International Congress and Convention Association IT Services and Solutions for the Meetings Industry Marcelo Tannús Latin American ICCRM Curitiba, Brazil June 2005 iccaworld.com

Contents 1Introduction (d1-3) 2New Technologies (d4-6) 3IT tools & users (d7-16) 4IT tools & stages (d17- 21) 5Examples (d22-28) 6Information on Products (d28-31) iccaworld.com

03 Brief Presentation of Participants Speaker: Marcelo Tannús Company: EdN- Soluciones en TIC- Company Profile: Web Solutions for Events Web Site: Presentation of Participants iccaworld.com

04 New Technologies: What Are They? New Technologies: The full range of knowledge, instruments and innovative methods that facilitate information or communications management. iccaworld.com ICT: Information and Communications Technologies

05 New Technologies: The Most Widely Used Internet Mobile phones iccaworld.com Characteristics of these tools: Their use has become widespread Easy-to-use Facilitate communication Can be either customized or generic Generally low-cost for companies

06How Can We Make the Best Use of These New Technologies in Our Company? iccaworld.com By incorporating IT Tools that: Combine New Technologies with Popular Technologies Are flexible and thus adaptable to the Company’s objectives Pose no language barriers Can be customized Are transparent to technological changes (Learning curve) Save time Are easy-to-use Integrate information from existing databases

07Example, a Communication and Marketing Tool: eLetter Based on four elements: Areas of interest iccaworld.com What is to be communicated Designs that support the Communication Goal Who the communication is meant for

08Example, a Communication and Marketing Tool: eLetter Carrying out these Actions: iccaworld.com

09Example, a Communication and Marketing Tool: eLetter Defining the areas of interest: iccaworld.com

10Example, a Communication and Marketing Tool: eLetter Defining communications: iccaworld.com

11Example, a Communication and Marketing Tool: eLetter Entering Designs that support the Communication Goal: iccaworld.com

12Example, a Communication and Marketing Tool: eLetter Entering users: iccaworld.com

13Example, a Communication and Marketing Tool: eLetter Sending communications: iccaworld.com

14Example, a Communication and Marketing Tool: eLetter Querying communication histories: iccaworld.com

15How Can the New Technologies Help Us Generate Positive Experiences? A Challenge Story 1: Negative Preconception - Positive Experience iccaworld.com Challenge: Finding an IT tool that enables me to gather reliable information on the interests of each participant in an event, with the aim of generating a Positive Experience for each person that participates directly or indirectly.

16Overview: Actors & New Technologies Professional Congress Organizers iccaworld.com Challenge: Finding IT tools (software or tool suites) that can satisfy the Information needs of each of these actors, and probably of everyone at the same time. Participants Convention Bureau or Center Entity Hiring the PCO Sponsor Booth Assemblers Travel Agencies Others

17Overview: Stages & New Technologies iccaworld.com Eg: ICCA Database. Contact & Follow-up Planning the Event Event Management Software Getting the Event StagesStages Launching Communication & Marketing, Event Mangement and Internet-Based Visual Communication Software (IVR), On-line & Off-line Registration Software, Personal Planner Software, Business Round Software, etc. Pre-EventEventPost-Event ToolsTools

18 Rewriting the Challenge Finding tools based on the new technologies (software or tool suites) that can satisfy the information needs of each actor at every stage of an event’s life cycle, and probably at the same time, with the aim of generating a Positive Experience for everyone involved. iccaworld.com

19 A Few Questions Are there any tools based on the new technologies that have these characteristics? iccaworld.com Is it possible to have a single control panel when using several tools?

20Examples of Tools for Managing Congresses, Fairs, Business Rounds and Convention Centers On-line Registration System: for example, eRegister iccaworld.com Conference Management: for example, eCongress Business Round Management: for example, eCongress Fair Management: for example, eFair Convention Center Management: for example, eBureau

21Other Companies: Tools for Managing Congresses, Fairs, Business Rounds and Convention Centers

22Some Features of eRegister, eCongress, eFair & eBureau Full Internet iccaworld.com use Multi-Language Personalized Communications Communications by area of interest Automatic Matching of Interests Graphic and alphanumeric administration Perpetual Personal Planners Automatic resource allocation Flexible work methodology Pre-assignment of tasks and follow-up Automatic assignment of rooms and tables They all operate against the same Database, which enables their intercommunication while respecting each other’s specific functions, providing a single control panel to oversee every detail.

23 Practical Case: eCongress Define: Name of the event Information on the company, participant and forms of payment Personal preferences of each person attending Business Rounds Working groups iccaworld.com

24 More Questions How much does my company need to invest in additional hardware and software? iccaworld.com How much extra time does my staff need to put into learning to operate this tool? What should I take into account when using these tools and managing events carried out in other countries? Do they run on an integrated mode, against a single database? What’s the minimum time, prior to an event, for hiring the service?

25 Perceived Edge iccaworld.com Story 2: Think Big – Be Realistic

26Perceived Edge: Internet-Based Interactive Visual Communication These are tools that enable users to tour real-life spaces or settings designed in CAD software on the Internet, as if they were actually there, and which can be integrated with other tools, such as, for example, pre-existing e-commerce sites. iccaworld.com

27Perceived Edge: Internet-Based Interactive Visual Communication Features: Representation of spaces, panoramic views 360-degree turn Zoom Real perspectives Graphic linking Possibility of selecting objects and areas Connection with e-commerce iccaworld.com

28Internet-Based Interactive Visual Communication: ePanorama Some practical applications: Virtual Fair Convention Center Hotels Museums Tourist Landscapes Cities Graphic Design & Others iccaworld.com

29Integrating the New Technologies All the tools in the examples can be fully integrated among themselves iccaworld.com Help Desk Single Database ePanorama eCongress eLetter eRegister eBureau Web Site eFair

30 Queries & Doubts Questions from participants iccaworld.com

31 Acknowledgements Many thanks to: ICCA ICCA-LA and All of You Company: EdN- Soluciones en TIC- Company Profile: Web Solutions for Events Web Site : Speaker: Marcelo Tannús Phone: – int. 125 Fax: int. 152 iccaworld.com