International Congress and Convention Association IT Services and Solutions for the Meetings...

International Congress and Convention Association

IT Services and Solutions for the Meetings Industry

Marcelo Tannús

Latin American ICCRM

Curitiba, Brazil

19-21 June 2005

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Contents

1 Introduction (d1-3)

2 New Technologies (d4-6)

3 IT tools & users (d7-16)

4 IT tools & stages (d17- 21)

5 Examples (d22-28)

6 Information on Products (d28-31)

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03 Brief Presentation of Participants

Speaker: Marcelo Tannús

Company: EdN- Soluciones en TIC-

Company Profile: Web Solutions for Events

Web Site: www.EventosDeNegocios.com

Presentation of Participants

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04 New Technologies: What Are They?

• New Technologies: The full range of knowledge, instruments and innovative methods that facilitate information or communications management.

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• ICT: Information and Communications Technologies

05 New Technologies: The Most Widely Used

Internet

E-mail

Mobile phones

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Characteristics of these tools:• Their use has become widespread• Easy-to-use• Facilitate communication• Can be either customized or generic• Generally low-cost for companies

06 How Can We Make the Best Use of These New Technologies in Our Company?

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By incorporating IT Tools that:

• Combine New Technologies with Popular Technologies

• Are flexible and thus adaptable to the Company’s objectives

• Pose no language barriers

• Can be customized

• Are transparent to technological changes (Learning curve)

• Save time

• Are easy-to-use

• Integrate information from existing databases

07 Example, a Communication and Marketing Tool: eLetter

Based on four elements:

• Areas of interest

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• What is to be communicated

• Designs that support the Communication Goal

• Who the communication is meant for


Carrying out these Actions:

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Defining the areas of interest:

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Defining communications:

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Entering Designs that support the Communication Goal:

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Entering users:

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Sending communications:

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Querying communication histories:

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15 How Can the New Technologies Help Us Generate Positive Experiences? A Challenge

• Story 1: Negative Preconception - Positive Experience

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• Challenge:

Finding an IT tool that enables me to gather reliable information on the interests of each participant in an event, with the aim of generating a Positive Experience for each person that participates directly or indirectly.

16 Overview: Actors & New Technologies

• Professional Congress Organizers

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Challenge: Finding IT tools (software or tool suites) that can satisfy

the Information needs of each of these actors, and probably of everyone at

the same time.

• Participants

• Convention Bureau or Center

• Entity Hiring the PCO

• Sponsor

• Booth Assemblers

• Travel Agencies

• Others

17 Overview: Stages & New Technologies

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Eg: ICCA Database. Contact & Follow-up

Planning the Event

Event Management

Software

Gettingthe Event

Stages

Launching

Communication & Marketing, Event Mangement and Internet-Based Visual Communication Software (IVR),

On-line & Off-line Registration Software, Personal Planner Software, Business Round Software, etc.

Pre-Event Event Post-Event

Tools

18 Rewriting the Challenge

Finding tools based on the new technologies

(software or tool suites) that can satisfy the information needs

of each actor at every stage of an event’s life cycle,

and probably at the same time, with the aim of

generating a Positive Experience for everyone involved.

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19 A Few Questions

Are there any tools based on the new technologies that have these characteristics?

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Is it possible to have a single control panel when using several tools?

20 Examples of Tools for Managing Congresses, Fairs, Business Rounds and Convention Centers

• On-line Registration System: for example, eRegister

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• Conference Management: for example, eCongress

• Business Round Management: for example, eCongress

• Fair Management: for example, eFair

• Convention Center Management: for example, eBureau

21 Other Companies: Tools for Managing Congresses, Fairs, Business Rounds and Convention Centers

Company web site País origen Product Support

Language

All Country Full internet

Sporg Internet Corporation w w w .sporg.com USA Only English

Require a physical bank account in Canada or the US and a person

w ho is a resident of Canada or the US Yes

Eveni w w w .eveni.com Sw itzerland Only English Yes YesABC Signup w w w .abcsignup.com USA Only English Yes YesAmlink Technologies & Peoplew are se unieron apartir del 1ro. De junio

w w w .amlinkevents.com / w w w .peoplew are.com

Australia/ USA (Washington) Only English Yes Yes

Resftech w w w .reftech.co.uk UK Only English Yes Yes

22 Some Features of eRegister, eCongress, eFair & eBureau

• Full Internet

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• E-mail use

• Multi-Language

• Personalized Communications

• Communications by area of interest

• Automatic Matching of Interests

• Graphic and alphanumeric administration

• Perpetual Personal Planners

• Automatic resource allocation

• Flexible work methodology

• Pre-assignment of tasks and follow-up

• Automatic assignment of rooms and tables

• They all operate against the same Database, which enables their intercommunication while respecting each other’s specific functions, providing a single control panel to oversee every detail.

23 Practical Case: eCongress

Define:

Name of the event

Information on the company, participant and forms of payment

Personal preferences of each person attending

Business Rounds

Working groups

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24 More Questions

How much does my company need to invest in additional hardware and software?

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How much extra time does my staff need to put into learning to operate this tool?

What should I take into account when using these tools and managing events carried out in other countries?

Do they run on an integrated mode, against a single database?

What’s the minimum time, prior to an event, for hiring the service?

25 Perceived Edge

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• Story 2: Think Big – Be Realistic

26 Perceived Edge: Internet-Based Interactive Visual Communication

These are tools that enable users to tour real-life spaces or settings designed in CAD software on the Internet, as if they were actually there, and which can be integrated with other tools, such as, for example, pre-existing e-commerce sites.

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27 Perceived Edge: Internet-Based Interactive Visual Communication

Features:

• Representation of spaces, panoramic views

• 360-degree turn

• Zoom

• Real perspectives

• Graphic linking

• Possibility of selecting objects and areas

• Connection with e-commerce

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28 Internet-Based Interactive Visual Communication: ePanorama

Some practical applications:

• Virtual Fair

• Convention Center

• Hotels

• Museums

• Tourist Landscapes

• Cities

• Graphic Design & Others

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29 Integrating the New Technologies

All the tools in the examples can be fully integrated among themselves

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Help Desk

SingleDatabase

ePanorama

eCongress eLetter

eRegister

eBureau

Web Site

eFair

30 Queries & Doubts

Questions from participants

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31 Acknowledgements

Many thanks to: ICCA

ICCA-LA and All of You

Company: EdN- Soluciones en TIC-

Company Profile: Web Solutions for Events

Web Site : www.EventosDeNegocios.com

E-mail: [email protected]

Speaker: Marcelo Tannús

Phone: +598 99593154 – 99224636 +598 2 6013724 int. 125 Fax: int. 152

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