Eventing - online pervasiveness
The Internet is finding its way into every industry, streamlining processes and improving productivity. The Eventing Industry is no different, and three key areas are highlighted:
- An online presence for either the event itself, or the company that hosts the event.
- Online information about the event – such as dates, details of the event and maps can be obtained, as well as online research and enquiry facilities that pace the event in context in the business world.
- Facilities that allow for online registration where individuals and companies can register for exhibitions and conferences.
These key areas are evident in all stages of the exhibition or conference – including pre- and post-event.
Prior to an exhibition, an online presence facilitates the planning and forecasting of exhibiting at an event for the exhibitor. A mapped out area of the facility with square meterage and positioning of other stands will assist the exhibitor in deciding which stand to book with regards to size and visibility to gain maximum success.
With this online presence, potential visitors to the exhibition are able to view information about the exhibition, as well as the ability to register online and effect payment if necessary.
In this manner, all processes are streamlined for all parties concerned – the visitor is able to register and make payments securely online, while the organizer can utilize the information received via the online registrations for the printing of name badges, catering and forecasting visitors to the event over the period. Information relating to the event is accurate, up to date and accessible by all concerned, and can be used to track performance results of patterns of visitation.
Beyond their uses in exhibitions, these online systems have also proven to be effective in streamlining processes within the conferencing arena. The Internet has taken its cue in reorganizing and improving certain operations with regards to online invitations, delegate registration as mentioned above and online RSVP’s. The process has been facilitated through the Internet as the immense physical effort of contacting potential delegates, distributing physical invitations and the large costs involved in printing and posting have been reduced through the convenience of the ability to register online.
As with exhibitions, individuals and companies can register and pay online – which is facilitated either by EFT or credit card. This enables organizers to accurately forecast on numbers of delegates, catering, ordering of stationery and corporate gifts - the number of registered delegates is factual and therefore over-ordering or over-catering can be eliminated to a certain degree.
Conferencing online registration is also not limited to specific areas, therefore delegates can access pertinent information and registration dates and timelines easily from anywhere for registration. Local delegates now have the opportunity of attending international conferences overseas without hassle.
Online registration also allows the organizer to track profiles of delegates and group them accordingly for networking opportunities. These elements which are often overlooked add tremendous value to achieving the objectives of the conference, making it popular and sustainable for future success.
Visitor registration is quick and easy as online registered delegates bring in a printed, barcoded registration form which is scanned into the system via barcode scanners.
The delegates/visitor’s information is then pulled up and once confirmation has been done, badges are printed instantaneously.
Once the delegate has arrived, notifications via sms can then be sent to remind visitors of workshops starting at certain times, lunch being served, or guest speakers taking the stage.
All these online systems are easily managed by the service provider and act as standalone tools. Little manual input is needed by the eventing company other than counting registered delegates and following-up on payments. The advantages of online eventing tools speak for themselves and add a technological edge on effective solutions for the eventing and conferencing world which is impressive and illustrates a willingness to be innovative with regards to world-class service and business practice.
Trade Publication Content - Published 2005
strega on September 16th, 2008
This is a really interesting topic and a well thought out and comprehensively written article. This is a side of eventing that many people tend to overlook completely and seems to have a great deal of potentional to enhance events.