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Your Guide To The Perfect Event App Pop-Up

If you have a mobile device, and use apps, you will be familiar with push notifications.  These concise messages pop-up on our screens to remind or persuade us to take action.

While push notifications are a valuable marketing tool, they also serve as an important communication channel for event organisers.  Need to get urgent information to your attendees quickly? Push notifications will tell them what they need to know, when they need to know it.

But how do you ensure attendees will take notice when your pop-up hits their screens?  Here’s our guide to getting the perfect push notification strategy.

Enabling Push Notifications

Just because an app supports push-notifications doesn’t mean users will receive them.  Most apps require users to give permission for notifications to be sent to their device.

While this opt-in is fine for general apps, event apps are different because they are often used to communicate urgent updates.  It’s therefore really important attendees have the push notifications enabled within their device settings when they download the app.

To encourage opt-ins make sure attendees know why pop-ups are a key feature of their event app, i.e. they could miss out on valuable information such as travel reports. 

Staying On Point

Pop-ups must be relevant to recipients.   Notifications that don’t offer immediate value to the attendee increase the risk of future pop-ups being ignored.

Last minute updates, such as agenda changes or room switches, have obvious value.  Use that as a guide when you’re assessing the necessity of other notifications and ask yourself:

a) Do attendees really need to know this?

b) Will it add value to their event experience?

For example, a reminder that reception cocktails are about to be served will be useful to busy attendees who may have lost track of time.

Keep it Short

The perfect pop-up can be read in a glance.  While detailed information has its place, updates and reminders are best delivered in short sentences that get to the point.

Make sure your key point can be seen without having to open the notification. Many attendees may see the message on a locked screen while busy with other event activities.

If you’re sending pop-ups with links to additional content (such as video images) keep the text short but use words that will entice the receiver into opening the notification (especially if the attendee cannot open at time of receipt).

Timing is Everything

Relevant notifications will help make sure you’re not bombarding attendees with messages.  Too many notifcations will either distract them from your event or cause them to switch off.

Keep pop-ups to a minimum and use only when necessary. Schedule messages in advance (e.g. reminder for the lunch service) so you can see the notification frequency.

Aim for 1 to 2 messages every 1 to 2 hours.  This still allows for urgent updates to occur without cluttering your notification schedule.  Aim to send during event break periods and avoid unsociable hours or during high-profile sessions such as keynote speaker presentations.

 

 

Six Steps To Easy In-App Event Coffee

Need to deliver great coffee to your event attendees?

Want to avoid a coffee crush at morning, lunch or afternoon breaks?

Love a slick system that allows attendees to order their event coffee straight from their mobile device?

CrowdComms new in-app coffee ordering feature means event attendees can order their caffeine fix in moments and collect in seconds.

What you’ll need:

1 x CrowdComms event app

1 x Coffee Cart

1 x Brilliant Barista

How It Works:

1.CrowdComms add a nifty coffee order button to your branded event app

2. Attendees click on the coffee cup icon

3. Select their coffee type, milk and sugar (there’s a handy ‘notes’ box for additional requests)

4. Submit their coffee order

5. App confirms coffee is ‘in progress’

6. Attendees make their way to the coffee cart where your brilliant barista has their order ready for collection

Easy!

Read how our in-app coffee ordering feature made a difference at a recent event.

Want to know how you can make coffee ordering easy at your next event? Get in touch!

Why Registration Kiosks Will Transform Your Event

What does a traditional event start look like?  Attendees standing in long lines? Time consuming manual registration processed by lots of event staff? Trestle tables lined with badges and lanyards? Paper! Heaps of paper?

Till now, the start of most events has been a process; get people through the door and into the event without incurring (too much) time and frustration for organisers and attendees alike.

We believe first impressions count. It’s why CrowdComms Australia is thrilled to announce the arrival of its self-printing registration kiosks.

Now the start of your event can be an experience rather than a process!

Let’s Take a Look

CrowdComms registration kiosks are fully customisable and beautifully designed.  Whether you’re running a small networking function, an international conference or exhibition, our self-printing registration kiosks will deliver an engaging and efficient experience to your attendees. Plus you’ll get that all important ‘wow factor’ that will set your event apart.

