Archive for Event Technology & Mobility Solutions

Pros and Cons of Designing in Cvent Flex

Cvent Flex Event Website Design

Written by Staci Simmons | Manager, Marketing Communications & Creative Services

Cvent, an event management software used by many top-tier travel and meetings management companies, recently released its new drag-and-drop website builder—Flex. This new functionality lives up to its name with easy-to-use features and a beautifully designed interface, allowing users to create and publish their own event websites.

At first glance, this is a fantastic opportunity for small businesses and program managers. They have the means to build their own registration websites without a web developer or knowledge of HTML, CSS or JavaScript. Upon further consideration, you may uncover what most web, graphic, and marketing communications professionals already know—it’s not that easy.

In the last ten years, drag-and-drop email, website, and app builders have taken complicated coding and simplified it for the masses. It’s been an excellent tool for professionals who understand the principles of design, saving clients thousands of dollars and countless hours in web development. On the other side of the coin, those without that knowledge may cost themselves thousands of dollars and countless hours trying to figure it out for the sake of “doing it themselves.” Cvent Flex is no different.

If you’ve ever tried to build your own email or website with a drag-and-drop builder, you probably had several “pull-your-hair-out” moments— you’re not alone. Most website builders are harder to use than they appear. They claim to offer an easy way to build a beautiful, functional website, but more often than not that’s not the case.

While Cvent’s design showcases look absolutely stunning, mimicking that level of design and functionality is nearly impossible “in just a few clicks.” Trying to achieve a great design yourself is often cumbersome, and not quite as easy as advertised. At the end of the day, the people who built those showcases are seasoned designers who know how to leverage the tool correctly and know how to maneuver through its limitations in order to create a functional, unique, and on-brand design.

The Pros of Cvent Flex

– Easy-to-use drag and drop functionality
– Allows for easy, real-time editing and updating
– Provides a live preview feature without publication
– Fully responsive on all devices (desktop, tablet and phone)

The Cons of Cvent Flex

– Big Learning curve for first-time users
– Customization options are limited
– Differentiating your event from other templates will be difficult
– Layering text and images for legibility is time-consuming

Cvent does offer many support options to help build and publish your event registration website. If you have the time and means to take creative control, click here to learn the platforms design and development best practices.

If, however, you’d like to focus on the other seventy-five percent of your event’s needs, let Flex be a tool for your friendly, neighborhood web designer. Ultimately, the time it takes for a professional to leverage this tool will simplify your workload and allow you to focus on the rest of your event’s needs—managing its infinite amount of moving parts.

For more firsthand information about Cvent Flex, email Meetings & Incentives Worldwide at marketing@meetings-incentives.com to connect with our event technology and creative service experts.

Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Incentive Travel Programs, Program Management & Event Design

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Introducing Cvent Flex — What You Need to Know

Cvent Flex for Event Website Design is Live

Written by Chip Begley | Senior Manager, Event Technology

As of October 31, 2018, Cvent released Flex General Availability meaning all Cvent accounts now have the Flex registration option. This will become the new “standard registration” and the previous version is renamed to the “classic registration.” In order to bring the latest information on the update and full transparency into the new process, I have compiled a list of questions and answers on the topic.

What is Cvent Flex?

Flex is the name of the new event registration module within Cvent which is being called “a modern and innovative way for event planners to build, design, and manage modern mobile-responsive event websites and enhance the registration process.” With the release of Flex comes a complete redesign of the technology that uses a whole new thought process to building websites.

What does Cvent Flex mean to me?

Cvent’s intention with Flex is to provide a simpler and easier process for building registration websites. And, while this will fully be the case in the future, M&IW expects a learning curve for our clients and our team as we implement the new platform. For reference, we all recall when Microsoft would change their Office programs.

Many of us would spend precious time looking for the location of the new navigation menu. Flex is not simply a navigation menu redesign, it is a full redesign of the way the registration site module will operate and the learning curve will be slightly more than learning where a new menu item resides. Please be aware that this may initially have an effect on design hours.

Our team is already diving into the new platform to continue to provide exceptionally designed sites. Along with M&IW’s Creative Services Team we are looking forward to bringing our clients high-quality, multi-functional, responsive registration website designs.

What does Cvent Flex mean for M&IW?

M&IW is excited for the opportunity to design more and code less. Where we’ve been great at manipulating the HTML/CSS in the Classic Registration, Flex will give us the opportunity to design and brand more than just a registration site. Through the use of color palates, fonts and images we are able to create messages that drive home the purpose of the website and paint a larger picture of the event. Additionally, our Web Design team will continue to work very closely with our Creative Services team and our graphic designer to create professionally themed designs.

