How to apply mobile apps and interactive technology in meetings and events? #fresh13

How to apply mobile apps
& interactive technology
in meeting formats?
Moderator: Gerrit Heijkoop

Photos, Feedback & Findings: #FRESH13

Gerrit Heijkoop
How Can I Be Social (HCIBS)

Twitter: @GHeijkoop
Facebook: /HCIBS


Things we will learn today
Grow confidence in how to approach technology
when organizing next meeting or event.

Actions to take after attending this session:
Consider technology in meeting design from the start,
Allocate budget for proper infrastructure(s),
Add technology skills and knowledge to project team.


Structure of our meeting
Where do you stand?
Experts on fire (part 1)
Silence & Reflection
Experts on fire (part 2)
Silence & Reflection
“How Can I …?”
Wrap up & next steps


Where do
you stand?


“Technology is a
blessing for
meeting formats”
Disagree Agree


Experts on fire
(Part 1)


Ken Clayton
Director at RefTech

Twitter: @RefTechServices
Facebook: /RefTech


Take-away Ken Clayton
Planners shouldn’t take anything about technology in the meetings
industry on face value: they must question everything and keep on
asking questions until they are convinced they understand fully what
they’re being asked to buy.

Actions to take after hearing this pitch:
Look at the technologies that interest them and understand:
1. What do they do?
2. How do they do it?
3. What benefit will they bring?


Mike Coumans
Owner at Sendsteps

Twitter: @MikeCoumans
Facebook: /Sendsteps


Take-away Mike Coumans
Give the audience a voice and let them participate in order to get your messages
across during a presentation.
• Budget is mostly divided in catering, speakers and location
• Presentations are long (we can only concentrate 20 minutes MAX)
• We remember 10% of what we hear and 90% of what we say and do
• What does the word presentation mean?
• Give the audience a voice and things will change…

Reserve small budget for participation/interaction
Instruct the speakers how they want them to present
Prepare this on forehand and not when speakers/location etc. is
arranged

Thorben Grosser
Business Development Manager
at EventMobi
Twitter: @Thorbeng
Facebook: /EventMobi


Take-away Thorben Grosser
Technology such as mobile guides, audience response systems, and digital document
sharing were usually only realistic for larger meetings and keynotes. Larger budgets
and bigger teams were needed to source and implement all these different platforms.
Now, with ever-improving, highly scalable mobile app technology, you have the ability
to implement these once arduous tools and tasks into one all-encompassing platform
that makes your attendees’ experience more rewarding and your workload much
lighter. Whether you’re preparing for a one-day meeting a week ahead of time or a
five-day trade show a year ahead, highly flexible, scalable mobile app technology
allows you to implement the tools you need to make your event a success.

Start thinking out of the box.
Let go of old knowledge you have in regards to using technology and
reassess every situation individually to see whether things you thought
were impossible in the past are possible now.


Martin Roulund
Jakobsen
Social Media & Marketing
Manager at Crowne Plaza

Twitter: @MartinRoulund
Facebook: /CrownePlazaCopenhagenTowers


Take-away Martin Roulund Jakobsen
Social media is not a “nice to have” but a “Need to have”. Why? Well if you have the
opportunity to go global with your event, why not take it. Social Media creates a larger
scope of you event. What is does:
1. Opens up for a global and new audience
2. Provides your event with a digital life and by this creates a longer lifespan for it
before, during and after
3. Transforms spectators into YOUR ambassadors,
4. Allow you to push real time rich media content to a global audience.

Identify your target group
Identify platforms - Facebook, Twitter, Youtube and Instagram – and understand how to master
them – be able to produce rich media.
Create a content aggregator - create visibility to all.
Strong strategy that makes platforms – New Media vs. conventional Media work together
Ignite, feed the dialogue and engage


Silence &
reflection


Experts on fire
(Part 2)


Richad Mitha
Co-Founder at myQaa
Twitter: @rmitha
Twitter: @myEventTimeline


Take-away Richad Mitha
"The Rise of the Digital Master of Ceremony DMC".
In a nutshell interactivity and giving a voice to participants is
standard, and if not this should change asap! This is a pre-requisite
to successful events.
Now, event organizers must manage this interaction and this "open
space" in real-time and after the event. This means having the right
set of tools to live broadcast what's going on and most importantly
having the right person able to organize, manage the information that
is created on-line.

