The Value Proposition in Event Management Software for Attendance and CEU Tracking

July 2, 2016

As experienced trade show and conference planners know, the bar has been set higher for the marketing return on investment (ROI) their events deliver. A great venue in a great city no longer suffices. Now, the expectation is that event sponsors and exhibitors will be able to measure performance and improve attendee engagement in order to gain a measurable ROI on generated leads to justify show spends. One way they are achieving this outcome is through the application of sophisticated attendance tracking solutions, such as self-monitored scanners and now beacon technology.

Capturing Actionable Data

Event planners are helping their shows’ exhibitors capture leads and then convert them into potential sales by offering them lead retrieval solutions. This same technology can be offered to speakers to gain detailed reports on who attended their sessions. Using these sophisticated solutions, associations can easily capture, process, and distribute lead information so that it can be transformed into actionable data. This data can be imported into an individual’s Customer Relationship Management (CRM) system (e.g., Salesforce). Additionally, the data can report back to the association’s registration system for quick and easy access to scanned session data.

Among the features of these solutions that further advance the mission of capturing and converting leads into sales are:

·         Real-time lead access and management

·         Data captures by scanning attendees’ badges with NFC

·         In/Out Scanning for accurate CEU Reporting Session counts to justify food and beverage charges

·         Comprehensive reporting through downloadable reports from any web-enabled device delivered in Excel spreadsheets

Maximizing the ROI

Along with the benefits derived by their event exhibitors, meeting planners applying lead retrieval and attendee tracking technology can capture attendee data in real-time, which can be used to direct attendees to sessions targeted to their interests, for surveying purposes, and to control event traffic flow. There is also the important benefit of knowing that their exhibitors are being helped and are likely to have a favorable impression of the event – a boost to their participation in future events.

The ground beneath the trade show world is shifting, and the turbulence is coming from data capture and application made possible by attendance tracking and lead retrieval technologies. While there are still many event planners who have yet to leverage these vital solutions, both for their associations’ and exhibitors’ benefit as well as their own, awareness is building and more trade show planners are recognizing the outstanding value proposition these leading-edge solutions offer.

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact
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