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Wow Sponsors and Exhibitors With Event Lead Capture

Attracting exhibitors and sponsors to your event means providing great ROI.  A major incentive for exhibitors to participate in your event is the opportunity to collect quality leads.

CrowdComms digitally enabled lead capture is the perfect way to gather qualified leads.  Easy to use, our intuitive platform turns any mobile device into an effective lead capture tool.

Believe your sponsors and exhibitors want to covert connections into powerful leads?  Are they keen to ditch cumbersome business card collection? Do they need to spend less time inputting data?

Here’s the low-down:

Mobile Ready & Cost Effective

Our event lead capture app sits neatly on exhibitors’ mobile device, which means no additional hardware to wrangle or purchase.  As attendees visit stands and booths a quick scan of their badge (from any smart device) is all that’s required to gather data.

Quality Qualified

We know all leads are not created equal. It’s why our platform allows companies to include qualifying questions, star ratings and notes to ensure lead information is always meaningful and consistent.

Real-Time Access

Once collated, information is immediately available to view, manage and export by any member of the exhibitor team. And if the Wi-Fi drops out, there’s no panic; the system functions without a connection and will sync when Wi-Fi is available again.

Custom Branding

Our lead capture platform will always look like a part your event. Custom design ensures brand continuity and a strong exhibitor/sponsor profile.

Powerful Data

The event lead capture also delivers powerful benefits for event organisers.  Real-time data allows exhibitors to manage attendee traffic throughout the event, e.g. if their booth needs a visitor boost they can take immediate steps (such as promote a scheduled demo or donut giveaway in the activity feed) to increase attendee traffic.

Incentive Compatible

While general attendee traffic will deliver a percentage of leads, incentives, gamification and achievements will really get the lead capture humming.

CrowdComms digital platform supports digital passports (replacing the old stamp and cardboard), games and competitions. All of which encourage participation, booth visitors and engagement for exhibitors and attendees alike.

If you’re incentivising attendees to visit every exhibitor booth or a series of key stands, make it easy for attendees with a progress bar at the top of their digital passport.

Takeaway:  our digitally enabled event lead capture is the smart way to offer exhibitors and sponsors a powerful ROI that will make your event a must-attend year after year.                   

 

Your Best Event App Notification Strategy

When you need to give your attendees the most up-to-date information, event app notifications and alerts are the go-to communication tool.  Ready to read in real-time they let people know time sensitive detail, such as room changes, speaker swaps and entertainment alerts.

While notifications are a hard working event app feature, did you know you can squeeze even more goodness from these handy pop-ups?

Set and Schedule

Alerts are great for last minute updates, but you can also pre-schedule your notifications.  Think about how they can fit into your event communication strategy.  Do you want to remind guests about the registration process? Or is it important to prompt attendees to complete the post event survey?  Maybe a late afternoon promo of the evening’s entertainment will boost energy levels!

Setting scheduled alerts means you only have to focus on last minute changes that crop up during the event.

Sponsor Messages

Make sure sponsors can maximise engagement opportunities by offering them pre-scheduled event app alerts.  Scheduled messages can include incentives to visit their booth, website links or exclusive promotions.

Not only does messaging introduce added value for sponsors, it is a key feature that differentiates your sponsorship package levels.

Gamification

Keeping event games fueled and fired is another feature in your alert tool kit. Incorporate notifications into your gamification strategy means attendees will be hungry for new alerts!

Schedule notifications that provide passcodes or maybe send out clues as to passcodes can be found. You can also issue updates on how the leaderboard is looking to ramp up the competition.

Targeted Alerts

Are you running a dedicated reception for first-time guests? Do you want to communicate with event speakers? Targeted alerts communicate with specific groups or individuals

This means you can send information to help drive attendee behavior, provide group-specific information and keep your communication focused to bring more value to your attendees and event guests.

Creative Content

Don’t limit your alerts and notifications to just text.  Digital marketers will always include rich content (such as videos and images) in their communication strategy. This multi-layered approach means information is delivered in a variety of formats to grab attention and keep recipients engaged and interested.

Do likewise with your real-time pop-ups.  Whether its sponsor messages or event entertainment info, a mix of formats will focus attendees’ attention where it’s needed.

Think Strategically

Like any communication strategy, your approach to alerts and notifications should be focused, relevant and timely.

