Association technology congress 2014 deciding which mobile app to use @ruudwjanssen

©2014 | TNOC.ch | @ruudwjanssen
Deciding
which
mobile
event app
you should
use

do you need
an event app?

who has something at stake?

participant

planner

sponsor

©2014 | TNOC.ch | @ruudwjanssen©2014 | TNOC.ch | @ruudwjanssen
participant

the pessimist 1/2 empty
planner perspectives

t 1/2 empty
the optimist 1/2 full
planner perspectives

what your sponsors want…
sponsor

who has something at stake?
sponsorplanner
participant

“Let’s
talk
about
the
beneﬁts
of ice”
app sales rep perspective
the app
sales rep

people
(not apps)
are the most powerful
distribution channels
at events
people
(not apps)
are the most powerful
distribution channels
at events

Connections
Interactions
Sharing
IS HERE
effective behaviour change

would you like
an event app
case study?

high stakes case study

Case study - European Society for Organ Transplantation
2011 Glasgow 2013 Vienna

The Digital Ecosystem
was a radical move
for ESOT
Why?

European Society for Organ
Transplantation New Media Plan
2013 Congress Vienna | concept
powered by ©TNOC
Why
ESOT Team
There is a world of New Media opportunity to capture a space not yet captured by other
organisations in this space
ESOT is young a dynamic team able to make this part of their skill set
Show that ESOT rises to the occasion and captures new opportunities to connect its
stakeholders, partners, exhibitors, participants, volunteers and members of the press
Provide added value in project management for international organisers Digital space for collaboration with clients and partners
ESOT 2013 Congress
Participants
Access key resources, participants and faculty in a
Digital Conference Ecosystem
Presentations
Participant profiles
Scientific content
Streaming content
Travel light without paper and traditional
conference bags
Presenters
Presentations
Scientific content
Streaming content
Travel light without paper ad
Sponsors/Partners
Access key participants before, during
and after the meeting in the Digital
Conference Ecosystem
Organising team
Create a compelling Digital Conference Ecosystem
Project manage the tasks associated with the team roles in an online collaboration space to coordinate
and simplify the organisation and document access/approval/storage/access (including mobile)
Who Human Resources
ESOT team
ESOT 2013 Congress Secretariat
TNOC
Ruud Janssen
will add to the above ESOT team extra
horsepowers in new media design, coordination
and execution to existing team without expanding
the team organically
What
Campaign
Get Connected with ESOT
Suite of new media tools launched for
ESOT + partners clients
Digital Bookshelf / Articles / Brochures
Event Hub
Twitter stream
Members area
Integrated Backchannel
Translation feature to English
Event locations on Geolocation Apps
Social Media Toolbar in footer of website
Social Media Integrated for the team in the Back office
Online Collaboration Workspace for project management
Committee Collaboration Spaces for
enhanced volunteer collaboration
Messaging
to be provided by ESOT team
TNOC will convert to rich media messaging
and amplify the message online
Themes / Content Ideas
How to attend the 2013 Congress
Series on how to attend ESOT 2013 Congress
Video
Webinar
Instructional video's snippets and training webinars on how to attend the congress and Digital Conference Ecosystem
Single signon access to conference data
on Mobile / Tablet type Device
ESOT 2013 Congress
Participants
Presentations
Scientific content
Streaming content
Export to OUtlook, iCal or view on Mobile
device
Choose sessions and schedule private meetings
Travel light without paper and traditional
conference bags
Presenters
Presentations
Scientific content
Streaming content
Travel light without paper
Sponsors/Partners
Access key participants before, during
and after the meeting in the Digital
Conference Ecosystem
Organising team Create a compelling Digital Conference Ecosystem
Where ESOT Congress
Before
The Transplantation Congress 2013 - Digital Conference Ecosystem
Online
Website Social Media Toolbar
Microblogs Conference Suite using TNOC hubs & dashboard
Blog
Create a new blog with contributions from team members, partners and
TNOC with rich content (video/articles/news features / interview onsite)
Rich Media
Onsite interviews
Video
Podcast
Photo Flickr Pro stream
Video ESOT Vimeo Channel
Streaming ESOT Livestream & Content Capturing
Mobile device
Offline
Mobile device with local info in HTML 5
Digital Conference Ecosystem support system
During
Onsite
The 2013 Transplantation Congress TV
ESOT - Genius Bar
Digital Conference Ecosystem support system LIVE
Rich Media
Onsite interviews
Video
Podcast
After Rich Media
Onsite interviews
Video
Podcast
When
Timeplan
Phase 1 - Idea phase - Options & Feasibility Study
feasibility study
Phase 2 planning to be detailed when
go has been given
Phase 2 - Tender
Requirements & RFP
Project Manage a Feasibility study with
options for ESOT Organizing Committee Detailed in Milestones and task list on Workspace
Phase 3 Project Management
Phase 4 Onsite execution and support
Phase 5
Post event reporting and community transition
to ESOT & ESOT 2015 congress
ESOT Congress
Before
During
After
How Resources
Toolset
Current Toolset
Website
Newsletter
Social Media Channels
to be inventoried
Linkedin Group
Future Toolset
ESOT 2013 Organizing Team
Dashboard
All in 1 Team New Media Dashboard +
console and metrics dashboard
Team can be activated to communicate
in multiple channels
Website new media enrichment
Browser Social Media Toolbar
Variable messaging
Increase Facebook contributions