Digitally enabled, our kiosks allow your guests to check-in and self-print their event badges in moments. You can manage pre-event and onsite registrations.  Attendees who turn up on the day can register for the event and print their badge via the kiosk.

A fast check-in means less time spent waiting in lines. Plus, you can have as many or as few kiosks as you need (our experienced team can help you work out exactly how many kiosks will be right for your event). No more over-stretched registration staff trying to service eager attendees who are keen to get started.

How Do They Work?

Ready and waiting from the moment your guests arrive, CrowdComms registration kiosks are configured via a single digital platform.

Spot a typo? Need to change an item detail? No problem. Updates can be made in real-time via the digital platform.  Plus, if attendees lose their badge during the event they can return to the kiosk where our team will help them re-print their badge in seconds.

In addition to the intuitive administration, the kiosks allow you to monitor foot traffic and attendee flow as it happens.

Valuable Returns

A clever and engaging start to your event is sure to boost positive word-of-mouth and generate some serious feel-goods in your attendees.

The kiosk’s customisable design also gives sponsors a new and prominent space to showcase their brand. With plenty of branding options available, sponsors will be delighted by the opportunity to connect with each and every attendee right from the very start of the event.

Wait…there’s more!

While the kiosks deliver a whopping ‘wow factor’ as a standalone feature, they are even more powerful when used in conjunction with our event app.    The data collected by the app is seamlessly transferred to the event app which means sponsors can scan badges for lead capture.

Attendees can also scan their badges as they enter event sessions, which allows for comprehensive attendee tracking.

Want to get your next event off to an amazing start? Contact us NOW!

 

Case-Study: How Interactive Mapping Makes Event Navigation Easy

The Event

Farm World 2018.  Attracting over 55,000 visitors and more than 800 exhibitors, this four day event is a must-attend for anyone interested in growing, raising and harvesting.

The event is renowned for its forward thinking focus. Attendees can see the latest in equipment and technology, learn about sustainable gardening and connect with experts.

Where In The World

Lardner Park, Victoria, Australia.

Hosting over 120 events per year, Lardner Park supports a diverse range of celebrations and conferences. Whether they are holding weddings or music festivals, business functions or exhibitions, Lardner Park has a commitment to making a positive ethical and environmental impact.

Event Challenges

Event organisers needed an event app that would help visitors navigate the large event site quickly and easily.  With a huge range of diverse attractions and information stands, visitors needed an information source that would be simple and clear to use.

Event Tech Solution

Our biggest challenge was working with the sizeable event details.  With so much information to include we had to make sure everything was easy to locate, both within the app and the event itself.

Searchable Format

Breaking the event down into distinct categories (e.g. equestrian expo and exhibitors) we then organised the relevant detail so it was clear and ‘searchable’.

Each exhibitor app entry included map location details, plus a handy bookmark feature that would allow attendees to flag which exhibitors they would like to visit during the event.

Interactive Mapping

The Farmworld app was one of the first to use our wayfinder interactive mapping. The extent of the site meant getting around could be a challenge.  To help visitors get from A-to-B, we built an interactive map that would show app users the route they needed to take.

Takeaways: 

1.For large and complex events, breaking event information down into definable categories makes a big difference to attendees’ event experience.  For example, if you have a car exhibition, showing detail by vehicle make and model will enable attendees to see exactly what they want.

2. Always plan your event app with the user experience in mind. What challenges does your event present to attendees (e.g. location size, agenda complexity)? How can your event app help manage those challenges? Interactive mapping, agendas and real-time updates are all features that can turn the complex into the straightforward.

3. Allow plenty of time to collate your data for the app. Large events in particular will need a reasonable lead time to get the information together so the app can be launched ahead of the event kick-off.

What They Said

“Very happy with CrowdComms service and support.”

Josh Last, Lardner Park

 

 

 

CrowdComms Event App Featured At The ASEAN Summit

In March 2018, Australia hosted its first Summit with the Association of Southeast Asian Nations (ASEAN).  The Special Summit included Leaders of  the Member States and the Secretary-General of ASEAN.  The importance of the event and its significance in terms of future relationships was recognised by the Australian Government,

“The Special Summit will mark a new era in our partnership. It will build on our deep legacy of economic cooperation, political dialogue, and the natural interweaving of our people to establish a contemporary, outward-looking partnership for the rapidly changing world we live in.”