What else do I need to know?

Currently, M&IW is still able to create sites in Classic Registration and in Flex. The latest update from Cvent is that Classic Registration will sunset sometime in 2019, however, dates are fluid.

A final note, when switching over to Flex for our client’s registration sites, not all features are currently available from the previous classic version. We expect 100% parity in 2019 before the Classic version is sunsetted. Cvent is committed to enhancing the platform as it matures. Prior to ‘sunsetting’ the Classic version, Flex will not only have the same functionality as the Classic module; but will also provide more features and functionality within Flex than currently available.

In conclusion, our team is readily available to answer any of your questions or concerns. Please feel free to contact your M&IW representative to discuss any questions or concerns. For additional information, CLICK HERE to view our Industry Insights Webinar OnDemand, “It’s Flex Time! What you Need to Know about Cvent Flex.”

Posted in: Company News, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Program Management & Event Design

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M&IW’s Alexander deHilster Joins BizBash Hall of Fame

Written by: Marie Johnson, CMP | Director, Marketing & Strategy

Alexander deHilster is one of the most talented event designers in the industry. His list of accomplishments, customer accolades and awards spans more than 20 years. In 2011, he was inducted into the Hall of Fame by Illinois Meetings & Events Magazine. And, fast forward to September 12, 2018 live at the BizBash Hall of Fame ceremony in Chicago, I was able to catch up with Alexander to ask him about his humble beginnings, favorites design projects, and how it feels to join an elite group of professionals.

In response to what contributed most to his success, he replied “thinking out of the box, coming up with crazy stuff and working with amazing vendors who help me bring my visions alive.” Read the full interview below.

Q. When did you first get started in the events industry? Was it a calling or did it happen by chance?

My first “event” was organizing a 5K run/walk at the age of 15 when I didn’t know that event planning existed. I worked as a volunteer at a youth organization who wanted to host an event to raise money and they needed someone to plan it. Event planning has been a natural fit for me. I’m sure I got it from my parents (well, not the cooking part as I can’t cook, but do love food) as they hosted large parties at our home for 50 or more guests. Each party had a different theme, my dad would cook for days a meal that fit the theme, my mom managed all the logistics, and guests would arrive dressed the part. But, the first real event I planned was 22 years ago when I moved to New Orleans and worked for a DMC, Travel New Orleans.

Q. Of all your events, which one was your favorite or stands out from the rest?

I’m always asked that question and it is hard. It’s like, who is your favorite child, or in my case, which one is your favorite dog. They are all my favorites for different reasons. However, there are three or four that do stand out the most in my long career. And, two were for the same client.

1. A fundraiser at Finkl Steel, a working steel factory. While trucks came through delivering steel and cranes and saws would move the steel and cut them in pieces, we were setting up our event. It took about a week. We built a 30’ volcano out of wood, with build-in screens for projectors and dancers behind them and fireworks coming out of the top. 40’ doors to separate one space from the next space. Hanging sushi buffet stations of ice for cocktails, a never-ending flow of entertainment on a multi-level stage, with a gospel choir, Dave Brubeck and others.

2. Same client, but now at Green Dolphin Street. The club is open each day till 2 am. On a Friday I had moving trucks ready outside till the last guests left. Our event was to be on Saturday night at 7 pm. All tables, chairs and banquets (yes, they needed be unscrewed from the walls), all existing light fixtures and chandeliers removed. The bar was covered with a stage for additional seating, custom chandeliers with florals hanging at the bottom of each chandelier strategically placed above each of the 6-tops and the existing stage covered in white vinyl. The Green Dolphin Street sign covered with a custom sign and the entire building covered in red silk – ala Christo.

3. The Library Club was transformed into a very elegant room with one long dining table seating 60 guests. Over a dozen projectors were used, evenly placed on the left and right side of the room, to project still and moving images onto the curved ceiling. Each projector only showed a portion of the image and all images had to blend together to make it look like one. It took forever to get them all focused correctly. The theme was a culinary journey through France with different imagery for each portion of the night and with each of the 7 courses being served. From full day time, to sun set, champagne cellars for the toast, a display of the windows of the Notre Dame in Paris, lavender fields for the dessert, ceiling covered in roses while “la vie en rose” was performed and a ‘fireworks’ display after the awards program was over.

4. My last one was at the Geraghty and the theme was “Under the Cosmic Sea.” It was a blend of “space” and the bottom of the “sea.” All very organic. Floor to ceiling projections surrounded the entire room, with constantly changing images, a 55’ round and 15’ tall aluminum structure placed in the middle of the room through which guests could walk through, covered in stretch fabric, underneath it hundreds of feet of ropes through which video imagery and lights were sent, over-sized sea anemones and a humongous octopus enveloping the aluminum structure. With the shiny floors and all the tables covered in mirrors, no matter where you were in the room, lights and images were constantly changing and reflected onto every surface. That’s probably my most favorite event.