Engage on Twitter
Translate function
YouTube
Chat function
Geolocation
Checkin to ESOT
Foursquare
Gowalla
Facebook Places
Actions
Create Foursquare spots for ESOT
Get connected (offer benefit for checkin
at ESOT events)
Digital Conference Bag
QR codes on stand & printwork
Centralized digital archive of all collateral
ESOT 2013 Participants
Tablet/SmartPhone compatible Mobile website &
HTML 5 enabled App with offline function
Digital Conference Bag QR codes on stand & printwork
ESOT branded connection device for people, places and topics enable face to face exchange of digital details
ESOT 2013 Sponsors/Partners
ESOT.TV Onsite production studio with ability to record upto
Digital Training
Social Media Policy creation
Done for 2011 congress needs to be
reviewed for 2013 Congress
Training For ESOT team and LOC + PCO team
2 days onsite
How much
Optional itemsIdeas for Get Connected give aways
Poken give away
Instead of bar code readers onsite
On-site staffing costs
5 days
4 pax
10 pax volunteers
Digital Skills training for Team ESOT 2013
Training
Social Media Policy creation
Done for 2011 congress needs to be
reviewed for 2013 Congress
TrainingFor ESOT team and LOC + PCO team
1 1/2 days onsite
trainer at 125 Euro per hour
Training venue costs
Travel costs
Webcast & Video Production
Video Corner onsiteConferences leading upto Congress 2013
Congress Webcast series
Rich media Configuration & Subscription costs
TNOC | Central Desktop
Configuration
Subscription
Collaboration Workspace to manage the project
Photo Sharing Pro account
Configuration
Subscription
Digital Media hub + What's on Signage
& Scheduling onsite
Configuration
Subscription
Slideshare
Configuration
Pro Subscription
ESOT Blog
Configuration
Subscription
Content Strategy
To be discussed and created with ESOT
LOC / Scientific Committee
ESOT backoffice to coordinate all messaging
on Microblogs, Facebook, Linkedin status
updates etc + dashboard
Configuration
Subscription
Digital brochure/Book Shelf
Create a digital bookshelf of all
publications and encourage viral use of
these pieces. (PDF uploads, Images
Configuration
Subscription = free
Account to publish document ,
brochures and PDF's online
Social Media Toolbar on website
Setup fee
Subscription fee
Excluding third party fee (your website
service provider) to add Embedded
HTML script to current website
Digital Dashboard
Setup fee
Subscription fee
Project Management & execution
TNOC resources & time to be
logged on Central Desktop
Training / Creative Production / Onsite time
Moderation, Community Management & Office work
Estimates
Phase 1
Phase 2
Phase 2 planning to be detailed when
go has been given on Phase 1
Phase 3
Phase 4
Phase 5
Budget to be indicated by ESOT and then
make choices in items presented above
Creating Social MediaPlan for a 1+1/2 day training for team
Social Media Team
TrainingTeam
Deliverables
Social Media Training
Social Media Policy
About TNOC
Website Social Media Digital Toolbar
Welcome to this mindmap.
Please take a fresh cup of
coffee (as it may take upto 15
minutes to go through this
innovative plan). Start at the top
and read it counter clockwise to
go through the plan. There is
also a PDF version of this plan
which after we decide to go
ahead will be made available on
the online collaboration
workspace. Please note all
price indications are based on
2012 price levels.
European Society for Organ Transplantation New Media Plan 2013 Congress Vienna | concept powered by ©TNOC
ESOT_2013_New_Media_Support_TNOC.mmap - 29/12/2011 - Ruud Janssen
Dear Stefan,
Thanks for your detailed thoughts. Here goes a bit on our
thinking/views. Please, let us know if we are on the same page.
We believe the idea has 2 main components:
1. The Digital Conference Ecosystem: This component would be
a native client application and/or website. It should be accessible
both on and off the network. It should include content services
(upload, manage and display/download presentations), messaging
boards (social networking for the conference attendees), conference
infrastructure (maps, calendar, announcements), advertising and
may be even "translation" services such as those offered by Google.
Super. Exactly what I meant and very well summarized.
2. The Access Devices: For this portion, it is clear why a tablet is
preferable. We can certainly look at what would be the most
attractive/cost-effective option to offer for either purchase or rent.
The iPad could be the primary device offered but for those
attendees with their own tablets, it should be feasible to download
or access over the network the "Ecosystem" (component 1 above)
and operate as if they had received the iPad the conference
provides. Agree. The idea was that every attendee could use the
“Ecosystem” and for those who have a tablet computed it might be
best if they could simply download the applications/software. For
others I hope that we can develop a lease/buy option. Something to
keep in mind is that tablet computers or apps might be entirely
new to some delegates. Therefore I was hoping that for those who
do not bring their own tablet computers we will be able to offer an
iPAD with everything pre-installed and easy to use.
Consider the presenter/attendee at home before or after the
conference, what system is most convenient to use? A desktop, a
laptop or a tablet?
Good question. Preparing a presentation I believe most people
would use the laptop. Looking at the program or posters or
presentations, many would use the tablet. I would see the tablet as
the major tool AT the conference. Before and after it might be used
just like by any other “regular” consumer.