CrowdComms was thrilled to help the Summit Taskforce stage the Leaders’ Summit (the centrepiece of the Special Summit) and the Business Summit.  The latter being  a series of key business focused events that formed part of the lead-in to the Leader’s Summit.

The Summit Taskforce comprised of government special advisors charged with organising the event.

One Portal, Multiple Events

The Special Summit needed separate event apps that would support each indiviudal forum but sit within a single branded portal.

With attendee connections and information exchange a high priority, the event app had to support networking, activity feeds and interactive session details.

The Events 

The Business Summit complemented the initiative’s objectives by providing specific forums to foster trade opportunites, knowledge exchange and regional prosperity.

The CEO Forum and SME Conference gave focus to economic integration, supply chain and export opportunites amongst other important issues.

The Leaders’ Summit was the focal event. This was where ASEAN leaders came together to discuss challenges and opportunities relating to economic prosperity, security and people.

Specific Challenges

Security and Confidentiality

Given the nature of the event, adherence to the Taskforce’s confidentiality agreement was paramount. Each CrowdComms team member working on the project signed the necessary documentation.

Within the office we isolated the event project team in designated spaces so event discussion could take place freely and without risking innappropriate disclosure.                                               

Onsite Support 

As a major first time event the Taskforce had to make sure every event element was properly established and executed.  The Taskforce therefore required onsite technical support for the duration of the event app build. 

CrowdComms provided onsite technical expertise courtesy of our experienced production specialist, Alex Heath.

Over a period of 3 weeks, Alex spent time with the Taskforce in Canberra to make sure the event app functionality and user exerience was perfect and ready to launch at the first event.

Responsive Build

A week before the Business Summit launch, the Taskforce made a decision to include an appointment booking feature within the event app. This would mean attendees could book specific times with exhibitors to ensure a smooth and steady visitor flow.

CrowdComms built the required feature within the timeframe, making sure it was fully tested prior to launch.

Successful Outcome

The pre-event work and collabration ensured that the portal and its event apps supported the specific requirments of every event.

CrowdComms facilitated the meeting and scheduling of the SME Conference, which included 400 meetings scheduled with 14 different governing bodies.

The CEO Forum app connected influential CEOs from Australia and ASEAN and supported discussions around business opportunities and best practices regarding ASEAN market engagement.

For the Leaders’ Summit we ensured the event app would provide detailed information about the day’s agenda.  Attendees could access information regarding security and the biographies of the Leaders of Member States.  Additional useful information was stored and made available to support staff who would manage each Leader’s personal itinerary.

Key Promotion 

Australia’s Prime Minister, the Hon. Malcolm Turnbull MP, included the event app as part of his welcome speech.  The introduction provide to be a powerful useage prompt and ensured nearly 1,000 people accessed the app.

What They Said 

“On behalf of the ASEAN-Australia Special Summit Taskforce I would like to extend my sincere gratitude to CrowdComms. CrowdComms played a pivotal role to providing a positive experience to our invited guests.

In particular I would like to recognise the excellent work that Alex Heath and Vanessa Bishop undertook in supporting the Taskforce and our events, as well as their support staff. The team showed the highest levels of professionalism and were wonderful to work with throughout the engagement period. The Prime Minister commented quite favourably on the event app which reflects on the diligence and extensive experience of your team.” Louise Perez, Head of Operations – ASEAN Taskforce

Two Partners, One Solution, Amazing Attendee Engagement

We recently announced a market changing new partnership with Brisbane based event tech organisation, Entegy. CrowdComms and Entegy work together to deliver seamless event technology solutions to forward thinking clients.

We’re thrilled with what we’ve achieved together so far.

Read about our work with Australia Post and how we helped them deliver amazing attendee engagement results for their eCommerce Delivery Conference.

The Event

Australia Post held their eCommerce Delivery Conference over two days in February 2018.

The 200 event attendees stayed at the Crowne Plaza Hotel and conference venue in the heart of the New South Wales wine country, the Hunter Valley.

Event Objectives

The eCommerce Delivery Conference included a packed agenda full of sessions, workshops and networking functions.

Senior representatives from Australia Post gathered to share insights and strategies, undergo training and meet with partner organisations.

With a Conference theme of ‘Collaborating4Success’, event organiser Nik Talevski explains that,

“meeting the partners and key collaborators is important to understand how collaboration helps the organisation meet outcomes.”

