MEEC

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14 Νοε 2013 (πριν από 3 χρόνια και 7 μήνες)

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MEEC

Chapter Thirteen

Directing the Future of Convention
and Meeting Technology

Impact of the Internet


Uses of Technology


Site selection


Online registration and application practices,


E
-
marketing


Housing and bookings


Logistics management


Connectivity throughout buildings


Virtual trade shows, video conferencing, virtual
meetings


Hand held devices, and


Other

Site Selection VIA the Web



Site selection is the biggest use of the
Internet


Websites that invite and reward are the next
wave


Website design has matured from “brochure
ware” to websites that sell


Twenty first
-
century Internet principals are
more disciplined, demanding that a site make
money by helping visitors find what they
want.

Site Selection VIA the Web


What to look for in a Site Selection Tool



Ease of navigation;


Robust search criteria, including location, brand,
price, meeting space;


The total number of venues/properties listed on
the site. Amenities and services available at a site;


An active link to a facility’s Web site;


Ability to download a brochure or fact sheet;


Access to floor plans, menus, meeting space
capacities, meeting space calculator, virtual tours;


Reporting options.

Site Selection VIA the Web


What to look for in a Request for Proposal
(RFP) tool



Criteria that provides for


Meeting pattern options


Preferred and alternative date options


Sleeping room block information


Event and function requirements


Option to note response and decision dates regarding
the RFP.


Ability to store and save specific search queries,
save RFPs, and modify or update an RFP

Site Selection VIA the Web


What to should look for in a Diagramming tool


Free software!


Scalable space and equipment (feet and metrics)


Are the rules of the industry


industry standards
coded within the program?


Are accurate line
-
of
-
sight angles available?


Can you label items inside and outside of a room?


Can you place equipment outside of a meeting
room or in public spaces?

Site Selection VIA the Web


What to should look for in a Diagramming tool


Can you print an inventory report listing all
equipment required?


Can the software plan a variety of seating layouts?


Can create customized setups?


Can you number banquet seating and produce
seating lists?


Are online diagrams available at the facility’s Web
site?

Online Registration


Four categories of technology
-
based options:


The over the counter or OTC application


Meeting management software PC solutions


Web
-
based e
-
marketing and front
-
end registration
applications.


Enterprise
-
wide applications.



Online Registration


What to look for in Registration Technology:


Flexible
-
pricing options for setting and tracking
registration fees


Options for branding marketing messages and
event sites


Ease of importing and updating your marketing list


Knowing which version and Web browser will work
with an online application


Annual support policy

Online Registration


What to look for in Registration Technology:


How many simultaneous users can the site
handle?


Does the system trap for errant or duplicate
entries,


Can you integrate the solution with your internal
databases?


How long does it take to get up and running?


Can you create sessions and combined event
packages?


Can multiple pricing levels be set?

Online Registration


What to look for in Registration Technology:


Can you print name badges in the format and for
the hardware you utilize?


How does the system manage vendor
information?


Will the budgeting interface support your needs?


How are hotel blocks managed?


Is there sub
-
block management?


How are cancellations and changes processed?


Can the system be integrated with third
-
party
services?

Online Registration


What to look for in Registration Technology:


Can you check out a meeting to manage while on
site, or will you need ongoing Internet connectivity
when using a system on site?


Protection of your data


Ability to segment and re
-
sort your marketing list
or list of registrants


Ability to analyze return rates, bounce rates, and
conversion rates


How the cost is set and calculated


by user, by
transaction?

Online Registration


What to look for in Registration Technology:


Availability of support when you need it


Cost for customization


Wait list management


How registrations acquired through offline
channels are to be processed


Ability to personalize e
-
mail messages


Ability to process multiple credit card accounts


E
-
Marketing


Three questions used to begin outlining a
marketing map are:


Who develops and maintains meeting and event
copy?


Who develops the event’s marketing plan?


How do you deploy information on your Web site,
and how is your Web site used?


E
-
Marketing


What to ask:


In what delivery channel formats do messages
need to be readied?


How is information edited for each channel?


Are there items requiring secured transfer of
personal data?


Where are the bottlenecks?


Will print response forms be personalized with
unique identifiers?

Housing via the Internet


Three basic categories:


Systems designed for real
-
time processing with
integration into data warehouses.


Vendors that have carved out strategic
relationships with industry
-
wide housing switches.


A database, often with front
-
end Web access, for
holding attendee housing information.

Business Intelligent Software


BIS is software designed to create
databases, and offer processes for
manipulation and presentation of data
in a manner most effective for
managers and other users.


Business Intelligent Software


Must have the following characteristics and/or
capabilities:


Full capability to sort, analyze and present data to
reveal trends

within a business.


The ability to integrate corporate data in order to
support decision
-
making
.


Capacity to gather and store all relevant
information needed to make
informed business
decisions
.

Business Intelligent Software


Must have the following characteristics and/or
capabilities:


BIS must integrate and transform raw data into
organized
knowledge.


The data must be easy to interpret allowing for
more rapid

decision
-
making processes.


