ScheduleFlex - Advanced Session Conference Management Web 2.0

ScheduleFlex is the most interactive online conference catalog and session scheduler application in the Meetings Industry. ScehduleFlex was released by Cardinal Communications, a pioneer in online registration. It is now offered as a module to event registration software, but Cardinal Communications Chief Executive Rodman Marymor states that he plans to expand Schedule Flex into a full registration application in about a year. 

ScheduleFlex is built on Adobe Systems' programming technology Adobe Flex. Although the users access the application through a web browser, ScheduleFlex actually operates in Adobe Flash, which enables the animation and interactive features. It allows meeting planners to build an online version of a session catalog, making it easy for attendees to search for conference sessions by date, time or topic. It features the drag-and-drop function, where attendees can click on session titles from a searchable database and then drag the session onto a personal event calendar. Using the same method, attendees can also reserve time slots for one-on-one meeting at exhibitor booths. The calendar can then be printed in a "schedule at a glance" Adobe PDF file. 

This new technology is especially helpful for meeting planners who must manage a large number of sessions. They can easily reschedule sessions times and the system will show attendees not only the changed times but also whether the session conflicts with previously scheduled sessions. Planners can also limit session seat capacities and assign sessions to certain audience groups, such as presenters or employees. They can track in real time session sign-ups and cancellations. 

nTag, an Interactive Name Badge

There are a couple of different technologies that are used for conferences and events, such as Spot Me and The Event Assistant. Another technology is nTag, which is an innovative Event Data Management (EDM) system built around the world's first interactive name badge. nTag provides solutions to meet business objectives more effectively.

nTag has all your information that you filled in on the event's registration form and you can edit or add any information at any time during the event. nTag has the event agenda, directories and schedules of sessions where one can view at any time or personalize them. nTag makes it easy for attendees to network by lighting up when one approach an attendee with something in common. It helps breaks the ice and to start a conversation. In order to exchange information, one can do so through their nTag and one can even make notes about the person or the conversation to remind him/herself how to follow up using the electronic keyboard. The information is constantly available on the nTag webpage as well as on the nTag itself.

nTag is not only useful for conference attendees but it is also useful for exhibitors and sponsors. It helps them to better target their offers to the right audience for a higher quality leads. Exhibitors can send messages to attendees, who match a targeted profile, inviting them to see/visit their booth. The contact information that the exhibitors and attendees exchange are automatically sent to the exhibitors' sales offices and CRM systems for immediate action and follow up.

nTag is also used as a tool for engaging and getting feedback from the audience. It has a audience response application where the audience can answer the question on their nTag and the results automatically appears on the speaker's screen for display. nTag can be used by different speakers in different rooms simultaneously without any risk of data conflict. The data can be downloaded through other data management or other CRM systems to be used or made available even after the event. nTag can be used for polling, Q & A, voting, brainstorming and asessments and quizzes. It also has a surveys and questionnaires application where after the session or event, the attendees receive a survey or questionnaire to complete on their nTag. The results are made available right away on the nTag Event Dashboard.

nTag also makes it easier for event planners to manage the event. On the nTag Webpage Event Dashboard, it provides a complete real time view of on site activities so the event planner can make changes accordingly. So if there is one session which is appears to be more popular than expected, the event planner can move the session to a larger room and sent a message to the attendees to avoid any inconvenience.

Lastly, at any time during the event or after the event, attendees can log on to view their trip report on their personalized my nTag page. The trip report provides sessions they attended, booths they visited, and contacts that they made in a convenient format. The contact information is in a v-card format which they can automatically download to their Microsoft Outlook.

I think that nTag is has made one more step into making the conference and events run more smoothly for everybody, not only just for the attendees but also for the event planners, exhibitors and sponsors.

How to Keep Your Audience's Attention...

How can you make a strong first impression to the audience? You can do that by using water. One way meeting planners keep the audience interested is by 

projecting images through a 

wall of water. 

Water walls can be used onstage, mid-room or on a back wall as projection screens, or in a trade show booth. The water screens provide the unique visual experience of glimmering, rushing cascades, along with the rippling sounds of falling water. The screens work by creating a thin film of water ideal for rear projection of video, lasers, gobos (which created illuminated elements such as logos), and other lighting effects. The projection source can be a laser, video projector, or lighting fixtures with gobos, making images appear to float in front of the audience. The water falls from an overhead nozzle system into a basin, where it is recirculated by a high pressure pump. The surrounding area stays dry, with performers or speakers behind the system unaffected by the curtain of water. The systems are available in six or seven foot wide sections that can be joined to create screen sizes of 40 feet (or more) in width, with a screen height of 15 to 20 feet. Screens can be set up conventionally or to surround guests. 

There are also fog screens, which as created by using water to create a thin, suspended layer of dry fog that enables projection of images that appear to float. These are great for grand entrances and exits through laser or video-projected company logos, as well as for themed event content. 

Unfortunately, there are limitations like any technology. The water screens work best with low ambient light, so it can't be used during day time events. The technology is fairly costly. One manufacturer, Prina sells a seven-foot section with a screen, ejector, tank, hose, water pumps, and filtration system for $18,900. Most planners rent either through a production house or from a manufacturer like Prina, where the daily rental is $2,300. The longer the rental, the lower the price and it is estimated that three days would run $3,500, plus shipping. 

Nonetheless, water screens are becoming popular because of its eye-catching effects. They have been used at corporate meetings, orchestra performances, award ceremonies, etc. I think that this technology is definitely a plus for meeting planners to be aware of since it provides a different way to keep the audience's attention. 

The Event Assistant, Mobile Phone Application for Meetings

        A Dutch company, Log on has created a Web-based application that allows conference attendees to use their mobile phone to network, view the agenda, participate in polls, and more. The product is The Event Assistant. This application only allows the attendees who registered for the conference to view the mobile Web pages. The web pages allows them to search for people by name, title, or company, and in case of exhibitors, by product type and country. Through text messaging, conference organizers can send information out to individuals and groups such as "the seminar location has been changed to Room # " and it also conducts instant-response polls.  The Event Assistant also displays the agenda, where users can get information on the event, the presenters and personal meetings and can also order session presentations, as well as get information on the destination, venue, and transportation. 

       The service works on any device connected to the internet and on any type of connection regardless of the phone service provider. For phones without an internet connection, attendees can still register to receive SMS notifications, to participate in SMS voting and to order session presentations or exhibitor brochures. 

        The fixed cost of the system ranges from about $10,000 to $18,000 per event but it depends on the number of service modules selected. For repeat customers, the prices are about 50% lower and for small meetings, there is a less expensive version available. There is also a variable cost to the system, which depends on the number of SMS messages sent and received. The systems is set up with space for sponsor mentions on the Web pages, SMS messages and elsewhere.