To facilitate the theme, and encourage active engagment, the Conference featured prizes, networking and engagement games.

Event Tech Solution

CrowdComms worked with Entegy and Australia Post to develop an event tech solution that would deliver an immersive experience for attendees and great engagement stats for Australia Post.

The solution included an event app with live newsfeed, session polls and feedback, badge scanning with achievements and leaderboard. The Entegy Labs team assisted with custom achievements and personalised schedule to create a unique experience.

Outcome

As a result of over 4000 scans between 200 attendees, each event attendee connected with, on average, 20 others.

“The scanning technology received incredible praise. People took the scanning very seriously,” said Nik.

According to post-event data the event app had a fantastic adoption rate of 95%, however, this wasn’t the whole story.

“Some people didn’t attend. I genuinely believe 100% of people attending logged in and used the app,” said Nik.

The gamification element saw 492,993 points awarded! The fun even continued after the event, as Nik explains. “People were still playing the games and chasing the achievements even after the conference was over!”

Nik says the app improved attendee engagement, “without a doubt!” He also commended the design, “it was fantastic, our design team loved using the app.”

Of course behind all great technology should be a great team!  Nik was equally as happy with the CrowdComms and Entegy service and solution, “the team was very helpful and responsive.”

About the Entegy Suite

The Entegy Suite is a powerful event communication and engagement platform.

Flexible mobile and web apps, attendee engagement, gamification and networking tools, live audience polling, Q&A, chat room style discussion, multi-use attendance tracking, lead generation, promotional campaign management and self-serve badge printing kiosk software. All with an easy-to-use management system called The Core.

The Entegy Suite’s modular elements provide organisers with everything needed to empower staff, inspire attendees and reward stakeholders from a single system.

 

 

 

Beyond The Event: Getting The Most From Your Event App

We know how hard your event app works for your event. In the lead-up it’s helping you promote the event. During the event it gives your attendees a comprehensive and complete event experience. Immediately after the event it gathers data to tell you what worked and what didn’t.

….but what then?

There’s no need to mothball your event app until the next event, your app can keep on working for you right throughout the year.

Sharing Knowledge

You event app is probably abuzz with chat activity during your event. Direct messaging, forums, group discussion and activity feeds will all facilitate a vibrant exchange of ideas and connections around session topics and industry trends.

But there’s no reason conversations need to stop once the event doors close. Encouraging event app users to keep talking is a great way to prolong attendee engagement and build communities.

How to do this:

1.Introduce event related, but not necessarily event specific, topics that will inspire discussion for months to come.

2.Timely and discussion worthy industry development? Drop it into the chat platforms and use push notifications to alert participants to a new topic discussion.

3.Think of issues where an attendee would want to leverage their peer network for help or assistance

4.Set-up meeting hubs where mentor-to-mentee connections can flourish.

5.Monitor discussion so topic activity isn’t too busy or too slow. If a discussion thread has run its course think about posting a quick poll to gauge   concluding opinion then post results as an email update or SMS alert.

Building Connections

Networking at events is an art. Chatting with a potentially important contact over canapés is great – unless you miss the chance to exchange details and never see them again.

The event app makes connecting easy thanks to messaging platforms and in-app profiles. But what if you catch a name but miss the contact details? Or an opportunity arises post event and your attendee remembers a great person to connect with?

CrowdComms event app maintains chat threads after the event closes. This means attendees can hook back into key conversations to keep connections current.

Pro tip: Driving attendees back to the app to access contacts means they are likely to access additional app content, so make sure to keep your content up to date and engaging.

Multi-Event App

If you have a multi-event schedule it’s likely you’ll want your attendees to support your events throughout the year.

A multi-event app is the ideal way to communicate upcoming networking and knowledge sharing opportunities. Use an event calendar or individual apps within your multi-event app to make registration easy, see who else is attending and start engaging with fellow participants before the event even starts.

Using a multi-event app in your overall event strategy is a great way to let attendees know of other opportunities for them to meet their new network in person.

By leveraging an event calendar, or using individual apps for each event, within your multi-event app you can give attendees:

1.Easy access to register

2.A view of who else is attending

3.Participation opportunites

All before they walk in the door.

Pro-tip: Start the connection build from day 1!

