Falcon Invoice Discounting: Empowering Your Business Growth
Event Mangers' Opportunity to Create Valuable Event Networking
1. Event Managers’ Opportunities for
Creating Valuable Event Networking
Margaret Core walks you through the event organizer’s impor-
tant leadership role in hosting networking, driving connections
and creating show floor traffic drivers.
Are exhibitors getting value?
Are attendees getting value?
Are people and exhibitors engaged?
Bottom line, it’s our responsibility to create the event environment in advance and on-
site for valuable audience connections and networking.
Our customers - attendees, exhibitors, sponsors, speakers - all have the expectation
that the event will be efficient in delivering audience connections.
Where do we start? What is the right mix of events and services to allow the connec-
tions and networking? How do we invest in the right technology? Where does the data
flow from? We all have scratched our heads over these questions.
These days, it’s confusing on how to plan an effective set of connection tools for attend-
ees. There are a wide variety of ever-changing technology options. Use this article to
help identify your priorities and match them against your options.
In the next few pages, I will cover the Who? What? When? Where? Why? and How? of
creating valuable event networking.
-1-
2. In the grey boxes, I walk you through the BIO In-
ternational Convention examples and decisions
we made in offering our 2011 myBIO personal
planner tools via the Zerista event platform.
Step 1: Who?
Decide who needs to connect with each other. What are the buying processes of your industry?
Who will benefit from connections? Consider the marketplace buying patterns. List the various
connection pairings, such as:
• Exhibitors & Attendees
• Attendees & Attendees
• Speakers & Attendees
• Media & Companies
• Public Officials & Companies …and more!
As you make your list, consider further defining the different attendee types such as students,
companies, universities, media, financiers, etc.
BIO International Convention
For the event that I currently work on, the BIO
International Convention, life science products
usually move along in the production process
by engaging multiple partners. The parties
involve partnering on innovations, financing,
manufacturing options, licensing assets and
more. The audiences for this exploration of
partnering includes small biotechs, large phar-
ma, academics, research institutions, service
providers and more. We host a variety of con-
nection points, some requiring more of a time
and resource investment than others.
-2-
3. For our highest level of investment in prequalified meetings, we host the BIO Business Forum,
powered by the BIO One-on-One™ system. The BIO Business Forum provides a private set-
ting with the BIO Exhibition and hosts more than 22,000 30-minute meetings over the four days
of our event. For companies participating in the BIO Exhibition that want to increase booth
traffic and qualified leads, they can utilize the One-on-One system for appointments to occur in
their booths.
Gaining access to the BIO Business Forum requires our highest level of registration and an
investment to create a partnering profile. For the attendee who needs to make connections
but does not necessarily want to make the full time investment of the BIO Business Forum, we
offer the myBIO personal event planner tool. myBIO is a set of search and personal planning
tools that prompt individuals to make an event plan marking the sessions, exhibitors, speakers
(and more) that they plan to connect with during their visit. We find that 50% of our attendees
create some level of plans and that the international attendees make the most use of the per-
sonal planning tools.
So for the BIO International Convention, we offer two very different approaches to planning and
connecting. In addition to the private meetings, the BIO Business Forum has a cocktail recep-
tion at the end of one day. The BIO Exhibition has a 1.5 hour time period where exhibitors host
receptions, and we also have a variety of special events including a few blocks of time with no
education programming in order for attendees to focus on the BIO Exhibition.
-3-
4. Step 2: What? Making Use of Audience Assets
What sessions are relevant to me?
What exhibitors do I need to see?
Who should I meet?
In your planning process, I suggest that you start listing the assets that each of your attendee
types brings to the event and how they can interact with other groups. Assets are needs such
as specific purchasing requirements, knowledge to share, training and certifications. What are
the pressing business needs of each group? What content elements can they share with oth-
ers? How best can you make use of their time at your event to deliver the most impact? For
example, if your audience is professional meeting planners, they most likely need to find event
venues and they can share RFPs. Can they share the RFP in advance so the event ven-
ues could respond in person? What sort of venue search tool can you offer to make the best
match?