Q. How does it feel to inducted into the BizBash Hall of Fame?

Amazing. I was speechless when BizBash called me. I don’t like being in the spotlight, unless I’m the one asking for it. I’m the behind the scenes person to make it all happen. Most of my very décor driven events, I’ll stay to the side at the entrance to a room and listen and look at how guests respond to see how well I did.

For more information about BizBash and the Hall of Fame inductees, CLICK HERE. Please join us in congratulating Alexander DeHilster, Event Design Manager with M&IW, and the other honorees for their contributions to our industry.

Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Incentive Travel Programs, Program Management & Event Design

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Project Global Give Back, Ain’t No Stopping Us Now

Written by: Kristie Rogers | Manager, Recruiting & Training

If you asked me what M&IW’s biggest strength is, my answer would be simple – it’s the hearts of our employees. It is not uncommon for the M&IW family go above and beyond for our client, but they go above and beyond for our communities as well!

In the past, we have worked, as a company, for causes such as Make-A-Wish and Relay for Life. Together, we’ve granted two wishes for children in 2016 and have raised thousands of dollars towards cancer research since 2001.

As we celebrated our 50th anniversary, we brainstormed how we could push the envelope and make our 50th year Global Give Back program one to remember. We created the 50 Years/50 Charities initiative. The company was split into 50 teams based on their global location. Each team ranged from four to eight people and were given the opportunity to choose a charity that was close to their hearts. Some chose national charities, such a Big Brothers Big Sisters. Other teams chose local charities, such as the River Bend Nature Center in Racine, WI and the Chestnut Tree House in Sussex, UK. The teams had an entire year to give back to that charity.

Of course, there was also a bit of friendly competition. Teams were competing to raise the most money for their charity or contribute the most volunteer hours. Some teams raised money for their charity by selling bracelets, raffling off baskets of goodies, holding bake sales, and collecting in-kind donations such as school supplies. Others gave back by volunteering as a team, harvesting vegetables for a food pantry, spending time with underprivileged youth, and walking dogs at their local animal shelter.

When it came time to tally the funds raised and time spent volunteering, I was astonished at the results. Together as a company, M&IW volunteered 1,913 hours and raised $28,630 for charities all over the world! It gave me goosebumps to look at the numbers and think about the difference that our company made in just one year. I am so proud of the passion that M&IW has for giving back! The Fox Cities team, Big Hearts, Little Hands, selected Big Brothers Big Sisters of the Fox Valley Region and were awarded the 2018 Community Partner Award. “The Meetings & Incentives Worldwide team has been a tremendous blessing throughout the past year. They have volunteered their time at BBBS events, organized a basic needs supply drive in 2017 and a school supply drive for 2018, helped to paint and organize the BBBS Appleton office, and adopted a family in need last holiday season. They barely finish completing one volunteer project before they ask for another. They are a model of philanthropic giving and we are thankful to have them as one of our key partners,” said Lindsay Felon, Executive Director, BBBS.

Our 50 Years/50 Charities drive may have come to an end, but there is no stopping us now! So how do we top that? This year, our focus is on WORLD HUNGER. More than 815 million people, or roughly 1 in 9, suffer from chronic hunger. Even in the United States, 41 million people struggle with hunger.

Our Community:
The first initiative was close to our Global Headquarters in Wisconsin. Our Co-CEO, Jean Johnson, CMP, is helping to start a food pantry in the heart of Racine, WI. At our M&IW Summit, employees were encouraged to donate hygiene items and non-perishable food which were delivered to the food pantry. The shelves will now be stocked when they open later this year. If you are interested in learning more about this give back initiative or supporting the cause, please email marketing@meetings-incentives.com.

The World:
The second initiative was global. We worked with Rise Against Hunger to pack 25,144 meals for children all over the world. That’s right, we put on some stylish hair nets and got to work! It was a really rewarding experience to work as a team to package these meals for those in need. To see our amazing team in action, check out our RISE AGAINST HUNGER video.

We invite you to join us in ending WORLD HUNGER by donating to your local food pantry, starting a food drive at work, volunteering to pack meal,s or make a donation to Rise Against Hunger at www.riseagainsthunger.org.