Embrace technology, Manage Technology, Interact and
Participants will love it!

Mike Clanton
Head of Global Corporate Events
Solution at My Meeting
Professional
Twitter: @my_meeting_pro
Facebook: /My-Meeting-Professional


Take-away Mike Clanton
"Organizers Take Control and Establish Your Own Wi-Fi Standards of Excellence for
Your Next Event"
Conferences are becoming more and more dependent for their success on the delivery
and management of broadband network connectivity. Planning for a positive event
and meeting ROI can no longer afford to ignore this crucial element.

Learn to balance conference stakeholders' network expectations and meet event
budget constraints.
Understand how to budget, support and select an venue for a Wi-Fi dependent
event, meeting and/or conference. Many organizers are frustrated with the limited
amount of support offered by venues and the venue network providers.
Tips and guidelines for the non-technical organizers:
http://www.mymeetingprofessional.com/2013/01/establishing-the-network-wifi-
standard-of-excellence/
http://www.mymeetingprofessional.com/2011/09/download-the-event-and-
meeting-planner-network-connectivity-checklist/

Bänz Ledin
Founder at SpotMe

Twitter: @SpotMe
Facebook: /SpotmeInc


Take-away Bänz Ledin (1)
All in all we still have very little practice with participant engagement
technology, not because it hasn't been around - audience response systems
have been in use for over 50 years - but because it hasn't been used widely.
It was too expensive, too complicated and not so powerful. This is now
changing. Very, very soon the majority of events will be offering some form of
mobile app with built-in participant-engagement tools. With that prolific use of
the technology the technology will rapidly mature. Even more importantly,
the processes and formats around the technology will reach a totally different
level.

As a consequence, the future impact of technology on the quality of our
meetings will be tremendous. Today we can only underestimate what
technology will do for events in a few years. Technology will enable us to - for
example - bring the quality of the conversation of a group with 6 people to
2000 people.


Take-away Bänz Ledin (2)
We are now all moving towards that future. I will be giving an example from a
format that SpotMe supported during a leadership meeting last week, which
wouldn't have been possible without real-time technology.

Does your meeting/organisation have an approach of wonder and
curiosity or one of fear when facing this rapid technological evolution?
What are you doing today to experiment, gain experience and take
advantage of this new age?
What more can you do?


“How Can I …?”
(Get your questions answered!)


“How Can I …?” instruction
Write your question on large on a sheet

Get up and start walking around

#DaretoGive : share answers or tips

Keep moving!


Wrap-up &
Next steps
(Anchor your learnings)


My budget allocation for
technology infrastructure will be...
... always structural,
A. significant and 54.5%
sufficient.

... often less than
B.
needed in the end. 36.4%

… something I don’t
C.
need to do yet. 9.1%
Closed
TXT This text box will be used to describe the different message sending methods.
This presentation has been loaded without the Sendsteps plug-in.
Internet The applicable explanations will be inserted after you have started a session.
Want to download the plug-in for free? Go to www.sendsteps.com.
Twitter It is possible to move, resize and modify the appearance of this text box.

Interactive technology will be in the
core of most of my meetings:
A. Yes 69.6%

B. No 8.7%

C. Not yet decided 21.7%
What do you mean with
D. ‘interactive technology’? 0.0%
Closed

Write yourself a postcard


#FRESH13
Photos, Feedback and Findings


Please contact us

@GHeijkoop @RefTech @MikeCoumans @Thorbeng

@ MartinRoulund @ my_meeting_pro @rmitha @SpotMe


How would I grade this
session?
A. Very good 30.8%
B. Good 50.0%
C. Not good / Not bad 19.2%
D. Bad 0.0%
E. Very bad 0.0% Closed

Session
evaluation
(We love your feedback!)


How to apply mobile apps
& interactive technology
in meeting formats?


How to apply mobile apps and interactive technology in meetings and events? #fresh13

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