Meeting Planning Lessons Learned From The Technology Trenches
Presented by Timothy LaFleur, CMP 3/18/15
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Housekeeping Feel free to use your mobile device for whatever
reasons you need Ask lots of questions at anytime Will be using
PollEverywhere
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Level set How many people have a smart device? How many people
have used a conference app? How many people have used an app for
the planning specs? How many people have used Wi-Fi at facilities?
How many people have negotiated for Wi-Fi at meeting facilities How
many people have cursed while using or negotiating for apps or
Wi-Fi at facilities
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My mobile journey In the meeting planning industry since 2005
Worked at Conferon/Experient, Meetings & Incentives and now at
IAITAM Been a techy geek for as long as I can remember Realized in
September of 2010 mobile was going to be a game changer Became
obsessed with learning how to integrate mobile into meetings Become
even more obsessed with going paperless in my meeting specs
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The beginning 2009 started the revolution for attendees I hate
carry things in my hands Mobile program specs Started with MS doc
integrations Tablets were a mustsort of Cloud & office suite
apps become important OTGs (SuperPlanner)
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Mobile formatting
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A little way down the road Mobi sites Private distribution
Integration of other apps in approach Conference app became all
things to all people
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Stabilization DIY app platforms started popping up - Guidebook
- DoubleDutch - Attendify Places importance on design Freedom to
put things were you want them Formatting becomes important (i.e.
how it interacts with search features)
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Apps for planners and attendees Ultimately I settled on having
a show app for planners and attendees Leverage the same tool with
different focuses
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Lets take a lookTimeline
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Lets take a lookSchedule
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Lets take a lookGlobal Search
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Lets take a lookSchedule
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Lets take a lookPrivate Messages
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Lets take a lookPeople
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Lets take a lookUpdates & Format
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Lets take a lookNotes
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Lets take a lookExporting Notes
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Apps I love for meeting planning Evernote Flight Trackers
Speedtest Currency Exchange Skitch SignMyPad WeatherBug HP ePrint
Home & Biz Floor Plan Creator Smart Tools Animoto Highlight
Reel Apps Smart Voice Recorder AndroVid Color Touch Photo Grid
Flashlight App Hangouts/Facetime Barcode Scanner RepliGo Reader
LodgeNet TripIt
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A Productive vs. A Disrupted Onsite Team What disrupts your
onsite staff? - Texts - Social Media - Streaming - SmartPhone Games
- Music Is a disrupted onsite team a bad thing? Can a disrupted
onsite team be a good thing? A disrupted onsite team allows for
easier adoption of just in time information
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Lessons learned How are you going to use the app Build your
meetings taking into account the capabilities of the mobile
approach Mobile approaches are more than apps All conference apps
are not the same Apps need to be familiar for optimal adoption -
Consistency year over year - Something familiar in their life Takes
a team effort Social is key Be aware of all branding
opportunities
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Dont Miss Branding Opportunities
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Build your mobile approach around your meeting example
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Newsletter tech integrations. Aggregators = Central Hub
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Build your mobile approach around your meeting example
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BEWARE OF USER GENERATED CONTENT. It does need to be
managed.
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How to integrate Must be multi platform friendly Must be multi
screen size friendly Understand the proficiency of your end users
Know what is out there Use what makes sense
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Questions for any conference app provider What items get hard
coded into the app How does content upgrade process work
(foreground or background) What are the engagement opportunities
What social aspects are there How does the my schedule feature work
with reminders If public distribution what promotional
opportunities exist. (i.e. Android Feature Graphics)
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Questions for any conference app provider What platforms are
the app native for? How old of OSs does the app support? What gets
cached and what doesn't? Single use or subscription based Do you
support private distribution Can I use my own iOS Developer,
Enterprise Developer or Google Play Dev Licenses? What part of the
app can you password protect?
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Questions for any conference app provider What does the build
process look like? How many graphical elements do I need to create?
What does the CMS look like? What reporting to do I get? Is there a
web app version available? How long is the build time? Are their
tablet friendly versions available? Do you have a notes section and
how does it work?
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Negotiate Wi-Fi What are you trying to accomplish Understand
Wi-Fi is shared medium Understand each others perspectives - Cost
of doing business or profit center Free is not always free 802.11
b/g/n/a/c Its not just about bandwidth Speedtest Wi-Fi Calculator
OTG
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Wi-Fi questions 1.How much bandwidth does the hotel have coming
into it in its entirety. 2. How much of that total hotel bandwidth
number is split between guest room and meeting space or is all the
bandwidth shared throughout the whole hotel with no delineations.
3. What model access points (a.k.a. APs) do they have. Example
would be 802.11b/g or 802.11b/g/n etc.
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Wi-Fi questions 4. How much bandwidth can each model of AP
broadcast after accounting for overhead encryptions etc. What does
the through put look like, what is the range of each AP, etc. 5.
Are their AP handoffs good? (this is purely relative the hotel will
say yes but that is something you can test at the site if you
like)
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Wi-Fi questions 6. How does the network handle idle mobile
connections that automatically attach but aren't active, does that
count as a connection and how often does the network check to see
if it is idle and does it kick idle devices off the network
eventually? 7. Does each AP have its own backhaul to a network
switch or is the backhaul a shared route to the switch.
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Wi-Fi questions 8. Buy per connection or total bandwidth - If
you purchase by connections what happens when you reach your limit?
9. 5% overset 10. Understanding that connections are a snapshot in
time and finite ask for a 15 minute grace period 11. How does well
does or can your network load balance
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Questions?
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Thank you! Timothy J. LaFleur, CMP, CMAM, CSAM IAITAM Director
of Business Development [email protected] +1.330.628.3012
www.iaitam.org @tjlafleur110