 

Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Group Air Travel Management, Incentive Travel Programs, Pharmaceutical, Medical and HCP Compliance, Program Management & Event Design, Sourcing, Negotiating & Contracting

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How Great Gifting Experiences Elevate Incentives

Written by Anne Zambrano | Marketing Project Lead

One of the things we are so passionate about at M&IW is creating amazing experiences. We are always on the search for partners who bring the very best and help elevate programs and the incentive experience. Hence, when our Director of Incentives, Tracy Norum, CMP, CIS, thought of the idea of showcasing an incentive gifting experience at our annual M&IW summit, our team didn’t hesitate! M&IW Summit is now just over a week away and we are beyond excited that one of our valued gifting experience partners, Cultivate, is joining us and showcasing a fun, unique and custom gifting experience. We wish we could tell you what it is but it is a surprise! (Stay tuned for a post update after the event to find out or follow us at #miwsummit to see it revealed live next Wednesday, August 8th.)

What we can share with you is how adding a gifting experience to your program makes the program meaningful for guests and partnering with the right partner makes all the difference. We chose Cultivate because they shine at making the process easy for planners with a turnkey service and featuring brands that the attendees and guests love. To dig a bit deeper, we asked the President of Cultivate, Tom Romine, three simple questions to help us showcase how great gifting experiences elevate events and incentive programs.

Tell us about your mission and how your gifting service elevates events and incentive programs?

Our core purpose is to work together to appreciate and inspire amazing people. In other words, we want to make sure those attending an event or who earned that fantastic incentive trip truly feel appreciated. One way we believe this can be accomplished is through gifting. Here’s how. With the right amount of choice on-site (of course guests should be able to select their own gift), to brands guests aspire to own (but wouldn’t necessarily purchase for themselves), to an item(s) they will use frequently – these types of gifts will often remind guests of the program they attended or incentive trip they earned, long after the event concludes.

How do you feel that your gifting service adds value when motivating employees and creating amazing experiences?

When guests arrive at our gift experience, they instantly feel transported to a beautiful boutique where the level of service is top-notch and the atmosphere is fun and inviting. When it comes to gift programs, it’s as much about making memories as it is the gifts given. Yes, we have a second to none brand selection, bold and modern displays, but what we do best is create the experience for everyone in attendance.

How do you feel that your gifting experience empowers employees and organizations?

When the gift experience is memorable and guests return home, we’ve learned they’re often asked by their friends and family, “Hey, where did you get those new sunglasses?” It’s in this moment where they can talk about the hard work they do for a great company, the incentive trip they earned and why they earned it, and how proud they feel to belong to an organization that appreciates and inspires them. Appreciation and inspiration are the cornerstones of empowerment after all!

With the experience economy still in full effect and coupled with the fact that today’s consumer wants everything brought right to their fingertips instantly, either through online shopping, meal and grocery delivery services and the like, today’s incentive experiences need to bring all of these dynamics together to create a great experience. It is becoming more challenging to elevate and WOW the incentive attendee. However, that is where creativity, service and presentation come into play. These are factors that will never go out of style when creating the epic experience!

We are excited to bring our attendees and clients this experience at our M&IW Summit. Stay tuned for an update on the experience! We can’t wait to share it with all of you!

Posted in: Company News, Event Marketing & Communications, Event Technology & Mobility Solutions, Incentive Travel Programs, Program Management & Event Design

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Cvent CONNECT 2018 Recap and Highlights

Written by Dan Tarpey, HMCC | Vice President, Marketing & Sales

Our M&IW team just returned from Cvent CONNECT, one of the most well-attended conferences targeted to event professionals and geared toward user groups and system experts. We experienced essential face-to-face connections with our clients as well as potential clients, gained crucial industry knowledge, and of course, had some fun along the way!

Cvent CONNECT is an opportunity for users of any level to connect, collaborate and learn. Many of the sessions are focused on novices to provide a solid foundation for using the tool successfully. The advanced sessions, however, contain the juice! This is where our team discovers how to optimize, streamline and fine tune processes to get the most out of the platform.

As an organization, we are extremely excited to take all we gained from this event and put it back into the services we provide to our valued clients. Enjoy some of our team highlights.

What’s on the Cvent Horizon?

  • FLEX has a release date of October with full functionality slated for Q1 in 2019.
  • Direct Book Solution and Project Stargate (new Portals and MRF’s) coming in 2019.
  • Certain components of Lanyon will be integrated into Cvent for a better tool.
  • Lastly, 15 core languages are coming to an RFP near you soon!

What does it mean to be Cvent Certified?

M&IW is a Cvent Certified partner and proud to have several individuals with Cvent Event Management Professional Certifications. We are also extremely happy to share that Chip Begley, Sr. Manager, Event Technology, earned his Cvent Management Advanced Certification for Enterprise level users. The test includes everything from the admin functions, best practices for complex registration set ups, event budgets, multi-language events, advanced rules, managing speakers and sessions effectively, discounts, taxes and service fee configuration, travel/hotel modules, onsite features and more.

