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Session 3A

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Certified Meeting Professional (CMP)

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Presentation Transcript

Meeting Websites : Meeting Websites Events on the web are an expectation More than registration Functional Useful information Interactive communities Integrated registration Housing Travel Webcasts Exhibitor/product marketplaces ©2009 Ellen Maiara, CMP & Event Solutions Management 5

Website Goals and Objectives : Website Goals and Objectives Increase attendance Online registration Optimize data flow Seamlessly repurpose data Increase exhibit and sponsorship sales Include exhibitor/sponsor prospectus on site Booth assignment systems ©2009 Ellen Maiara, CMP & Event Solutions Management 8

Website Goals and Objectives : Website Goals and Objectives Attract speakers Online abstract submissions Improved quality and diversity Generate press coverage Enhance customer service Allows for excellent communication Fast response time ©2009 Ellen Maiara, CMP & Event Solutions Management 9

Website Goals and Objectives : Website Goals and Objectives Create new revenue opportunities Sell banner ads Sell sponsored pay per view webcasts Deliver online educational programs Webcast Real Time On demand Pay per view Sell books, tapes and merchandise and create an online marketplace ©2009 Ellen Maiara, CMP & Event Solutions Management 10

Website Goals and Objectives : Website Goals and Objectives Build online communities Forums or message boards Blogs Distance learning Communicate with students and faculty thru email Electronic forums Chat Webconferencing Business exchange (B2B) Year round online marketplace Trade show facilitation website ©2009 Ellen Maiara, CMP & Event Solutions Management 11

Planning Web Content : Planning Web Content Introduce event with links to content Agenda, times, dates, descriptions Keynote and workshop pages Speaker information Potential exhibitors Exhibitor prospectus ©2009 Ellen Maiara, CMP & Event Solutions Management 14

Planning Web Content : Planning Web Content Secure registration forms Hotel and travel information Media section with latest news releases Conference reminder Periodic email announcing program highlights ©2009 Ellen Maiara, CMP & Event Solutions Management 15

Planning Web Content : Planning Web Content FAQ – Frequently asked questions Contact information Key event personnel Option to allow attendees to build networks with other attendees Privacy statement Terms and conditions disclaimer E-commerce warranties, refund policies and customer service contacts ©2009 Ellen Maiara, CMP & Event Solutions Management 16

Planning Web Content : Planning Web Content News and show dailies Online daily newspaper Blogging Tweeting Web- based surveys Need assessment Overall evaluation ©2009 Ellen Maiara, CMP & Event Solutions Management 17

Domain Name : Domain Name Each event should have a unique domain www.domainname.com Reserve through reputable company Network Solutions EasyDNS GoDaddy ©2009 Ellen Maiara, CMP & Event Solutions Management 18

Selecting & Working with Vendors : Selecting & Working with Vendors Application service providers (ASP) Company that provides software-based services across the internet to customers Advantages Flexible Easy changes Produces reports and strategic data Examples Registration Evaluation ©2009 Ellen Maiara, CMP & Event Solutions Management 20

Off-the-shelf Software : Off-the-shelf Software Most commonly used software by event professionals Word processing Spreadsheets Contact management Scheduling ©2009 Ellen Maiara, CMP & Event Solutions Management 23

Off-the-shelf Software : Off-the-shelf Software Advantages Price is lower than specialized programs Updated regularly Phone support Disadvantages No customized solutions for planning tasks If a planner has time and skill they can be customized Flat files – date not easily manipulated File sharing is difficult ©2009 Ellen Maiara, CMP & Event Solutions Management 24

Event Planning Software : Event Planning Software Provide specific solutions for planning tasks Automate repetitive tasks Provide data analysis Streamline every function Run on network, so data is available to many ©2009 Ellen Maiara, CMP & Event Solutions Management 25

Web-based Solutions : Web-based Solutions Application Service Providers (ASP) Program accessed via the web Remote technology provider hosts the data Broadband is needed Application rented Yearly fee or By transaction ©2009 Ellen Maiara, CMP & Event Solutions Management 27

Web-based Solutions : Web-based Solutions Advantages Customizable Common interface and ease of training Broad access–the web is the ultimate network Quick set-up and deployment Reduced need for IT/IS support Highest level security, redundancy and data protection. ©2009 Ellen Maiara, CMP & Event Solutions Management 28