Too many notifications will quickly lose recipients’ attention.  Always think about the purpose of the alert. Ultimately each message should bring value and add to attendees’ event experience.

As a guide, one message every few hours is generally a good frequency but this may change depending on event activities and attendee engagement.

 

The Event App Features You Need Right Now!

Is your event app primed for a year of great events? Like any technology event apps are constantly evolving. What was innovative and forward thinking in 2015 may not be as fresh and effective in 2018.

While your tried and tested event app may do a perfectly adequate job, are you getting the ROI you deserve?

Here are the event app features you should expect right now:

Smart and Easy Experiential

Check out any of the 2018 event trend lists in circulation and experiential is up there as a major focus for event organisers. It may feel like a term that is hard to define, but in short it means creating a more immersive and exciting experience for event goers.

Yes, that can include the spectacular and jaw-dropping (which is often the focus of experiential marketing) but it can also extend to a simple exchange of ideas between speakers and attendees.

Forget static sessions where speakers deliver a didactic talk on a given topic to a passive audience. Think about turning audience members into participants.

Q&A sessions or polling via your event app gives attendees a voice. They enable a dynamic learning environment where attendees can actively shape session content and outcomes.

It may not make create a social media storm, but offering attendees the chance to actively engage with your event content delivers meaningful outcomes for event organisers, sponsors and attendees.

Gamification With Impact

Gamification has been around for a while now but it’s moved on from the novelty status it once had.

Gamification is now a hard-working stalwart feature of forward thinking events. In its infancy gamification was a neat way to inject a bit of fun into events via emerging technology. Now, it’s an important tool to deliver a whole range of event metrics including attendee engagement, sponsor ROI and networking.

While gamification is an event app must have, success depends on smart deployment. Linking activities to tangible outcomes, e.g. quality lead generation, will ensure efforts are targeted and measurable.

In addition to gaming specific features, utilise other event app capabilities (such as social media feeds) in your strategy. Photo or wordplay challenges can have a viral effect that delivers widespread results.

End-to-End Communication

How well does your event app communicate with the rest of your event tech? Event apps can now exist as part of a suite or family of services.

Where providers once focused on specific platforms, such as registration or event app or lead generation, it’s now possible to work with end-to-end solutions that can help manage your event from ticket sales and promotion right through to post event data analysis.

The benefits of an end-to-end solution include streamlined processes that minimises downloads and log-ins for attendees.   Data transfer between systems (e.g. registration to event app) also reduces data entry for organisers and ensures information passed through the event tech chain remains consistent.

Even if your event app doesn’t exist as part of an end-to-end solution, having the capability to communicate effectively and securely with the rest of your event tech is important so ask your provider about compatibility and reporting capabilities.

Next Gen Branding

Of course, a decent event app will offer a level of custom branding. Event apps at the cheaper end of the scale may offer custom options in combination with the provider’s own branding.

But for sophisticated and high profile events it’s reasonable to expect that the event app design will be highly flexible, beautiful and customised.

Forward thinking event apps offer organisers a range of creative options that allow the event and sponsor branding to shine. An organiser’s graphic design team should have the same flexibility as a web designer. From animated graphics to pop-up banners, a modern event app will deliver sophisticated branding options that meet aesthetic objectives and wow attendees.

How To Communicate At A Multilingual Event

A key part of an event app’s success is its adoption rate.  Factors such as device compatibility and app awareness can affect adoption rates. App adoption depends on event attendees knowing about the event app and being able to use it.

So what happens if you have a global conference that needs to communicate with its attendees in multiple languages?

Secure A Multilingual Event App

Event attendees might have the right mobile device to access your event app but the content may be delivered in an unfamiliar language. With over 200 languages around the world, it is important your event app can communicate information in language attendees understand.

A multilingual event app will translate its content into multiple languages according to attendee need.

Choose Your Primary Or Default Language 

Although your conference may need to communicate in different languages, there will need to be a primary or default language.

This should to be the same language the actual conference content is being delivered in. If the conference is being delivered in Mandarin then Mandarin should be the default language.

Research Attendee Demographic

Obviously communicating in the right language means knowing your audience. Pre-event registration forms may be able to give you an accurate account of attendees’ language mix.

If you have a large number of people who are coming from one particular country (and it is generally known the primary event language is not a common second language in that country) then have that language as a second language within the event app.