Objectives Digital Ecosystem
Congress™.
The proposed tools are aimed at building a community around content, context,
connectivity and continuity to fuel the dialogue between ESOT and its members, congress
participants, stakeholders and partners. It is a long term strategy that anticipates on the
widespread adoption of new media which is reaching its tipping point around the world
today.
Core to the development is a Digital Conference Ecosystem as has been outlined in a first
vision document by Stefan Schneeberger.
At a ESOT 2013 core group meeting the decision has been made to proceed with the
"digital conference" concept as outlined earlier with a professional case assessment.
The core group has accepted a proposal to ask TNOC to provide a proposal for a formal
assessment of the project including all components involved.
Objectives for feasibility study Digital Conference Ecosystem
The goals for the assessment would be to get a clear picture of how the vision could be realized.
More specifically:
• How that hardware component could be worked out (company, lease/buy)
• Which software elements would be required (online/Apps) - which of those would be commercially available – which
need to be customized - simplicity of use and quick user adoption will be a key criterium
• How can the new format be made attractive to sponsors; what types of advertisement can be offered
The ESOT 2013 core group would need a comprehensive and detailed assessment of the technicalities, overall costs
and a risk/benefit analysis for the congress/society. TNOC is proposing to take on this task. In phase one a feasibility
study would be conducted based on the input of the vision document provided in Q 3&4, 2011.
Timeline Digital Conference Ecosystem and Access Devices
Phase 1 - Idea phase - Options & Feasibility Study
- Feasibility study
- Phase 2 planning to be detailed when go ahead has been given on phase 1
Phase 2 - Platform & Vendor selection
- Project manage outcome of the feasibility study with options for ESOT Organizing Committee
- Requirements Outline & RFP

Teamwork
Congress Committee and/or Board
App developer
PCO
Abstract management company
Venue
Consultants
You do not get there alone

27,735 Personal messages
2284 personal appointments
Best Abstract Challenge session dynamic
Creating a real impact

A lifelong experience

... that a book could never ...

