This is an example of a well-executed Green event using Poken's Green Event Suite - most of the features available in Poken's toolchest were used in this event to foster networking, engagement between participants and exhibitors, and to eliminate paper waste.

1. Marketing Event
/ Trade Show
Preparation Deck
This is a real example of how to plan and execute all the event
preparation steps needed to deliver on a great, properly branded,
showcase Poken event

2. ExpoNext
Baltimore, June 19-21

3. AGENDA
A Poken Event Managershouldstructure and lead all the event preparation steps,
including discussions with customer & partner about all operational deliverables
1. CAMPAIGN PORTAL
Branded web portal where event visitors log in to access event content
2. CUSTOM LOGIN PANE, MOBILE PORTAL
A branded landing page to easily link from event website, and mobile app
3. VISITOR LIST IMPORT
Obtaining the visitor list, importing, planning barcodes for fast registration
4. BADGES & REGISTRATION
Coordinating with the badge printer
5. DEVICES & BRANDING
Obtaining the graphics on time
6. MEDIA WALL
A wowing experience if properly coordinated and executed
7. TOUCH SURVEY ON MEDIA WALL
Touch survey is an opportunity for the client to get feedback from a high
percentage of event visitors
8. INFO CARDS
A handy way to inform visitors of login details and device how-to
PRE EVENT PLANNING
(1 of 2)

4. AGENDA
9. GAME TO DRIVE BEHAVIOR
If you plan additional engagement via a game
10. EVENT PLACARDS
Client specific on-site communication placards
11. SESSIOIN CHECK-IN PLACARDS
To measure attendance at each session
12. EXHIBITOR TOUCHPOINTS
Getting the exhibitors equipped in a sponsored trade show, to showcase a
real live working Poken Green Event
8. SYNC STATIONS
Not always applicable, but a nice addition
10. SET UP THE LEAD GEN SURVEY
You want to maximize the ROI of your event
11. COMMUNICATION PLAN AND TIMING
Some key steps to get visitors and exhibitors on board
12. PRE-EVENT VISITOR AND EXHIBITOR EMAILING
Tight planning with organizer is key to have lean, effective communication
13. EVENT PHOTOS & EVENT STATS
Sample photos & stats extracted from this successful event
PRE EVENT PLANNING
(2 of 2)

5. • A branded campaign portal was created
• Includes standard widgets + chatroom + game widget
• Event Details filled in so the ExpoNext Mobile app is
populated with useful event info (agenda, map, etc.)
• Plan the Portal content strategically, consider the event
participant’s needs and the organizers’ expectations
CAMPAIGN PORTAL Done ☑

6. • A custom URL is set up at http://exponext2013.poken.com
• It is also accessible on mobile at http://exponext2013-m.poken.com
• The color scheme is adjusted in the Partner Tools, to fit the event branding
CUSTOM LOGIN PAGE Done ☑
Branded Login Page Branded Mobile App

7. • The full registration list (excel export) is be provided by the organizer
• Registration file’s columns are rearranged for import using Poken’s Partner Tools
• Customer’s uniquely identifiable “Conf#” field is used as the RefID for Poken, to issue a unique barcode to each
badge for scanning and linking of devices
• “Conf#” is also used as the file name (appending .png) for the individual Poken QR codes that are exported by
Poken, and sent to the badge printer in a zipped directory. Images are exported at 300dpi.
VISITOR LIST
Registration file from organizer
Registration file converted to
Poken import format
“Conf#” field is
used as the
RefID
Done ☑

8. • Badges are printed by Access Pass & Design, contracted
by the organizer.
• We simply provide the updated registration database (xls
file) appended with a column including our RefID
(barcode) and the Qrcode image name for each record
• Linking pokens to account will be done using a barcode
scanner (scan badge, scan poken barcode) for speed
• An alternative will be using the Poken Pro mobile app to
scan the QRCode, then touch a poken. This method
allows for easier update of the participant’s photo: Ideal if
there aren’t too many people waiting in line.
WTO 2012 STATISTICSBADGES & REGISTRATION
Try me!
Take note of the
clip: This is the
ideal kind to
attach a poken!
Done ☑

9. • Attendees are pre-registered, but we are ready to handle on-site registrations too
• Branding will be done using the ExpoNext logo
WTO 2012 STATISTICSPOKENS Done ☐