Web-based Solutions : Web-based Solutions Advantages Highest level security, redundancy and data protection Able to be expanded for the future Less expensive than developing your own solutions ©2009 Ellen Maiara, CMP & Event Solutions Management 29

Range of Technology : Range of Technology After a needs assessment decide Programs for specific tasks Fully integrated event management suite ©2009 Ellen Maiara, CMP & Event Solutions Management 31

Abstract/Speaker Management : Abstract/Speaker Management Manage Abstracts Speakers Papers Session scheduling Web-based tools available Collect Speaker biographies AV requirements Presentations ©2009 Ellen Maiara, CMP & Event Solutions Management 32

Association Management : Association Management Most complicated and expensive event planning applications Manage every aspect of running an association Focus on Member management Dues Fund-raising Accounting ©2009 Ellen Maiara, CMP & Event Solutions Management 33

Association Management : Association Management Event planning & exhibition management modules are sub-set of a larger product Abstract management Accounts payable/receivable Advertising Certification & continuing education management Committee tracking Contact management Customer service ©2009 Ellen Maiara, CMP & Event Solutions Management 34

Audience Polling : Audience Polling Audience Polling Real time Wireless, radio frequency, handheld keypads and receiving units Antenna Computer Specialized Software Connected to standard data projector Cell phone based polling Text poll responses Tabulated in real time like audience polling ©2009 Ellen Maiara, CMP & Event Solutions Management 35

Group Ware or Brainstorming : Group Ware or Brainstorming Group decision making software Networked computers Allows for Inclusiveness Documentation Anonymity Features Electronic brainstorming Idea organization Polling, ranking, voting Recording and text gathering ©2009 Ellen Maiara, CMP & Event Solutions Management 36

Banquet Seating : Banquet Seating Application features Specify #, size, position and # of ppl per table Assign seating by table and seat number Remove or add tables as needed Set-up registrations for Individuals Foursomes Whole tables Track F&B special needs Print nametags, table tents, place cards Provide room diagramming ©2009 Ellen Maiara, CMP & Event Solutions Management 37

Meeting Consolidation : Meeting Consolidation Save $$$ Tracking, monitoring and consolidating event expenses Reduce event costs and liability Features Company wide event calendar Tracking event spend Facility database with automated RFPs Integration with attendee management ©2009 Ellen Maiara, CMP & Event Solutions Management 38

Budgeting : Budgeting Features Budget and summary forecasts Tracking of Budget Contracts-due Exchange rate Negotiated savings Profit Vendor Payments Requirements ©2009 Ellen Maiara, CMP & Event Solutions Management 39

Event Management : Event Management Relational database Corporate event planning suites Emphasis on travel, vendors and budget Association suites Emphasis on membership, continuing education and accounts receivables ©2009 Ellen Maiara, CMP & Event Solutions Management 41

Event Management : Event Management Exhibit and Exhibitors Extensive contact management Tracking of details Contracts Priority points Exhibitor competitor placement Diagrams Web based solutions ©2009 Ellen Maiara, CMP & Event Solutions Management 42

Event Management : Event Management Housing Administration of sleeping room blocks More accurate, complete and faster than old manual process Draws on real time hotel inventory Download rooming list directly into hotel reservation system ©2009 Ellen Maiara, CMP & Event Solutions Management 44

Lead Retrieval : Lead Retrieval Exhibitors Scanners Mag stripe Bar code Smart Card Capture contact information of booth (stand) visitors Means of qualifying a visitor Buying ability Interest Follow-up requirements ©2009 Ellen Maiara, CMP & Event Solutions Management 45

Project Management : Project Management Budget tracking Calendar, appointment and timelines Tickle file To-do list management Email management Resource management Reports, graphical analysis and project status ©2009 Ellen Maiara, CMP & Event Solutions Management 46

Room Diagramming & Floor Plans : Room Diagramming & Floor Plans Create floor plans of meeting space Place furniture and AV equipment Download floor plans from hotel websites ©2009 Ellen Maiara, CMP & Event Solutions Management 47

Scheduling : Scheduling Meeting room scheduling Features Best fit space assignment Billing and invoicing Calendar functions Catering and AV tracking Conflict resolution/double booking checking Customer and contact database Event copying ©2009 Ellen Maiara, CMP & Event Solutions Management 48