For example, you may be running a conference where the content will be delivered in English. However, you know the audience will comprise of many Russian delegates. Then you might provide Russian as a second language for your event app.

What If You’re Not Sure?

What if you’re not sure of your attendees’ specific language requirements?  Select the languages that are widely known across the world such as English, Spanish, French, Russian Arabic and Standard Chinese. These will give you great coverage if you are not entirely sure on the demographic of your audience.

Minimise Your Workload

The more languages the more work when it comes to providing content!  Look for an event app provider (such as CrowdComms) that can provide an automatic translation service i.e content is immediately available in the required language.

Pro-Tip:  Do not rely on machine translations for anything other than single words as they are often incorrect when it comes to long descriptions on your event app.

Takeaway

A multilingual event app will ensure all attendees can fully engage and participate in your event content.

Do You know Your Ideal Event Tech Solution?

Running an event and unclear what event tech solution will work best?

Whether it’s a long standing event or a new addition to the event circuit, it’s always a good idea to re-visit your event tech solutions.

Not only will your needs vary from event to event, but technology is always evolving. Your tried and trusted event app may have been superseded by a more efficient, tailored and cost effective solution.

Here are some scenarios that look at different needs and solutions:

1.Scenario: Public forum for infrastructure change

A government agency is holding a series of public forums to gauge opinion on a proposed light railway line. The agency needs a polling solution that will offer voters a comprehensive selection of questions. The technology must support open and closed questions. Given the broad cross-section of potential voters, the platform must be easy to use. As a government entity cost is a significant factor.

Solution: A stand-alone polling platform with data analysis.

The agency has a specific and clear need. While the event could be supported by an event app, a dedicated polling platform will deliver a more relevant solution. It is also cost-effective as the agency will only have to pay for the solution it needs.

A mobile enabled polling platform will allow attendees to vote via their personal device. It is important comprehensive data analysis is available to enable the agency to review and interpret responses.

2.Scenario: Annual industry conference with multiple speaker sessions and large numbers of attendees

The event organisers of this conference need an event tech solution that will help them manage multiple elements. They have a large number of attendees, some travelling from overseas. The conference is only running for two days. It’s critical that attendees can gain access to the event quickly and efficiently.

There are over a hundred speaking sessions running over the two days. Giving attendees as much information as possible in advance of the event will help them decide where and when to spend their time.

Solution: End-to-end event tech solution, including event app

For large and complex events, a streamlined end-to-end event tech solution will provide optimum results.   With so many different features to manage, it’s important the disparate elements can connect and transfer data seamlessly.

To get attendees into the event fast, organisers will need a registration system that can process check-in quickly. Profiles that can be completed pre-event will save time at the check-in desk.

Registration details should flow straight to the event app, which means no need for duplicate data entry. Whether attendees are participating in Q&A sessions or networking activities, their event app will have their details ready to go.

Once the event wraps, the end-to-end solution must deliver sophisticated analysis of conference features, from event start to event close.

3.Scenario: New trade show requiring strong marketing push and the means to attract sponsors

The organisers of this brand-new trade show need a strong marketing campaign to create awareness and drive ticket sales and registration. They also need to create sponsorship options that will offer genuine ROI.

Solution: Marketing platform that supports email, SMS and social media campaigns plus additional support for lead capture and gamification.

An automated marketing platform will allow the organisers to schedule communication across multiple channels, including social media. The platform should deliver alerts and updates in real time direct to audience mobile devices.

A lead capture platform couple with gamification will offer potential new sponsors an opportunity for qualified leads. Gamification will drive attendees to sponsors’ stands and web pages to ensure high traffic and engagement.

4.Scenario: An established medical conference wants to trial digital abstract management.

The conference organisers are transitioning from paper based abstracts to digital. To make the change smooth and successful they need a platform that is easy to use and can store over a thousand abstracts. They also need the means to assess how the success (or otherwise) of the digital trial

Solution: Event app with abstract management capability plus data analysis.

New features need to be assessed for engagement and user experience. An event app with the capability to store large number of abstracts is the starting point. Not only should the event app have sufficient storage, its search and retrieval functions must be easy and quick.

The data analysis will help conference organisers establish success points. How often was the material accessed, in what numbers and how long did attendees spend reading. It’s an important way to assess how well the new feature worked and where improvements (if any) can be made.

