Reporting Standards for Digital Events Launched as Industry-Wide Initiative

February 18, 2022

As the COVID-19 pandemic shifted the event industry from in-person to virtual and hybrid over the past two years, a new challenge emerged: a lack of measurement standards for digital events. Enter global assurance provider BPA Worldwide, which formed a working group of 15 representatives from all segments of the industry to tackle the issue and create the newly launched Reporting Standards for Digital Events (RSDE).

RSDE, a standardized set of 17 data tables and glossary terms, is designed to benefit the entire industry, including event organizers, exhibitors and digital event platform (DEP) vendors, providing the tools to bring more trust, transparency and efficiency into the digital event marketplace, according to Glenn Hansen, president and CEO of BPA.

“The goal of RSDE is to bring consistency to the attendee data being provided by DEPs through the development of standards and common terms,” said Glenn Hansen, president and CEO of BPA. "Event professionals will be able to import data from across platforms and make use of the data, as it will be apples-to apples."

Hansen added that all digital event stakeholders will reap the rewards of RSDE. 

“Essentially, RSDE serves as a guide for DEPs to prepare and provide relevant and consistently defined data to digital event organizers, so they can in turn be more helpful to exhibitors as they strive for continuous improvement when exhibiting at or sponsoring events online," he said. "Those DEPs that have achieved certification to the RSDE standards can provide visitor and exhibitor metrics that have been pre-validated by BPA Worldwide to satisfy independent audit requirements. This will offer DEPs a differentiator in the events marketplace.”

The development of RSDE consisted of four phases. Phase one included recommending amendments to in-person event standards so digital events could achieve status as an event approved by UFI, the Global Association of the Exhibition Industry. Phase two included the creation of the full set of standards and glossary of industry terms. Phase three included the creation of language that organizers can use in RFPs with digital platforms, as well as terms and conditions that speak to data ownership. Phase four included the creation of certification protocol and independent certification of DEPs.

One major industry roadblock that RSDE aims to eradicate is understanding of the data sets by organizers and exhibitors, according to said David Richardson, principal at Cogknition and member of the RSDE working group.

“With the move over to digital events, people were excited that they were going to have all this data and have a much better picture of what was happening within their events,” Richardson said. “When they received the reports from the event platforms, not only did they lack confidence that they understood what was happening at their event, but they weren't really sure they understood what the report was trying to say. With RSDE, they get a much better understanding of what they are seeing.” 

RSDE will ultimately drive a cycle of continuous improvement, noted Robyn Davis, owner of Exhibitors WINH LLC and member of the RSDE working group.

“RSDE will provide organizers and exhibitors with the information they need (and have been eagerly awaiting) to understand and evaluate the impact of digital events, Davis said.

BPA will begin certifying DEPs to the RSDE standards immediately. Event data provided by verified DEPs will be “pre-audited” by BPA for inclusion in applications for UFI-Approved Event status or for inclusion in any organizers’ event marketing materials and BPA Brand Reports. 

RSDE includes a number of components to assist all aspects of the digital event marketplace, including a glossary of terms; 17 tables of data format to provide the user with what is typically required; a sample CSV file for DEPs to follow; an RFP template for organizers to use when shopping for a DEP; a contract terms and conditions template to address data ownership and privacy protection compliance; and three separate “User’s Guides” for organizers, exhibitors and DEPs. 

According to Richardson, another key element will be guidance for organizers and exhibit professionals to ensure they understand not just what the standards require, but also how to ask vendors for compliance with the standards and how to check that their platform is providing compliant data so they know that they can use the data that comes to them.

To that end, RSDE has collaborated with VSef (Virtual Standard Export Format), a data standard for digital events and communities. VSef was developed by event insights provider Explori in collaboration with event organizers and DEPs worldwide. The two industry initiatives will work in partnership such that they remain aligned. Digital event platforms being certified to RSDE will, by default, be certified to be compliant with VSef. 