What is our team is most excited about?

When Kelly Moore, Meetings Management Consultant, was asked what she is most excited about, she replied “my biggest take away is the FLEX project and the general availability of the tool coming up in October. The training camp session allowed for hands-on practice with an excellent moderator/instructor. The tool itself will make things much easier for those people who need to make and manage attendee registration sites and is far less intimidating than the current tool.”

Chip agreed, “embracing the FLEX revolution, which is the latest and most modern version of the Cvent UX. FLEX is an intuitive drag and drop concept that allows you to manipulate and customize the registration experience which is fully responsive and operational on desktop, tablet or phone.  For my team, we’re excited for the opportunity to spend less time coding and more time designing.”

Marte Meighan, Meetings Management Consultant, chimed in “additionally, Cvent is making progress on adding new SMM functionality that will change the way our clients use their MRFs today. Some examples include decision tree logic, multiple levels of sub-questions and sections appearing based on previous questions/answers. This will allow companies who have existing MRFs to re-evaluate and refine their forms. New clients will now be able to create more streamlined and straight forward MRFs from the start.”

What advice would you give to a first-time attendee?

“Choose your sessions wisely, but don’t be overwhelmed by the number of them,” said Kelly. “Whatever you choose, you’ll learn something valuable. If attending with a coworker, divide and conquer to get the most out of the content being offered. And, make time for the Innovation Pavilion to get one on one time with product experts.”

What other trends emerged?

On the key components of the event is the Leadership Summit which was comprised of 285 industry leaders within the meetings and hospitality industry. Lisa Palmeri, our Vice President of Global Enterprise Solutions was in attendance and shared the following four key trends:

  • Personalization (the power of live in a digital world)
  • Experience (to be remembered)
  • Privacy (GDPR, it’s a human right in the EU!)
  • ROI (Cost per attendee going up, all the above costs more money)

From a sales and marketing perspective it is a great show to connect with many of our current clients and potential clients. We have been exhibiting at the event for the past five years and this was certainly the largest in terms of overall attendance. A big thanks to our M&IW team – Lisa, Chip, Marte and Kelly for sharing their expertise and experience.

All in all, the Cvent CONNECT provided a valuable networking opportunity with clients and potential clients as well as a good view into what is on the horizon with the Cvent platform.

 

Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Program Management & Event Design, Sourcing, Negotiating & Contracting

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A Proven Strategy to Increase Meeting Engagement

Written by Anne Zambrano | Marketing Project Lead

We have all been there. Attending a daylong meeting or training event in which we know what to typically expect – hours of sitting and listening to presentations. Some may even joke at times that it is “death by PowerPoint.”

According to recent surveys, adult attention spans have shrunk by up to 50% in the last decade. There are varying statistics on the length – everything from 7 seconds to 10 minutes. Despite the actual figure, it is no wonder the meetings industry has been uber-focused on how to increase meeting engagement, especially when presenting from the stage. Couple that statistic with the fact that meeting engagement helps participants not only learn, but also retain the information. And, it is critical for fields such as healthcare or finance professionals that rely on continuing education (CE) credits for their professional licenses.

At M&IW, we are faced with the same opportunity every year at our annual event on ways to deliver an amazing event experience. What’s more, we also push to demonstrate industry-leading meeting engagement techniques with the use of unique presentation formats and cutting-edge technology for our clients throughout our very own and exclusive annual meeting. It is for that very reason, we design the agenda to include different presentation formats, TED-style talks of 20-minute presentations, panel discussions, storytelling and hands-on workshops. Additionally, as a technology-driven organization, we use some of the best event technologies that aid with presentation engagement.

For the past three years, we have used a live meeting engagement and analytics technology. It is an interactive tablet solution that is one of the best in the industry. What makes it so different from other event technologies such as audience polling or audience response systems, you ask? While ARS is great for engagement, and we use it on a regular basis, it is typically for just few minutes or sporadically polling the attendees during a presentation. ARS does increase engagement during that session, but not the entire program. Whereas, second screen technology, EM Array, provided by our partner, Educational Measures takes it to the next level. EM Array is proven to capture audience attention and increase meeting engagement through the entire day by allowing participants to directly interact with the content on the tablet in front of them.

