driving engagement with event technology: how planners and vendors can work together to create...

Michael Doane Marketing Manager

CadmiumCDBrittany Doyle, CMP

Manager, Trade Show Operations Solar Energy Trade Shows

Driving Attendee Engagement with Event Technology: How Planners

and Vendors Can Work Together to Create Exceptional Experiences

Story of Two Monks

The Client-Vendor Contract

Session Overview & GoalsTheme: Vendor partnershipsExplore tech toolsBrainstorm challenges to implementing tech tools and how to overcome themDiscuss ways to use technology to engage attendeesExamples and best practices

Stakeholder Engagement

1. Attendee EngagementVendor

All available optionsBest practicesTemplates (email, flyer, social media posts, signage)Technical requirements

PlannerPromote to attendees in advance and onsiteMake it easyThink through logisticsIncentivize engagement – gamification, exclusive content, credits

2. Sponsor & Exhibitor EngagementVendor

Provide data to showcase ROICommunicate opportunities – sponsorship, promoted listing, advertising, gamification, native content, video

PlannerCommunicate opportunities and valueDrive attendee engagementShare ROI

3. Speaker Engagement Vendors

Set up softwareProvide support

PlannerProvide training and make their lives easierProvide resources and logistical informationCommunicate opportunities for publishing content

The most important stakeholders!4. Employee Engagement

VendorsSet-up and implementationTrainingTimelinesBest practices Support

PlannerGetting staff buy-inTraining staff on tools available Get vendors on board with one another

10 Tech Tools in Ten MinutesGoal: Discuss challenges with implementation and best practices Goal: Showcase how you can collaborate with your vendors to accomplish this

1. Mobile Apps

Source: http://www.eventmanagerblog.com/event-app-bible/

Why use a mobile app?Real-time updates to event information and contentPush notificationsSecond-screen opportunities: Note taking and slide shareAttendee and Exhibitor engagement

Social media GamificationAudience responseLead retrievalMessaging

Data to showcase ROI to sponsors Green

2. Conference Websites

Source: http://www.bluefountainmedia.com

Why use conference websites?Promotional opportunities for speakers and sponsorsEngagement toolAttendee resourceUpdates dynamicallyCompliments your organization’s website

3. Digital Signage

Why use digital signage?Session details and speaker photosPreview of upcoming sessions (scrolling)Real-time updates to contentSocial media wallsSponsorship opportunities (ads and video)Comparable in costGreen

4. Meeting Planning Software

Why use meeting planning software?

Information sharingReal-time updatesProject management Communication toolReport data to stakeholdersGreen

5. RFID and Beacons

Why use RFID and Beacons?Data collection – attendee patterns and traffic flowSponsorship and exhibitor engagement – push notificationsNavigation tool - GPSAttendee engagement – push notificationsLead retrieval and staffing needsSurveysNetworkingMatchmaking

6. Social Media Tools

Source: www.makeameme.org

Why use social media tools?Ways to manage and facilitate engagementCommunication tool Live stream monitorsLeaderboards

7. Audience Response Systems

Why use audience response systems?

Engagement toolFacilitates active learningCreates an in-session communityAdult education best practices

8. Second Screen Technology

Why use second screen technology?

Note-takingSlide-sharingReal-time data

9. Augmented Reality

Source: www.wearable.com

Why use augmented reality?Adding something digital into the real worldExamples

Pokémon Go Snapchat FiltersVirtual reality headsetsProjection technology

Show floor education – technical trainingExhibitor and sponsor engagement – gamificationDrive trafficSocial media engagementSponsorship opportunities

10. Gamification

Why use gamification?Scavenger huntsLeaderboardsFacilitates engagement with sponsorsEducation – questions correspond with sessionsNetworkingLead generation for exhibitors

*Targeted and contextual with a worth-while carrot

With the four stakeholders in mind…

Talk to the person next to you for two minutes: What are some of the common challenges you face with implementing these event technology tools?

Flip Charts: Discuss Best Practices Before, During, and After the Event

Organization buy-inTechnological requirementsLogistical requirements onsiteAdoption (informing stakeholders)Engagement

Mobile AppBefore

WiFi capabilities Education on how to use the app – video, email, webinarReleasing the app one month pre-conference with exclusive content and match-making opportunities

During Help desk - Be prepared for late adopters Signage – QR codes, RFID technology Exclusive content – session descriptions, slides, surveys Registration check-in

AfterConference proceedingsAccreditation Year-round contentPost-conference speaker – attendee engagement – questions, follow-up content

Digital SignsBefore

Know your optionsDesign graphics and contentConnect the vendor with your AV companyDecide how you want the content to switch over (timing)

During Sponsorship opportunities: logos, static ads, video Having a onsite vendor to manage the technologyQuality controlMonitor social media content

AfterStay up with new technology advancesRequest improvements that you want to see for the following year

Best Practices:Service Level Agreements

Remember the client-vendor contract? Put it into writing!Find the vendor that will help you cross the river.

Questions to ask yourself (handout).

What are three new technology tools you could use at your next trade show to engage attendees?How will you engage all your stakeholders – attendees, employees, and sponsors/exhibitors – to drive adoption of new technology and measure success?Who is a technology provider you currently work with? What does your client-vendor contract look like? How could it be improved?

Wrap-up, Feedback, and Q&AMichael Doane

michael@cadmiumcd.com

Brittany Doylebdoyle@sets.solar