Make sure your event community has all the tools it needs to build a great set of connections from the day you launch your event technology.

Have your group discussions ready to go, use alerts to send updates and have timely app content that will engage and enthrall your attendees.

Attendee engagement is critical. Show them that the app is an integral part of the pre-event and event experience  – plus the benefits it will bring to their on-going networking and knowledge sharing.

Shaking up Your Event Sponsorship Offering

Event sponsorship is often recognised as one of the most sophisticated, credible marketing strategies which places a brand directly in front of their target audience.

And now there’s a way to create highly targeted event sponsorship packages that not only expand upon your event’s sponsorship offerings, but delivers directly to the sponsor’s goals. Read on to up your sponsorship sales game!

1. What do your sponsors want from an event sponsorship package?

First, determine what value your sponsors are seeking:

  • Increased brand exposure?
  • To influence and engage with their audience?
  • Drive more traffic to their website?
  • Collect information on their target audiences behaviour and attitudes?

2. Achieve their goals with event technology

Put your event app sponsor front and centre with endless opportunities to place their logo and brand:

  • App splash screen
  • Custom icon in the main app menu
  • Clickable banners throughout the event app
  • Sponsored page headers or program session pages
  • Interactive sessions welcome screen and sponsored questions or messages
  • Kiosk welcome screen
  • Attendee name badges

Influence and engage with the audience

  • Create an interactive event app game element, rewarding attendees with points for visiting sponsors’ booths, app page or website.
  • Incentivise check-ins to sponsored sessions.
  • Include a sponsored activity feed with welcome message from the sponsor and sponsored posts.

Increase traffic or drive audience to sponsored resources

  • Send push notifications and pop up messages to attendees, directing them to specific sponsored content.

Collect information on the audience

  • Gather information for your sponsors using submission/feedback forms.
  • Use sponsored questions using live polling.

Once you’ve defined what your event app sponsors want, you can create the ultimate custom package exactly for them. Make the most of analytics and tracking data to show Sponsors tangible data, which they can use to measure their ROI.

Getting Your Event App Copy Right

You’ve secured the perfect venue, locked-in your first choice keynote speaker and curated a mouth-watering catering menu. The words you choose to convey this information are critical to your attendees.

Each event element will require a different approach. Venue directions require clear, to-the-point instructions. Catering menus need enticing but short descriptions. A speaker session needs a mix of bold and impressive bio details mixed with a focus on why the session is a must-attend i.e. the benefits.

Your event app will house all the information your attendees need. But to enable them to get the most from your event you must choose your event app copy carefully.

General Rules of Online/Mobile Copy

Attendees will mostly view your event information on a mobile device. This means limited space.  To maximise engagement follow these guidelines for great event app copy:

* Concise writing is key. That’s not the same as writing less or reducing the amount of information. Ditch surplus words and write in the active voice to give your information punch and clarity.

* Try and keep information to a single screen. The less need to scroll or swipe, the better.

* Keep paragraphs short. Lengthy paragraphs on mobile screens test readers’ patience. Short paragraphs are easier to digest plus the addition on ‘white space’ increases readability.

* Make headlines and opening sentences short and strong for easy scanning.   What’s ahead needs to be made clear but don’t be afraid to grab attention with bold statements and call-to-action.

* Videos and visual images break-up text and encourage engagement.  Use them where you can to support your message.

Event App Copy Specifics

While there are consistent rules underpinning your event app copy, you need to vary style and delivery according to each different event app element.

Event Features

Your event features are the drawcard to the event. Promoting the benefits of each feature will encourage attendees to make the most of them. Simply put, benefit promotion is less about the ‘what’ and more about the ‘why’.

Focusing on the why means appealing to attendees’ personal interest. What’s it in for them? What will they gain from attending a particular speaker session?

Make language emotive and appealing. Adjectives and descriptive language work well here (but keeping in mind general rules on mobile copy).

For example:

The what: Tech industry leader, Joan Hardy, will deliver our keynote address

The why: Energise your business by finding out what makes the tech start-up of today become a world-recognised brand.

Push Notifications and Alerts

Push notifications and alerts pop-up on an attendee’s mobile device screen. They are used infrequently and only when event organisers need to draw attention to something pressing. It could be an agenda change, session commencement or emergency call-out.