The best part is that the EM-Array analytics that measure and improve the effectiveness of the meeting are top-notch. They illustrate how the technology increases audience engagement 10x more than traditional learning. Furthermore, the analytics can be utilized for continuing education, compliance and reporting. I have personally found this technology to amplify my own experience during our daylong meetings. The fun participant features that keep you engaged includes the ability to ask and answer questions; take notes directly on the presentation slides; participate in surveys, simulations and games; capture and save slides and resources; and rate slides, content and speakers. That is only the beginning, from a meeting stakeholder perspective the features become even more exciting with the ability to engage with surveys, simulations and games; dialogue with live and virtual audiences; capture every click and comment; and compare both live and remote meeting impact.

A while back, we caught up with Ryan Mazon, the Senior Vice President, Business Development at Educational Measures. We asked Ryan to give us a few tips on where to start when implementing a meeting improvement program. He replied, “before chasing meeting greatness, you must first define what exceptional meetings look like to your organization. Start with the end in mind; don’t hold back. What would the most amazing meeting look like? What would impress your audience? How should people feel when they arrive, participate and leave the meeting? What do you want people to say about your meetings and events? Having an end in mind will keep you on a track toward excellence.”

We also asked what types of meeting improvements are occurring because of data analytics? Ryan said, “data is the lifeblood of meeting improvement programs. It can guide to improvement and guard from unnecessary expenditure. To determine what to measure remember that every metric can be tied to a business process. Every business process can be measured. Every business process can be improved based on time savings, cost reduction, resource allocation and innovation acceleration. The values of each component of the meeting will lead to a set of key performance indicators that can be tracked over time.”

Since being introduced to EM-Array several years ago, we have not only incorporated it into our signature event, but also brought it forth to our clients. Many of these clients have said that the use of the technology has increased audience engagement, provided more business intelligence, and delivered ROI for their meetings.

All-in-all at M&IW, we are excited to finally see a technology come along that turned a second screen into an engagement-driving tool. Perhaps it will help audience participants to put away their own second screen and absorb the important messages coming from stage that are designed to help them grow in their professional careers.

For a closer look at the technology, consider joining us for our 2018 M&IW Summit: Client Connect taking place in August. We will once again be partnering with Educational Measures to assist with increasing audience participation and engagement. If you are interested in learning more about our upcoming event or Educational Measures, email us at marketing@meetings-incentives.com.

Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Program Management & Event Design

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Is your Organization GDPR Compliant?

Written by Marie Johnson, CMP | Director, Marketing & Strategy

We live in an increasingly digital world where the value of personal data is immense. At M&IW, the safety and security of our customers, employees, and attendees has always been a priority. We have long understood the importance sensitive and personally identifiable information (SPII) and have taken steps to ensure its protection.

However, a lot is happening in the world of the internet and data security. As a result, the EU government has been working on a new legislation known as General Data Protection Regulation (GDPR) that goes into effect on May 25, 2018. This reform is intended to help EU Residents to improve control of their personal data.

“Even though this regulation only applies to citizens that reside in the European Union (including the United Kingdom), we believe it will become a new global standard for data privacy,” said Jean Johnson, Co-CEO and Chief People Officer at Meetings & Incentives Worldwide. “We are approaching GDPR proactively by applying these EU digital communication standards both domestically and internationally.”

M&IW is Privacy Shield certified, and we have worked with Radius Worldwide to complete our analysis of our processes and systems for the GDPR. This analysis and creation of an action plan ensures that we will be compliant with the GDPR regulations by the required deadline as set forth by the EU/UK. To learn more, please check out our report entitled, GDPR 101: The Basics. You may also view our Website Privacy Statement which describes the current policies and practices of Meetings & Incentives Worldwide with regards to Personal Data.

Additionally, we are happy to share that our Data Protection Officer, David Guse, CPA, has achieved the ISO 17024-accredited EU GDPR Foundation (EU GDPR F) qualification from IBITGQ.

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Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Group Air Travel Management, Incentive Travel Programs, Pharmaceutical, Medical and HCP Compliance, Program Management & Event Design, Sourcing, Negotiating & Contracting

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Give Your Event a Competitive Edge with Technology Integration

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Written by Marie Johnson, CMP | Director, Marketing & Strategy

Events are a great place to learn about the latest innovations, network with colleagues and other industry professionals, and hear from leaders in the field. Event technology is the lynchpin that connects you to all these things. From apps to check-in software to virtual and augmented reality, event tech keeps attendees in the know before and during conferences and keeps them engaged long after the event has ended.

M&IW knows how important tech is to your event. We also know as more and more technologies are introduced in our space, it can be overwhelming to determine which ones are the best fit for your event and organization. And, more importantly, how to best integrate them for an optimal attendee experience.

That’s why we’re very excited to introduce our new EVENT TECHNOLOGY team. Several departments are joining forces with a focus on researching, implementing and servicing new event technologies that will help our clients grow their business and demonstrate ROI. By bundling services and offering a more strategic vantage point – our clients can make the most of their event technologies.

