| How using the latest software can help simplify | | | | event organiser communicating with delegates or |
| administration and improve communication before, | | | | other participants in the event becomes easier as |
| during and after an event | | | | automatic emails can be created and sent to one or |
| Organising any type of meeting, event or incentive | | | | a group of selected people and personalised. Text |
| trip nowadays involves using some type of | | | | messages can also be personalised and sent to |
| technology to process data. However it cannot be | | | | mobile phones |
| underestimated the number of people in the industry | | | | Improving communication throughout the event The |
| who are still totally mystified or baffled as to what | | | | key benefit of these type of web based solutions is |
| the latest technological developments are and more | | | | that information can be constantly updated |
| importantly how it impacts on them or their future | | | | anywhere, subject to internet connection and is |
| business. | | | | available 24/7. The results lead to improved |
| Most event organisers would consider themselves | | | | communications, better e-marketing of the event and |
| familiar with the Internet and perhaps use it on a | | | | easier data analysis for event organiser, delegate and |
| daily basis. However few are taking full advantage | | | | supplier. The cost associated with organising an event |
| and utilizing web based technologies to improve their | | | | in this way does not have to be astronomical as |
| overall business efficiency and increase results. | | | | these types of solutions can be rented per event so |
| Searching for a venue on-line or offering web | | | | they are available and affordable to everyone. |
| registration just scratches the surface of what is | | | | So what are the downsides to this alternative to |
| now possible. | | | | traditional event organising methods? The speed of |
| Making the most of the Internet Totally web-based | | | | the Internet connection seems to be the main |
| solutions provide dedicated event websites to | | | | concern as access to the event is solely based on |
| manage the whole event from start to finish using | | | | this and as an organiser this needs to be quick and |
| the Internet. This means no software installations on | | | | reliable. |
| individual computers at the office relying on one | | | | Managing your mobile Another exciting technology |
| person to do everything. The benefits of this type of | | | | that is revolutionising the events industry is |
| approach are numerous as instead of just the event | | | | interactive mobile technology. Simply using your |
| organiser having access to the data, anyone with the | | | | mobile phone as a means of communicating and |
| correct security password world-wide can either | | | | participating throughout an event. |
| simply view or be allowed to edit the data. This could | | | | Today, 94% of the population of Western Europe |
| include other organisers and co-ordinators at different | | | | owns a mobile phone, 66% uses it for text |
| locations, hotels, speakers or abstract referees. | | | | messaging and 32% accesses the internet through |
| Designed for the delegate For the delegate this type | | | | their mobile phone. The trend for mobile internet |
| of web based system also has advantages, for | | | | access is just beginning - this number is forecast to |
| example activities such as workshops, dinners and | | | | rise dramatically in the next 5 years. |
| tours can be listed and anything the delegate signs up | | | | The service works on any device such as a mobile |
| for can be incorporated into a final, personalised | | | | phone, PDA or laptop on any kind of internet |
| participant agenda. Again this is available for the | | | | connection (i.e. W-LAN, Wi-Fi, GPRS or fixed line) and |
| delegate to view at their leisure any where keeping | | | | regardless of the network operator and is therefore |
| the profile of the event constant in the delegates | | | | available for almost anybody. |
| mind. | | | | Not only does it provide delegates with all the |
| The allocated hotels for the event can be | | | | information regarding an event they require via their |
| represented on the event web site enabling full | | | | mobile phone, it also helps to reduce operational |
| descriptions of the hotels and their facilities as well as | | | | costs by reducing staff numbers and paperwork. |
| virtual tours etc. Individual hotel reservations, room | | | | There is also the added benefit of generating |
| block selling and automatic hotel booking per | | | | additional sponsorship revenue through mobile |
| participant and room-sharing management all becomes | | | | advertising. |
| easier to manage. Reservations can be modified or | | | | Keeping on top of technology In an unpredictable and |
| cancelled online and rooming lists forwarded to each | | | | often difficult business environment, making use of all |
| hotel simply and quickly. | | | | the available technologies can provide that vital |
| Push aside the paperwork Other reports, such as | | | | margin that makes an organisation more efficient |
| participant and activity lists, transport, budget and | | | | saving time and money. But more importantly the |
| billing reports, which can be time consuming are | | | | key is being fully aware of what is currently on the |
| constantly available and up-to-date. Evaluation forms | | | | market and deciding whether that technology will |
| and questionnaires can be created and arranged in | | | | benefit you. With a lot of high-tech jargon it is very |
| different customisable folders. Statistics can be | | | | easy to confuse the different options available and |
| gathered and reports defined. | | | | make a wrong investment which can be very costly |
| Another important element of many events which is | | | | financially and otherwise. Research the market |
| difficult to co-ordinate is abstract handling. The full | | | | carefully asking any unfamiliar terminology to be fully |
| workflow from abstract submission to notation by | | | | explained and always demand a demonstration. |
| referees, editing and the insertion of images, to | | | | For more information or questions please e-mail: |
| publication of the proceedings can all be done online. | | | | Simon.young@missioneventsoftware. |
| Additionally and perhaps more importantly for the | | | | |