Examples of audience assets and what they could share:
Attendees—organization of the products and services they Attendee
are seeking to purchase
Exhibit Booth Personnel—service, product details and
specifications, how-to information
Speakers—knowledge, instructions, benchmarking, how-to
information
Exhibitor
Public Officials—regulatory insights, government funding,
process, issues
Delegations Organizers—country opportunities, profiles,
economic development
Who are my qualified prospects?
How can I engage them before, during and after the event?
-4-
5. Examples of services you can offer to provide connections and exchanges for your audiences:
• virtual literature collection and distribution
• press release distribution
• appointment requests
• following exhibitors
• messaging
• session check-ins
• affiliated event list (party listings)
• commenting
• white papers and other documents on company listings
• import/export match making
• RFP response system
• country profiles
BIO International Convention
At our event, one out of three attendees come from out-
side the United States. Therefore, we see the need for
countries to share their life science infrastructure such
as university research areas, business climate such as
regulation, tax incentives and manufacturing infrastruc-
ture. To allow companies to search and connect, we cre-
ated a myBIO Company Network which combines and
consolidates the exhibitor list, the companies active in
the BIO Business Forum, our sponsor list and speakers.
The myBIO Company list is a much stronger presenta-
tion of the company involvement at BIO than if we pres-
ent the lists separately. The prospective attendee can
see the show floor activity and the company’s involve-
ment in other elements of our event in one place.
For us, the combination of lists allows various groups
to view how companies are participating in our event.
In the past, because some companies were only in the
BIO Business Forum, they were hidden until a person
registered and logged into the partnering system. Now,
when prospective attendees search, they’ll find a more
comprehensive company involvement.
-5-
6. Company Personnel List
Another suggestion is to consider consolidating or changing the “lists” you present.
New Ways of Organizing Event “Lists”
Old New
Exhibitor List Company Participation List
Speakers, exhibitors, sponsors, active
Sponsor List companies list all in one place
Program Listings Comprehensive Schedule of Events—searchable!
-6-
7. Step 3: When? and Where?
When and where to capture personal data in order to create profiles for connections and net-
working are critical decisions. I have a number of “lessons learned” and this is an area in which
I believe registration companies and tool technologies providers could create better options for
clients.
The fact is that as humans on this earth, we are not interested in maintaining multiple profiles
on the Internet. I personally have invested in my LinkedIn profile and have no interest in creat-
ing other profiles for events I attend. Therefore, event organizers need to make use of import-
ing profiles and photos from Facebook, LinkedIn or other social media sites. For demographic
information used in creating profiles, consider importing the information from the registration
process or the data you have on file in your association database.
BIO International Convention
For our 2011 myBIO system, we transmitted basic attendee data and demographic informa-
tion from our registration partner, CompuSystems to the Zerista platform. We also transmit-
ted individual information from our a2z, Inc. speaker database. The attendee myBIO profiles
were created instantly and hosted “tags” that could be searched and sorted. For example:
Links and data tags from
info in registration record
For our educational program display, the default was the chronological display and then
there were different subsets that a user could select, such as breakout sessions, recep-
tions, keynotes, booth giveaways and more.
-7-
8. Step 4: Identify Where Your Data Sources Are Stored.
When my good friend and co-worker (at three different employers!) was planning the transi-
tion from a Consumer Electronics Show type-set exhibitor directory to an exhibitor self-entry
database way back in the 1900s, I can remember being overwhelmed by the changes we were
discussing. As she ran her hands over the type-set pages, she said, “It’s just data!” Years and
dozen of technology projects later, I agree.
Make a list of where you currently store your various data—exhibitor information, speaker in-
formation, sponsor lists, etc., and think how you could display the data in a comprehensive and
logical manner for the attendee. With today’s technology leaning toward Open Systems Devel-
opment and API exchanges, your options are great.
BIO International Convention
For our 2011 event, we changed processes entirely to create our myBIO personal event
planner and best position connections for our audiences. To do so, we exported our exhibi-
tor information from Map Your Show, our speakers from the a2z module, BIO Business
Forum participants and sponsors from TMA Resources’ Personify and attendee data from
CompuSystems (CSI). Yes, four sources displayed in one system!
From the display of the four data sources, an attendee could see and connect with the at-
tendee list, companies involved in BIO with their personnel list organized, companies and
their speakers, sponsors and their personnel list and more.