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Partner Voices
Less than six months ago, Lisa Messina joined the Las Vegas Convention and Visitors Authority (LVCVA) as the first-ever chief sales officer after leading the sales team at Caesars Entertainment. A 12-year Las Vegas resident, Messina is a graduate of Cornell University’s School of Hotel Administration and serves on MPI International’s board of directors. TSNN had a chance to catch up with this dynamic leader and talk to her about her vision for the new role, current shifts in the trade show industry, creating more diversity and equity within the organization, and advice to future female leaders. Lisa Messina, Chief Sales Officer, LVCVA With Las Vegas becoming The Greatest Arena on EarthTM, what are some of the things you’re most excited about in your role? Our team was at The Big Game’s handoff ceremony earlier this month, and I couldn’t help but think, “We’re going to crush it next year!”  These high-profile events and venues not only drive excitement, but also provide unmatched opportunities for event planners. Allegiant Stadium hosts events from 10 to 65,000 people and offers on-field experiences. Formula 1 Grand Prix will take place in Las Vegas in November, after the year-one F1 race, the four-story paddock building will be available for buyouts and will also offer daily ride-along experiences that will be available for groups. And, of course, the MSG Sphere officially announced that it will open in September, ahead of schedule, with a U2 residency. It’s going to be the most technologically advanced venue as far as lighting, sound, feel, and even scent, and it will be available for buyouts and next-level sponsorships inside and outside. There’s no ceiling to what you can do when you’re doing events in Las Vegas.  Allegiant Stadium As the trade show and convention business returns to the pre-pandemic levels, what shifts are you noticing and how do you think they will impact the industry going forward? Our trade show organizers are very focused on driving customer experience. Most of our organizers are reporting stronger exhibitor numbers and increased numbers of new exhibitors, with trade shows proving to be almost or above 2019 levels. Now our organizers are really doubling down on driving attendance and focusing on the data to provide that individualized, customized experience to help attendees meet their goals and get the best value. Some companies continue to be cautiously optimistic with their organizational spend when it comes to sending attendees, but I think it will continue to improve. As the U.S. Travel Association makes more progress on the U.S. visa situation, we also expect a growing influx of international attendees. What are some innovative ways the LVCVA helps trade show and convention organizers deliver the most value for their events? We focus on customer experience in the same way that trade show organizers are thinking about it. We got rave reviews with the West Hall Expansion of the Las Vegas Convention Center (LVCC), so over the next two years, we will be renovating the North and the Central halls, which will include not just the same look and feel, but also the digital experiences that can be leveraged for branding and sponsorship opportunities.  Vegas Loop, the underground transportation system designed by The Boring Company, is also a way we have enhanced the customer experience. Vegas Loop at the LVCC has transported more than 900,000 convention attendees across the campus since its 2021 launch. Last summer, Resorts World and The Boring Company opened the first resort stop at the Resorts World Las Vegas , with plans to expand throughout the resort corridor, including downtown Las Vegas, Allegiant Stadium and Harry Reid International Airport. The LVCVA also purchased the Las Vegas Monorail in 2020, the 3.9-mile-long elevated transportation system that connects eight resorts directly to the convention center campus. This is the only rail system in the world that integrates fares directly into show badges and registration. For trade show organizers, these transportation options mean saving time, money and effort when it comes to moving groups from the hotels to LVCC and around the city. Also, the more we can focus on building the infrastructure around the convention center, the more it supports the customer experience and ultimately supports our trade show organizers. Scheduled to debut in Q4, Fontainebleau Las Vegas will offer 3,700 hotel rooms and 550,000 square feet of meeting and convention space next to LVCC.  What are some of the plans for advancing DEI (diversity, equity and inclusion) within your organization? We’re currently partnering with instead of working with a leading consulting firm, to lay the foundation and create a solid DEI plan and be the leader when it comes to DEI initiatives. The heart of that journey with the consulting firm is also talking to our customers about their strategic approaches to DEI and driving innovation in this space.  What are your favorite ways to recharge? My husband and I have an RV and we’re outdoorsy people. So, while we have over 150,000 world-class hotel rooms and renowned restaurants right outside our doorstep, one of my favorite things to do is get out to Red Rock Canyon, the Valley of Fire, and Lake Mead. Five of the top national parks are within a three-hour drive from Las Vegas, so there’s a lot you can do. We love balancing the energy of Las Vegas with nature, and we’re noticing that a lot of attendees add activities off the Strip when they come here.  Valley of Fire What advice would you give to women following leadership paths in destination marketing? I think it’s about being laser-focused on what you want to accomplish; building a team around you that lifts you and helps you achieve your goals; and being humble and realizing that you do it as a group. No one gets this done alone. Thankfully, there are a lot of women in leadership in this organization, in our customers’ organizations, and in this city that we can be really proud of. We’re a formidable force that is making things happen.   This interview has been edited and condensed. This article is exclusively sponsored by the Las Vegas Convention & Visitors Authority. For more information, visit HERE.