BIS also
highlights

trends associated with past
operating procedures and experiences in order to
discover opportunities, and uncover weaknesses


Business Intelligent Software

Business Intelligent Software


Example


PowerCubes


Passkey


Market Player


Hotel Direct


b
-
there.com


Convention Center Technology


First generation (G1)


“box with a dock”


Second generation (G2)


“pretty boxes”


Third generation (G3)


“boxes like very large hotel rooms”


Fourth Generation (G4)


are designed today with the surrounding culture in
mind as well as a abundance of integrated high
technology


Convention Center Technology


Technology Impact


High speed and wireless Internet


Meeting spaces (rooms, hotels, & centers)


Marketing by c
ities, convention and visitor’s bureaus, and
convention centers to prospective clients.


On
-
line


Conferencing tools


Registration and web sites for capturing credit card
information.

Convention Center Technology


Technology Impact


"Smart Card," a data
-
storage device providing
centers and associations with valuable attendee
information


Registration and contact information


Session attendance


Product purchases


Evaluation


Fiber
-
optic and broadband data and voice and
video transmissions, allowing exchange

of
information with outside parties.

Convention Center Technology


Connectivity Options


High
-
speed connectivity. to Virtual Private
Networks (VPNs)


Design flexibilities. wired or wireless network &
flexible bandwidth


Dedicated recording facilities. to facilitate both
audio recording and session duplication


Videoconferencing functionality is an essential
need for Web conferencing or Web casting.


Convention Center Technology


Connectivity Options


Availability of “dark fiber” cabling allows
companies to establish private networks outside of
the convention center network.


Event boards. Plasma or LED event boards
promote sponsors and communicate information
to attendees.


Guest room connectivity linking back to the
convention center.


Wireless LAN network access.


Convention Center Technology


Connectivity Options


Cyber cafes and information kiosks provide
meeting information, sponsor messages, industry
news, product locators, e
-
mailing, message
centers, on
-
site surveying, PDA download stations,
and hand
-
held computing synchronization.


Audience response systems


Wireless lead retrieval and tracking systems.


Fully equipped business center with extended
operating hours.



Virtual Trade Shows


Guidelines to virtual reality:


Note services provided by other trade shows
(physical and virtual) and offer these features
online


Consider simple and easy design with useful and
intuitive site navigation.


Keep the site simple and attractive.


Capture and qualify users

Virtual Trade Shows


Guidelines to virtual reality:


Offer exhibitors a range of value
-
added services


Stream audio and video


On
-
site demonstrations and training


Preferred locations on the show floor


Provide attendees with value
-
added features


e
-
mail


chat rooms.


Apply basic marketing concepts and cross
-
promote your virtual site

Virtual Trade Shows


Guidelines to virtual reality:


Provide online giveaways or discounted
promotions.


Offer online credit card processing.


Clearly state your privacy policy


Make absolutely certain you secure all
transactions.


Provide a database of vendors who are exhibiting
online.

Video Conferencing


Bandwidth falls into one of three categories:


Broadband


Greater than a Pentium III and a 128K modem


Sophisticated services
-

full
-
motion video/audio streaming.


Medium band


Pentium II with a 56K or better modem


Streaming video and audio is less reliable than broadband


Low band


Pentium I with a 28K or less modem


Need to be supported by audio conferencing services.


Referred to a Web
-
enhanced audio conferencing services.


Video Conferencing


One
-
way session


No interaction, or delayed interaction through a
call
-
in line for taking questions from remote
participants


The Webcast presentation can be live or taped.


Two
-
way session


a high degree of interaction among a smaller team


Microsoft’s Net Meeting or Symantec’s PC
Anywhere.


Applications require technical know
-
how

Video Conferencing


Two
-
way, with high
-
end media


Two
-
way communications and higher
-
end media


Broadcast
-
quality lighting, sound, and production


An interactive web cast event


Point
-
to
-
point or point
-
to
-
multipoint


Broadcast to service centers where an audience
can gather, or to other corporate locations


Broadcast via satellite or push through the
Internet


Video Conferencing


Third
-
party Service Providers


Offer technical, moderating, and scheduling
services


Provide control and quality assurance


Offer useful utilities to validate that both hardware
and connectivity are appropriate


Provide online technical assistance


Green Technology


An Example


David L. Lawrence Convention Center
Pittsburgh, PA


30 to 50 percent obtained in energy savings


Water Conservation


Water taken from an under water aquifer


Used to reduce energy consumption for heating/cooling


All plants and landscape are native


No need for water sprinklers around the facility

Green Technology


An Example


Energy conservation


the design of the sloped roof pulls up cool breezes


creates a naturally ventilated exhibit hall


Natural lighting will be used throughout the building


Blackout shades are available to darken rooms or to
control temperatures
.


Use materials that emit fewer toxins


25% of the building is constructed with recycled
material


Local materials used in order to cut down
transportation costs.


Review


Impact of the Internet


Online Registration


E
-
Marketing


Housing via the Internet


Business Intelligent Software


Convention Center Technology


Connectivity Options


Virtual Trade Shows, Video Conferencing


Green Technology