Tim LaFleur, CMP, is the Director of Event Technology and will lead this team. Tim brings more than a decade of experience in the meetings and event industry as both a meeting planner and technology expert which is a powerful combination. He truly understands event technology and mobile strategy. He designs, builds and manages mobile apps in a variety of platforms including CrowdCompass and Attendify.

Joining the EVENT TECHNOLOGY team is Chip Begley, Manager and Senior Web Designer. Chip is Cvent Certified. Chip has been with M&IW since 2011. He leverages his experience to ensure event websites and mobile apps provide an unparalleled user experience, from branding to features and more. Together with their talented team members, Tim and Chip will consult with our clients on innovative technology solutions that will help them inform, engage, and delight event attendees.

“M&IW has long been at the forefront of the meeting and events industry because we’ve understood the importance of changing tech trends and have used them to address our clients’ needs,” said Tim. “Tech like mobile apps benefits both attendees and clients who put on the event. If offers attendees real-time updates and a convenient, personalized experience, which increases engagement. For clients hosting the event, it offers real-time reporting and analytics, so they can adjust as needed Clients no longer have to wait for post event surveys to determine if their event is successful.”

M&IW’s most popular and trending services offerings include:

Event Websites. Your event site should offer attendees the information they need without digging and provide a pleasing user experience. Your digital touch points should offer consistent, relevant content and branding from registration through the app onsite. M&IW works with you to ensure your users will have a seamless, cohesive experience from registering on a desktop computer to checking event updates on their phone or tablet.

Mobile Apps. Today, mobile apps are a necessity, instead of a novelty. They enhance attendees’ event experience, increase engagement, and deliver measurable results. Users have all the information they need at their fingertips. This may include a personal welcome message from leadership, personalized agendas and targeted feature sections, immediate alerts regarding sessions and/or schedule changes, and more. In addition, mobile apps offer extra engagement features, such as live polling, instant messaging, “gamification,” such as trivia and scavenger hunts, and photo galleries to build and sustain excitement.

ARS Moderation. Questions and polling is a great way to get valuable feedback in real-time. Our ARS moderation service works directly with speakers to educate them on the polling/Q&A Crowd Sourcing Moderation service, as well as building the polls and executing it onsite. In addition, reporting will be available post-event, making the data actionable quickly.

Matchmaking (appointment scheduling). When you have information, a product, or service that the client needs, it’s important to make a connection to answer questions and ensure conversions. M&IW’s appointment scheduling will create the business rules needed to facilitate the right match based on the client’s requirements. This makes it both effective and efficient for both our clients and their customers.

Incentive Reclamation Website. Our team will work with you to build a website that can track points and give visibility rights to participant progress based on role definition within a hierarchy. This point tracking can be a simple leaderboard user interface to track who qualifies for a trip or for a cash payout, or it can qualify the participants to be able to select certain items in an online catalog. It’s a clean, easy-to-navigate interface will help ensure engagement.

Mobile App Video Production. Make your event electrifying with video! It’s easy and cost-effective with M&IW. With our video production “lite” package, we’ll send a specialist onsite to record, edit, and create a 4k quality video that can be shown at closing ceremonies or divided into snippets that can be shown throughout the week to give the event an extra boost of excitement. This is a great option for clients who want the cutting-edge production element, but have conservative budgets.

On Arrival. Using Cvent software, this service offers attendees the freedom to check themselves in using a tablet device and a wireless printer. It’s a high-tech way for attendees to self-register and cut down on long lines, helping to improve attendees’ overall event experience. (Note: When using On Arrival, clients will need to provide hardware.)

Event in a Box. Offering the ultimate in convenience for smaller events with less than 500 attendees. Cvent’s Event in a Box includes the check-in tablets, printers and will ship all the hardware to your event. Minimal set up and assembly required.

EM-Array / Educational Measures. Gain valuable insights from your attendees with live meeting engagement technology. Capture and keep audience attention with the most usable interactive system. Engage attendees with more than 25 interactive features. And, measure and improve the effectiveness of your live event.

Augmented Reality and Virtual Reality. Give your event a special, fun edge with this cool new tech. Use the AR (augmented reality) portion as a high-tech passport program. Or, use VR (virtual reality) to transport your attendees to alternate locations. The possibilities are virtually endless!

Through innovation in design and skill, M&IW’s event tech team will help our clients:

  • Create high-impact, engaging and memorable technology experiences that are complementary and seamless with the overall event design.
  • Provide attendees a streamlined event experience, mitigating confusion and hassle and increasing engagement.
  • Easily integrate new trends and features into established platforms, helping clients move forward and stay ahead of the pack.
  • Providing thoughtful consultation by truly embracing and understanding the event design and offering innovative technology solutions that make sense.