Bite-Sized Case Study: Surfing the Digital Break

The Event Organisers 

Infor is a global organisation that delivers software and technological solutions for businesses of all sizes.

“With Infor, you can easily find the right solutions for every aspect of your business. We build complete industry suites in the cloud and deploy software that puts the user experience first, leverages data science, and integrates easily with your existing systems. Over 90,000 organizations worldwide rely on Infor to help overcome market disruptions and achieve business-wide digital transformation.”

Specific forums are open to organisations or groups that have installed or are contracted to install facilities that utilise Infor products.

The Event

Surfing The Digital Break – The Infor Public Sector User Forum.

This Forum is an incorporated entity whose membership is made up of Local Government, Water Authorities and other organisations in Australia and New Zealand who utilise the Pathway PPR & Hansen Asset Management applications developed by Infor Public Sector.

Surfing The Digital Break showcased new and emerging technologies in the public sector, as well as the changing nature of customer relationships with Infor’s Pathway and IPS systems.

Where In The World

QT Hotel on Australia’s ever-sunny Gold Coast in Queensland.

The Gold Coast is a great option for events. It has a whole host of conference venues to choose from and its proximity to huge stretches of beach (plus the country’s best theme parks) make it a fun and relaxing destination for attendees.

Event App Features

Infor packed their event app with useful and concise information.

From event welcome drinks to speaker sessions to maps and weather reports, Infor delivered all the details attendees needed to know straight to their mobile device.

Event App Management

Infor opted for self-build event app with CrowdComms building the app skin.

Things We Loved

1.Push notifications are always useful for alerting attendees to last minute changes, but we also loved how event organisers used the alerts to let people know that an earring had been found and could be collected from reception.

2.Dinner at MovieWorld was a great way to allow attendees to experience one of the Gold Coast’s key attractions. Infor also built a free night into the conference to allow attendees to get out and explore.

3.Infor made good use of the event app’s polls and feedback feature. They posed relevant questions but made sure they didn’t overload attendees. The data will be valuable when assessing event success factors and planning for future events.

Takeaways 

1.Conference attendees don’t always get to experience the local area. Building free time into the agenda or arranging excursions away from the venue allows attendees to get more from the event.

2.Your event app is a versatile tool that can help you communicate beyond the event parameters – use it connect with your attendees whenever you need.

What They Said

“Product was very easy to use and any issues we experience were dealt with very quickly by Ed [CrowdComm’s project manager]. We were able to update last minute changes to keep the delegates informed and the conference delegates were impressed.”

Michelle Formosa, Infor Public Sector User Forum

 

 

 

Easy Ways To Create Extra Time In Your Event Agenda

Last minute hitches and hiccups are the feature of many, if not all, events.

An event agenda needs to be flexible enough to accommodate unscheduled changes. By building in margin into the event agenda you can give yourself some much needed breathing space.

With the right amount of forethought no-one will know anything other than the event is running on time and on plan!

1.Beware of overpacking your agenda. Include an extra 15 minutes more than you think each session may need. This will help with speakers who over-run, and delayed starts.

2. Reserve some space for latecomers. Rope off a designated row or set a couple of extra tables near the entrance. This will ensure late attendees won’t disrupt the session or be embarrassed by their late arrival.

3. ….and some space for early arrivals. Keen beans will arrive early to get the front row spots or seats near the door. Allocate space for them too.

4. And let’s not forget unexpected guests. Set one or two extra tables near the door and mark them as reserved. Some attendees and dinner guests may show up without having RSVP’d. Avoid a scramble for extra chairs and tables by having a section reserved for your surprise participants.

5. Make an easy transition with food. Providing an informal arrival lunch is a nice way to build some extra time into the event agenda. A buffet is the perfect way to accommodate staggered arrivals.

6. Allow attendees to arrive, relax and settle. Start your agenda early to mid afternoon on day one. This gives attendees plenty of time to arrive and organise themselves before the event starts.

7. Keep the start of your event agenda flexible. Rather than beginning with a general session or keynote speech, launch the meeting or conference with structured networking, cracker barrel sessions, brainstorming, or unconference sessions in breakout rooms.

8. ….and the same for the end of the event agenda. Before the closing keynote, schedule another session in breakout rooms for brainstorming, networking or strategising.