10. AGENDA / SURVEY WALL (1/2)
• Client’s agenda is transformed into a Media Wall by our designer
• A local booth builder is hired to build a self-standing wall structure 8ft high by 9ft long
• 32 tags on the Agenda, 20 on the Exhibitor Map, 23 on the Survey
Done ☑

11. AGENDA / SURVEY WALL (1/2) Done ☐
• The wall is designed with a horizontal agenda: This pushes people to walk along it as they collect
sessions, and not park themselves in front of one day’s agenda for a long time, blocking others

12. • The client’s survey questions are designed into the Media Wall, to add interactivity and engagement.
• The survey is designed horizontally, so a person answering it doesn’t park themselves in front of one spot for
too long, blocking others. Always think of FLOW when designing the media wall. You need to keep
people moving along it.
AGENDA / SURVEY WALL (2/2) Done ☑

13. INFOCARD
• A business-card sized infocard is printed to inform the users how to use their device, provide their
login and password details
Done ☐
Front Back

14. DRIVING BEHAVIOR USING A GAME
• A simple game is planned to encourage the visitors to engage with exhibitors, collect
conference material
• “Starred” Check-ins are created for the keynotes and general sessions (we don’t want to
cannibalize attendance at the standard sessions as multiple run in parallel)
Done ☐
Game Mechanics

15. • Client is guided to update the design on their placards, to include the media collection
touchpoints as well
• All session material will be collectable both on the Media Wall and on the placards.
Duplicate tags point to one same Poken Object.
• 32 additional tags are used on the placards
EVENT PLACARDS
FINAL
Done ☑

16. SESSION CHECK-IN
• Session Check-In placards (Letter sized, placed on a stand) are used next to each session room
• A maximum of 3 conference sessions will run in parallel (3 tracks) so only 3 boards with tag are
needed
• Before each session, the object in the Check-In tag will be updated (unlinked, linked) so that the
relevant session is being checked-in
Relates to the incentive game
Done ☑

17. EXHIBITORS
Floor Plan
• Each exhibitor is provided with a touchpoint on a plexiglass placard
• Content will be uploaded prior to the show, and onsite. Exhibitor can also place their
own material inside the plexiglass holder.
Done ☐

18. SYNC STATIONS
Floor Plan
• Sync station self-serve kiosks allowing visitors to offload their poken during the event, or before
leaving
• For this event it is decided that syncing will be done by on-site staff using mobile phones
Done ☐

19. LEADGEN SURVEY
• A custom lead-generation survey is created in the campaign, to allow the exhibitors to use the
Poken Pro mobile app to take notes and answer targeted, pre-programmed pick-list questions
about the leads met at the event.
Done ☑

20. COMMUNICATION PLAN
EXHIBITOR COMM:
• Exhibitors will receive an emailing from Poken informing them of the use of Touchpoints at
the show, and providing them with their login credentials to edit their Touchpoint content
(object)
• Mailing to go out on Monday June 17th
PRE-EVENT VISITOR COMM:
•Standard system emails will be sent to the visitors informing them of the upcoming use of
Poken at the ExpoNext 2013 event, for networking and GREEN document collection.
•Email sent out automatically 1 day before the event, encouraging participants to update
their profile (photo, social networks, etc.)
POST-EVENT VISITOR COMM:
• At the end of every day where a visitor has collected some content using poken, they
receive a system email showing them what they’ve collected.
• If they have not yet logged in, 5 days after the event Participants receive a first post-event
email encouraging them to log in and view their contacts
•Network update emails are “ON” by default: Visitors get a weekly email showing them the
activity in their network (changes to peoples’ profiles, new document versions available, etc.)
Done ☑

21. COMMUNICATION PLAN
EXHIBITOR COMM: PRE-EVENT VISITOR COMM: Done ☑

22. EVENT
PHOTOS

23. EVENT
PHOTOS

24. STATS NETWORKING:
• 350 Visitors
• 13’141 interactions (people + objects, incl. duplicates)
• 2’183 Business Cards Exchanged
DOCUMENT COLLECTION (PAPER SAVING):
• 120 Touchpoints used for Exhibitors + Agenda Wall
• 4’136 Documents Collected
Session Material Collected Session Check-In