Searchable tags to find
like companies
-8-
9. Other Related Topics in Creating Valuable Event Networking.
Social Media Influences.
Because of the huge adoption rates of Face-
book, LinkedIn and other social media tools,
event managers have an advantage when
introducing community and online connec-
tions and networking to both prospective
and registered attendees. I believe the best
event social media approach is a blended
approach between your community services
and the consumer social media tools. Your
event community has the opportunity to
blend in with the already existing tools in use.
The question for the event manager is really
then how best to complement and efficiently
engage the attendees. Is there synergy with
your event and a group on LinkedIn? If so,
create or connect with a group and use the
group to drive your event website traffic.
BIO International Convention
The Zerista platform we used allowed us to blend our community and personal event plan-
ning tools with existing social media tools such as Twitter. Any mention of #BIO2011 also
appeared as a live feed to the myBIO page and also to the attendee’s profile.
-9-
10. Buzz of BIO engagement campaign created by r2integrated to generate video
submissions of small company presentations.
- 10 -
11. On-site Social Notebook for attendees’ notes and quick tips on social engagements, includ-
ing networking and connections such as myBIO, Foursquare, Scvngr, LinkedIn, Facebook,
Twitter and more!
Branding the Services.
When we introduced the set of myBIO attendee tools, we made a specific effort to differentiate
the personal event planning tools from our set of company tools for BIO Business Forum par-
ticipation. We tapped our marketing agency, Fixation Marketing, to help us position and brand
the event elements. Fixation was also instrumental in helping us create myBIO branding and
have the tools be a natural extension of our event branding. See the logo connections here.
- 11 -
12. Selling Sponsorships, Advertising and Leads from the Services.
As with many transactional services, there is certainly an opportunity to monetize your servic-
es and to cover costs. For the last four years, BIO has sold banner ads, keywords, highlighted
and enhanced listings, lead packages, maps, kiosks, email checking stations, mobile spon-
sorship and more. The exhibitors and sponsors appreciate and benefit from the branding.
Digital Marketing
When planning and building the set of event networking tools, it’s important to have a digital
strategy that drives awareness, traffic and engagement to the networking. At BIO, we adapted
our digital outreach so that searches on the attendee list and program were highlighted in
order to create a personal event for attendees. We also encouraged them to plan before they
arrived at BIO. Our digital marketing firm, r2integrated, was a good strategic partner in cre-
ating engagement activities such as The Buzz of BIO and email broadcast designs with a
myBIO focus.
Easy Connections—Meetups and More.
I suggest that when thinking about how you can make con-
nections, be observant at work, in your personal life and
online. Look for trends in user-based content and applica-
tions. For example, when I was at the movies one day, I
saw a Meetup group gathering in the theater foyer to watch
a movie together. I also saw a Meetup at a dog park. This
led me to research Meetups and create an account for BIO.
We now have a Meetup groups and a full schedule of free
Meetups offering connections to niche groups at our event.
The Meetups are for graduate students, women in biotech,
CFOs and more. In Boston, where we had our 2007 event
and will again in 2012, we have a 700-person Boston Bio-
tech Meetup group that meets monthly. This is an example
of using a free tool to let networking grow organically!
Some other free connection online tools are: Foursquare,
LinkedIn groups, Facebook groups, and other location-
based apps
- 12 -
13. The Importance of Mobile
It goes without saying that the prevalence of smartphones globally has had an impact on
events. You can ask for center performance tests for the free wifi system. You certainly have
a variety of choices with mobile platforms. The thing to keep in mind is that attendees do
expect to have content accessible and formatted for their mobile devices.
About BIO
BIO
2011
All
Customers
Total
Visits
106,514
Visits/User
7.06
BIO chose Zerista as a technology partner
Total
Page
Views
1,108,876
for their personal event planning tool for
their 2011 event after BDMetrics retired their
personal event planner platform. BIO was Pages/Visit
11.0
10.77
searching for a tool that would display speak- Average
er, program, attendee and exhibitor data so Time/Session
22
min
26
sec
21
min
52
sec
that attendees could make a robust event
%
Page
Views
May
9%
plan prior to leaving for their BIO trip. One
%
Page
Views
June
74%
out of every three BIO attendees comes from
outside the United States. Organizing meet-
ings and target companies is important to the %
Page
Views
July
17%
international audience. Because biotechnol-
ogy innovations rely heavily on partnerships
and collaborations, the important features for
the BIO community are the ability to search,
sort and map out the companies in the BIO
Exhibition which hosts 1,800 companies, 60
state and country pavilions and is the size of
more than four American football fields.
