimately save you time and money, rest assured that future editions of the Meetings Technology Expo will evolve as quickly as technology does, making sure you are always ahead of the curve. Thank you for being a part of the show and helping give meetings technology a stage of its own! Paul Paone Executive Director Meetings Technology Expo

Table Of Contents General Information Event Agenda Educational Sessions

4 5

• eRFPs/Site Selection Tools • Event/Exhibition Management Tools • Audio Visual Products/Services • Event Marketing Tech Tools • Security for Web 2.0: Staying on Top of New Issues in Meetings Technology • SMM-Building a Business Case for Technology • Attendee Management–Registration Intermediate • Online Travel Systems for Meetings • Virtual Conferencing, Social Media, and Rich Media Content Distribution • Attendee Management–Registration Advanced • Data Management Tools, Leveraging Your Data for Strategic Meetings Management

6 20 30 40 52 64 74 84 92 100 108

• New Tradeshow Tools 116 • SMM-Using Technology to Mitigate Risks 126 • RFID/Lead Retrieval/ Attendance Verification Tools 136 • Housing/Room Block Management 146 • The APEX Toolbox: Bringing Standards to Event Management 154 • How to Roll Out Meeting Technology Successfully 168 • Social Networking/Matchmaking Systems 180

Tech Demos

Case Studies

Exhibitor Profiles At-Show Deals

Exhibitor by Category

Exhibitor by Alpha & Booth Floor Plan

Event Sponsors

188 192 202 208 209 212 213 214

www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

General Information SEMINAR CONTENT

SHOW MANAGEMENT

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.

Paul Paone Executive Director 212-956-4720 ppaone@meetingstechexpo.com

ART & DESIGN

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

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

12:30 – 2:00 pm, Exhibit Hall

• Coffee

3:30 pm 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, New York City

www.meetingstechexpo.com

Agenda Wednesday, November 12th 7:00 AM

Registration Opens

2:30 – 3:30 PM

7:30 – 9:30 AM

Continental Breakfast Outside Meeting Rooms

• Attendee Management–Registration Advanced • Data Management Tools • New Tradeshow Tools

8:00 – 9:00 AM

Concurrent Sessions

• eRFPs/Site Selection Tools • Event/Exhibition Management Tools • Audio Visual Products/Services

9:15 – 10:15 AM

Concurrent Sessions

3:30 PM

Coffee Service Outside of Meeting Rooms

3:40 – 4:40 PM

Concurrent Sessions

• Strategic Meetings Management Program Benefits - Using Technology to Mitigate Risks • RFID/Lead Retrieval/ Attendance Verification Tools • Housing/Room Block Management

• Strategic Meetings Management Programs Building a Business Case for Technology • Security for Web 2.0: Staying on Top of New Issues in Meetings Technology • Event Marketing Tech Tools

10:30 – 11:30 AM

4:45 – 5:45 PM

Concurrent Sessions

• Attendee Management–Registration Intermediate Online Travel Systems for Meetings • Virtual Conferencing, Social Media, and Rich Media Content Distribution

Concurrent Sessions

• The APEX Toolbox: Bringing Standards to Event Management • Social Networking/Matchmaking Systems How to Roll Out Meeting Technology Successfully

6:00 PM

10:00 AM – 3:00 PM

Concurrent Sessions

Show Ends

Exhibit Hall is Open

11:40 AM – 2:20 PM Tech Demos in the Exhibit Hall 12:30 – 2:00 PM

Lunch in the Exhibit Hall

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Technology Buyer Guide 8:00 AM - 9:00 AM

eRFPs/Site Selection Tools Room: A

Martine Lynch KPMG LLP, Events & Meetings, Manager, Technology Role of eRFPs/Site Selection Tools in the meetings industry 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.

Must-have items to consider when evaluating this technology solution • 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?

Meetings Technology Expo 2008, New York City

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Technology Buyer Guide eRFPs/Site Selection Tools

• Are the system provider’s financials and business plan strong enough to keep the organization and the technology around for years to come?

Top items to avoid when evaluating this technology solution • Promises of what the eRFP system will do for you after tomorrow’s upgrade – make your decision based on what it can do today. • 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. • Assuming an eRFP system will automate all your vendor sourcing and contracting – for some scenarios, it really is better to pick up the phone.

Technology Pricing Structures 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.

www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

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eRFPs/Site Selection Tools

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www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

Meetings Technology Expo 2008, New York City

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eRFPs/Site Selection Tools

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Meetings Technology Expo 2008, New York City

www.meetingstechexpo.com

eRFPs/Site Selection Tools

www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

Meetings Technology Expo 2008, New York City

www.meetingstechexpo.com

eRFPs/Site Selection Tools

www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

Meetings Technology Expo 2008, New York City

www.meetingstechexpo.com

eRFPs/Site Selection Tools

www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

Meetings Technology Expo 2008, New York City

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Technology Buyer Guide 8:00 AM - 9:00 AM

Event/Exhibition Management Tools Room: B

Speaker: Phil Graham, WingateWeb Event & Exhibition Management Tools Are you juggling way too many tasks when putting your event/exhibition together? If your logistics are out of control, consider attending this session to learn about new advances in event management technology solutions. The session will give you new perspective on managing event data, tasks, financials and more!

Session Take-Aways Learn how to manage and organize your event logistics. Learn how to manage and assign tasks for your team members. Learn how to get the best pricing from event vendors by leveraging data and making deadlines. Recognize areas within your event planning that require management control.

This session is applicable to: Planner Type Corporate, association, tradeshow

Technology Level All

Meetings Technology Expo 2008, New York City

www.meetingstechexpo.com

Presentation Event/Exhibition Management Tools

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Meetings Technology Expo 2008, New York City

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www.meetingstechexpo.com Meetings Technology Expo 2008, New York City

Meetings Technology Expo 2008, New York City

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eRFPs/Site Selection Tools

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