Learn more, stay connected, and get started:

Interested in hearing more from Tim? He will be presenting Epic Technology Approaches that Create REAL Immersive Experiences at NEXT ’18 hosted by MPI-CAC in Chicago on March 8, 2018. This is a can’t miss one-day educational conference bringing together meeting planners, event producers, and design and experience gurus, to learn from the leading authorities in areas from planning techniques and strategies, to the latest cutting-edge tech trends. Visit NEXT’18 to learn more and register.

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Using the latest technology can help your event go off smoothly and ensure attendees have a memorable event experience. With so many new offerings, our EVENT TECHNOLOGY team will work with you to develop strategic solutions and the tech tools you need to boost your ROI and make your event a success. Receive the latest news about emerging event technologies directly to your inbox, SUBSCRIBE to our mailing list. Or, CONTACT US and let us know how our team can be of service.

Posted in: Company News, Conferences & Tradeshows, Data Analytics, Business Intelligence & Consulting, Event Marketing & Communications, Event Technology & Mobility Solutions, Incentive Travel Programs, Program Management & Event Design

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Top 5 Takeaways – PCMA Convening Leaders 2018

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Written by Jill Pearson | Manager, Digital Marketing & Media

Since 1956 the Professional Convention Management Association (PCMA) has been dedicated to driving global economic and social transformation through business events. This year, at their annual event, PCMA Convening Leaders 2018, they cranked up the volume in the Music City. There is no denying this was an epic year! So many things added to its success, from the vibrant location of Nashville, to the music, speakers, networking events and noteworthy content. This conference focused on the engagement factor of events, the most critical piece of connecting your audience despite the challenges we face today, with digital distractions and increased attendee expectations.

This successful event was experienced firsthand by our very own Mae Ibe, CMP, Director of Conferences & Tradeshows earlier this month. These are Mae’s Top 5 from PCMA Convening Leaders 2018.

1. Steaming Live Content – PCMA implemented streaming content, live and on demand, from the event. A continuing trend to get involvement from your members who cannot attend. Studies show that streaming this content does not discourage face-to-face attendance. Keep your whole membership engaged by providing conference content.

2. The Attendee Journey – The attendee journey is the newest way to capture your attendees’ movement throughout the event. Newest technology does not use Bluetooth, so attendees do not need a cell phone or Bluetooth device to gather the data. Track CE credits, collect data that will help you plan future meal counts, and keep abreast of the most popular breakouts so you know what your attendee is finding beneficial.

3. Strategizing Your Room Block – Studies show 1 out of 3 rooms are outside the room block. Are you strategizing your room block based on your location? If you are a big fish in a small pond, you can be aggressive on your room block. If you are a small fish in a big pond, you may want to be a little more conservative since your attendees have more options. Think about the leisure destinations and how that will affect your pre and post nights. Educate your attendees on why they need to stay in the room block; financial benefit for the organization, safety and security, future data, etc. Plan a different experience for those who book in the room block. Work with the local CVB to determine the economic impact of your event.

4. Attendee Acquisition – Instead of competing with other organizations for attendance, you are now competing with the “no event.” You need to make sure your attendees see your event as the must-attend event. Have you taken the customer journey into consideration? Does the customer know who you are? Your marketing message may not be describing your event and/or organization the way you think. Remind them throughout the year who you are, not just in the months or weeks leading up to the event. Your attendees must have an emotional connection or they won’t be engaged and want to attend year after year.

5. Video Testimonials – video testimonials are still a great way to connect with your attendees, but use trailers instead of long drawn out messages.

In addition to these top 5 takeaways there were two noteworthy areas of discussion one digital and one in person. M&IW experienced a substantial increase in social media responses based on posts from this event. Using the #PCMACL hashtag helped connect attendees, read tidbits of sessions that were not attended first hand, and pick up tips on new trends whether onsite or just following the online discussion. The #EventBoss initiative was also a huge hit! Great job on getting the word out socially PCMA. It greatly enhanced engagement and the overall experience.

Finally, innovation was a BIG discussion item. How do we innovate? What qualities do you need in employees to encourage innovation? It is predicted that 1 in 3 companies won’t be around in 5 years. You must be innovative and embrace change, so you are not one of the statistics. Attending leading industry conferences and live events is definitely one way to stay plugged in and discover new insights.

Posted in: Company News, Conferences & Tradeshows, Event Marketing & Communications, Event Technology & Mobility Solutions

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