- 13 -
14. 12 Lessons Learned in Launching
Networking and Connection Services
1 Attendees are humans first before they
are your attendees. There are basic needs
and the sweet spot right now for event
organizers is the growing need and expec-
tation for Connection.
See Michelle Bruno’s Hierarchy of At-
tendee Needs on her wonderful blog full of
spot on event ideas. http://forkintheroad-
blog.com/
2 Brand your service. Create an easy graph-
ic to quickly show the value of your con-
nection tools.
3 Allow prospective attendees to use your
system so you can convert them to regis-
tered attendees.
4 Mobile is important—iPads, smartphones,
native applications.
5 Create a data flowchart early in your planning process to quickly bring staff and vendor
partners into your connection vision.
6 Use other attendees to recruit new attendees. Provide incentives.
7 In year #1, keep the system simple. Measure and learn from adoption rates and user
stats. Add on other services in year #2 and #3.
8 Create the connection opportunity and let the community grow organically.
9 Think through the brand real estate that you can sell to advertisers,
sponsors and exhibitors.
10 Be conservative on where you require logins. Users will bolt if they don’t know their login
or if they don’t see the value of creating an account.
11 Monitor your user reports and look for trends. Understand Search Engine Optimization
(SEO) and how the best practices apply to your connection tools. For example, if you
iframe your data, you will most likely lose SEO value.
- 14 -
15. 11 Monitor your user reports and look for trends. Understand Search Engine Optimization
(SEO) and how the best practices apply to your connection tools. For example, if you
iframe your data, you will most likely lose SEO value.
12 If you are integrating and flowing data from different systems, find an external resource
who can create detailed data field mapping. (Joe on our team saved the day many times
with his mapping data!)
Bonus tip! Invest in a good working relationship with your external partners!
About Margaret Core
Margaret Core has 25 years’ experience working with associations
that host trade shows and events, including the Optical Society of
America, Consumer Electronics Association and LeadingAge (formerly
the American Association of Homes and Services for the Aging). Cur-
rently, Margaret is Managing Director of Sales and Marketing, Conven-
tions and Conferences for the Biotechnology Industry Organization
(BIO). The BIO International Convention (http://convention.bio.org) is
an event that has been honored by Tradeshow Week as one of the 50
Fastest Growing Tradeshows and most recently, by the TSNN Event
Excellence Awards program (T-awards) as the 2011 Best Marketing
and Social Media campaign.
Margaret considers herself a lifelong learner and enjoys embracing new marketing tools
and approaches. Her projects have incorporated social media tools that deliver increased
connections, value and planning aids to attendees and exhibitors. Margaret blogs on
event marketing at http://www.eventmarketing2.blogspot.com. She resides in Arlington,
Virginia, with her husband and two sons, and is an active member of her community.
Margaret met her husband, Lyndell, on match.com in 1996 and recognized the valuable
connection implications to events early on!
Feel free to contact Margaret at mecore@gmail.com.
- 15 -
16. Zerista is an award winning maker of the event industry’s only Event Intelligence Platform. Zerista
unifies attendee, exhibitor, venue, schedule and social event into one platform that amplifies, person-
alizes and provides analytics for all stakeholders at events of all sizes. Zerista’s comprehensive and
feature rich platform makes it easy for attendees to experience important events via web & mobile
devices. Zerista empowers attendees to meet the right people, see the right sessions and talk to the
right exhibitors.
Zerista provides the most effective exhibitor marketing suite available and connects exhibitors with the
most qualified attendee prospects not just during the event but before the event even starts and after
it is over. Event organizers fall in love with Zerista’s Event Control Center where attendee, exhibitor,
speaker, sponsor, agenda, session, local and venue maps can all be managed.
Zerista can be contacted at info@zerista.com or 720-230-6801
- 16 -