With other
participants
With Key
Opinion Leaders
During sessions
& breaks
On event follow-
up
Engagement

Companies adopted it

20 iPads 2’000 iPads

Abstracts and
Presentations
RegistrationGroup
Registration
Posters and
Brief Orals
PUSH
Updates
PULL
Database
Shared
Folders
Ecosystem
Database
Activation
Codes
QR Codes
Pulling it all Together

The Power of Linking Data
(1) Search Abstract
(2) Author
Profile
(3) Schedule
Appointment

The Connection Matters

Device Usage
Own
device
Rented
device
Forecast Actual
Own
device
Group
registrations
Rented
device

Financial Framework
Reg Fee
incl device
Sponsorship
Organization
charges
Revenue
Sources

Marketing opportunities
•  App main support
•  Interactive Corporate Symposium
•  Enhanced company advertising
•  Advertising banners
•  Virtual booth
•  iPad sleeve
•  Distribution area
& Surveys
•  Push notifications

Feedbacks
Clean and
uncluttered
Green in action
Green with envy
Exciting buzz of
technology in action
Empty waste
bins
No technology glitches
Very professional
support
There was an Ipad
for me
Easier contact
with other
attendees
The best way to be
informed & connected.
Congratulations for this
idea!!

Takeaways
•  Make the change radical
•  A device for every delegate
•  Data interface is critical
•  All content interlinked
•  Interactivity
–  Survey
–  Voting
–  Challenges
–  Business card
–  Messages

What Event Professionals Want
As part of our research we asked event planners
what they see as the top features that event
apps must have. While every event is different,
the following ranking will give you a clear idea
of what event professionals are looking for
while selecting apps.
event agenda/schedule 28%
Personalized scheduling 10%
floor plan 8%
attendee networking 6%
maps 5%
branding 4%
Customization 4%
social Networks sign in 3%
real Time analytics 2%
session ratings 2%
sponsor banners 2%
multievent 2%
24/7 support 2%
multilanguage 1%
whaT are The ToP 3 basiC feaTures aN aPP
should haVe?
It is not a big surprise that items such as the event
However, it is interesting to note that features
schedule reminders are in the top 5.
We also asked what ‘special features’ were
important. By special features we mean those
features that are seen as the way forward but
that are not yet globally offered in the market.
The top two most popular features were on-
site registration and in-app registration. These
remove some of the headaches of the check-in
process.
Overall this indicates that planners are most
interested in applications that solve problems
over and above features that add interest. For
iBeacon technology, which are widely discussed
by event technology commentators, failed to
capture the interest of most of our respondents.
That surely signals a lack of education and
proper communication of what the tangible ROI
may be of implementing such features.
Also noteworthy is the above average interest
in content creation opportunities by means
of pictures and video. It looks like event
professionals are fully grasping the value of user
generated content.
whaT are The ToP 3 sPeCial feaTures You look
for iN aN aPP?
onsite registration 19%
registration within app 16%
Content capture 15%
slidesharing 14%
Custom solutions for venues 11%
livestreaming 9%
Private chat 6%
NfC/rfid integration 3%
ibeacons integration 2%

How to select
a mobile app vendor?

what does the app need to do for your event (the business)?
what does the app need to do for you as a planner?
criteria

- 1 -
THE EVENT APP BIBLE - VERSION 2
The New VersioN of The PoPular Guide
To eValuaTe, ComPare aNd uNdersTaNd eVeNT mobile aPPs
unprecedented user
research and event
Tech expert advice
easy To read Comparison
Tables matching
features and Price bands
Version 2
THE
EVENT
APP
BIBLE
New sections,
New Checklists,
New Comparison Tables
WHAT YOU’LL FIND INSIDE

Stand alone
or multiple event app?

PERSONAL LEARNING ENVIRONMENT
Millions of users
Billion of content items

Sources
- 1 -
THE EVENT APP BIBLE - VERSION 2
The New VersioN of The PoPular Guide
To eValuaTe, ComPare aNd uNdersTaNd eVeNT mobile aPPs
unprecedented user
research and event
Tech expert advice
easy To read Comparison
Tables matching
features and Price bands
Version 2
THE
EVENT
APP
BIBLE
New sections,
New Checklists,
New Comparison Tables
WHAT YOU’LL FIND INSIDE
http://www.eventmanagerblog.com/event-app-bible-v2
https://generalassemb.ly
http://tnoc.tumblr.com/search/esot

Association technology congress 2014 deciding which mobile app to use @ruudwjanssen

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Association technology congress 2014 deciding which mobile app to use @ruudwjanssen