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Event Technology

Tips, tech tools and apps to help meeting and event planners along during every step of the meeting planning process. Created for the IAAP Tec14 conference in Atlanta, March 13, 2014. #yaypym #iaaptec #iaap #eventprofs
by

Kristi Casey Sanders

on 13 March 2014

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Transcript of Event Technology

Useful apps & other tech
Tips & advice
Registration, badges, beacons
Want to save money? Ask questions.
Paperless planning
Attendee management systems
The AV team
Registration
Badges, check-in & beacons
@PYMLIVE #IAAPTEC
VP of Creative, Plan Your Meetings
Kristi Casey Sanders
Stay on track. Kill emails.
Project Management/Collaboration
Things you should know
Bandwidth
Question:
How much do you need?
Event Technology
Social media & engaging tech
Marketing & engagement tools
Videoconferencing/Livestreaming content
Travel management
Site inspection tools
Digital event binders
Conference apps
Something to keep my team on track
Something to keep me organized
What do you want to learn today?
Please tweet @PYMLive or
post in app to let me know.

Use free or low-cost solutions to save time during the planning process, promote events and collaborate with teams.
Learning objectives
Use gaming and social media technologies to enhance learning and audience engagement.
Use free or low-cost platforms to create hybrid meeting environments and educational archives.
What's in this workshop
Attendee management/tracking systems
Social media management
Live blogging/engagement tools
On-site engagement tools
http://mbgorganizing.com/
Project management tools
Conference calls
Google Hangouts vs. Hangouts on Air
Create a playlist of your conference content.
Archive the education for FREE!
So ... let's see how you'd set up and broadcast from your event.
Go to Plus.Google.com
Inspiration
Question: How paperless are you?
Everything is in the cloud and on my tablet
I still carry my 50-lb binder EVERYWHERE
I keep a back-up paper event bible in the office
QUESTION:
What do you need most
from event registration?
Integration with housing lists
A suite of linked marketing tools (ie, email, social share links, website)
I can edit it myself
Matchmaking capabilities
Could this be "the one"?
Get social
Cool tools to track attendees
Awesome badge & check-in ideas
Other DIY options:
Wufoo.com
Wordpress.com
Joomla.com
Attendee Management Inc.
attendeenet.com
Want assistance without a multiyear commitment?
MATCHMAKERS!
Psst ...
More and more conference apps are integrating beacons ...
Question:
Do you know what a lumen is?
Yes
No
Don't assume in-house is cheaper than bringing in AV
A few words of advice from AV Girl (http://ez.com/AVGirl)
Meet frequently? Create a preferred provider partnership with a nationwide company.
Get referrals if you don't have contacts
Work with people you like.
Bring pictures & be descriptive
Beware of "extras"
Share your budget
Don't be afraid to ask questions
MORE TIPS
Don't forget your goals or your audience
Cool & new: 3-D projection mapping
Question:
How many WiFi-enabled devices are you using right now?
None
One
Two
Three
Four or more
Let's find out! Go to:
http://Ez.com/bandwidth
How fast is the venue's internet?
Let's find out! Go to:
http://www.speedtest.net/
Helpful hints
Ask for a dual-frequency router
Find out if anyone else will be sharing your network
Ask the venue about access points and the number of connections per point
Think about offering a freemium model ... or limiting connections per person, getting sponsors
Web vs Native vs HTML5
QUESTION:
What are you most interested in?
Learning about social media marketing tools
Other planning tools
Scribble Live & CoverIt Live
QUESTION:
What is the most important feature you're looking for in an event app?
It's free/inexpensive
I don't care as long as someone builds it for me
It helps people network
I can build games into it to engage attendees
I can make changes myself, in real time
Learning about onsite games and engagement options
Learning how I can capture content from our social audience for marketing use
Before you begin, define:
What you want them to do next
What you want them to feel
The goals for meeting
If it's not tied to an objective, you're wasting time & money.
Do you have any other questions?
Stay in touch:
kristi@planyourmeetings.com - @PYMLive
Ez.com/3hours - PlanYourMeetings.com

@PYMLive #iaaptec
What's new & cool
Marketing/engagement tools
Conference apps
AV teams
Project management/collaboration tools
Paperless planning/business apps
Bandwidth
@PYMLive #iaaptec
What kind of project management
tool do you need?
ASANA
BASECAMP
PODIO
@PYMLive #iaaptec
@PYMLive #iaaptec
Tips: http://ez.com/hoatips
@PYMLive #iaaptec
@PYMLive #iaaptec
@PYMLive #iaaptec
@PYMLive #iaaptec
@PYMLive #iaaptec
If you had them here, what would they do?
Second screens
@PYMLive #iaaptec
@PYMLive #iaaptec
@PYMLive #iaaptec
LET'S SEE HOW THIS WORKS:
Go to http://www.Storify.com
Tips: http://ez.com/pymsocial
Hootsuite
Tweetreach.com
G+ HOAs
@PYMLive #iaaptec
Even a good ol' fashioned Twitter or Instagram wall still works.
Topi
Bizzabo
Guidebook
Double Dutch
search.twitter.com
Let's see who the IAAP influentials are!
Go to http://tweetreach.com
Full transcript