Brevity is absolutely critical here. Make the communication clear and short. No long sentences or unnecessary words. One or two sentences is all you should need. If you need attendees to take immediate action, think of your alert as call-to-action. Use specific detail to leave no room for confusion or ambiguity.

Example:

Call-to action/specific: ‘Kylie Minogue is about to take the stage! Make your way to the ballroom.’

Informative/non-specific: ‘Kylie Minogue will be providing this evening’s entertainment in the ballroom.’

Instructions and Directions

General information about venue directions, transport and logistics needs clear language.   Provide information in easy to follow steps. Keeping text to a single screen is important (where possible) here.

A good test of copy clarity to ask someone who is unfamiliar with the event location and venue to proof read. Can they easily work out where they need to be? Are they confident they can navigate their way around the venue?

Takeaway

The words you choose for your event app are important to help attendees get the most out of your event. Understanding the basic rules of mobile copy and how that can be applied to each event element will make sure attendees fully engage with your event and the event app.

 

 

Web Apps: Why You Need Them

 As clients and attendees become more technologically savvy, the demand for digital at events continues to grow, that’s where Web Apps comes in. Like it or not, apps are an essential component of meetings these days and delegates have increasingly high expectations of their app experience.

But what if attendees don’t have an Apple or Android phone? Or no smartphone at all?

Also known as HTML5 Apps, web apps ensure all attendees have access to your event information and social features, regardless of their device.

The simplest explanation for a Web App is a ‘website’ version of the native app. Attendees can log into and engage with all app activity via a personal desktop or laptop. The system is cloud-based which means all information is perfectly synchronised – so nobody need miss out.

When to use a Web App

Web Apps can be used to complement any event, but there are some areas of use that have proved most valuable:

  • Corporate meetings – where attendees will be more likely to have laptops
  • When apps contain many documents or lots of text – gives attendees access on their laptop or desktop before or after the event
  • As a backup for the native app – for attendees with Windows Phones, Surfaces, Laptops and so on.

What to look for in web apps

Not all web apps are made the same. Here’s what to consider when comparing web apps.

  • Functionality – does the web app have the same features and functionality as the native app?
  • Usability – is it well designed? It doesn’t matter how good it is, if it looks bad or is too hard to use it’s going to turn users away.
  • Security – Does the web app offer SSL and have the ability to password protect or allow users to log in?

Should I have a native app or web app?

Well the answer is, both.

Native apps (built for iOS or Android) make the most of device’s hardware while web based apps often cannot. Things like accessing the device camera, sending a push notification to lock screens etc. need to be developed specifically for the type of phone or tablet.

Native apps and web apps are complementary options that provide event attendees easy access to valuable event material.

Web apps perfectly complement your native app, providing peace of mind that your event attendees have easy access to valuable event material, regardless of their device.

Do you need a dedicated event app portal?

If you’re an event organiser or business running multiple events – you should consider your own branded event portal. This is a standalone, branded event app portal, from which attendees can access any number of your event apps, even those running simultaneously.

Personalised branding

Add authority to your brand and ensure a smooth user experience with your own event portal. Brand all the app graphics including the icon shown in the App Stores, download page to link users to the relevant App Store, splash and loading screen which appear upon opening the app.

Extra sponsorship potential

Put your sponsors front and centre by placing their logo and brand on the app store tile, download page and portal loading page. This is great for a global technology sponsor.

Save costs and time

Having this offers a great return on investment. Every app build required will available as an embedded app within your portal. Having a store listing for each event is costly and is subject to app store wait time.

Advertise other events

Use your portal to show other upcoming events and allow attendees to register straight from within the page. This encourages increased attendance and app adoption rates.

Replicate other projects

Why reinvent the wheel if you’ve already created the perfect custom event app. With the Entegy Core you can replicate your projects and content, then tweak for each event.

Better user experience

Easily instruct attendees to download your event page, no need to search for a third party in the app store. If your attendees are going to a number of your events they only need to download the portal app once and select their event, no need to have multiple apps or delete and download a new event app each time.

How do they work?

Event portals serve only your events. Download your app from apple or android app store. Open the portal app on your device, then simply select the event from a list or enter a private event code.

Each time an attendee opens the portal app on their phone it automatically remembers their selection and will open to the same event they left.

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.