International Congress and Convention Association

1. International Congress and Convention Association ITServices and Solutions for the Meetings Industry Marcelo Tannús Latin American ICCRM Curitiba, Brazil 19-21 June 2005 iccaworld.com

2. Contents • Introduction(d1-3) • New Technologies(d4-6) • IT tools & users(d7-16) • IT tools & stages(d17- 21) • Examples(d22-28) • Information on Products(d28-31) iccaworld.com

3. 03Brief Presentation of Participants Speaker:Marcelo Tannús Company:EdN- Soluciones en TIC- Company Profile:WebSolutionsforEvents Web Site: www.EventosDeNegocios.com Presentation of Participants iccaworld.com

4. 04New Technologies: What Are They? • ICT: Information and Communications Technologies • New Technologies: The full range of knowledge, instruments and innovative methods that facilitate information or communications management. iccaworld.com

5. 05New Technologies: The Most Widely Used Internet E-mail Mobile phones Characteristics of these tools: • Their use has become widespread • Easy-to-use • Facilitate communication • Can be either customized or generic • Generally low-cost for companies iccaworld.com

6. 06 How Can We Make the Best Use of These New Technologies in Our Company? By incorporating IT Tools that: • Combine New Technologies with Popular Technologies • Are flexible and thus adaptable to the Company’s objectives • Pose no language barriers • Can be customized • Are transparent to technological changes (Learning curve) • Save time • Are easy-to-use • Integrate information from existing databases iccaworld.com

7. 07 Example, a Communication and Marketing Tool: eLetter Based on four elements: • Areas of interest • What is to be communicated • Designs that support the Communication Goal • Who the communication is meant for iccaworld.com

8. 08 Example, a Communication and Marketing Tool: eLetter Carrying out these Actions: iccaworld.com

9. 09 Example, a Communication and Marketing Tool: eLetter Defining the areas of interest: iccaworld.com

10. 10 Example, a Communication and Marketing Tool: eLetter Defining communications: iccaworld.com

11. 11 Example, a Communication and Marketing Tool: eLetter Entering Designs that support the Communication Goal: iccaworld.com

12. 12 Example, a Communication and Marketing Tool: eLetter Entering users: iccaworld.com

13. 13 Example, a Communication and Marketing Tool: eLetter Sending communications: iccaworld.com

14. 14 Example, a Communication and Marketing Tool: eLetter Querying communication histories: iccaworld.com

15. 15 How Can the New Technologies Help Us Generate Positive Experiences? A Challenge • Story 1: Negative Preconception - Positive Experience • Challenge: Finding an IT tool that enables me to gather reliable information on the interests of each participant in an event, with the aim of generating a PositiveExperience for each person that participates directly or indirectly. iccaworld.com

16. 16 Overview: Actors & New Technologies • Professional Congress Organizers Challenge: Finding IT tools (software or tool suites) that can satisfy the Information needs of each of these actors, and probably of everyone at the same time. • Participants • Convention Bureau or Center • Entity Hiring the PCO • Sponsor • Booth Assemblers • Travel Agencies • Others iccaworld.com

17. Stages Getting the Event Tools 17 Overview: Stages & New Technologies Planning the Event Launching Pre-Event Event Post-Event Eg: ICCA Database. Contact & Follow-up Event Management Software Communication & Marketing, Event Mangement and Internet-Based Visual Communication Software (IVR), On-line & Off-line Registration Software, Personal Planner Software, Business Round Software, etc. iccaworld.com

18. 18 Rewriting the Challenge Finding toolsbased on the new technologies (software or tool suites) that can satisfy the information needs of each actor at every stage of an event’s life cycle, and probably at the same time, with the aim of generating aPositiveExperience for everyone involved. iccaworld.com

19. 19 A Few Questions Are there any toolsbased on the new technologiesthat have these characteristics? Is it possible to have asingle controlpanel when using several tools? iccaworld.com

20. 20 Examples of Tools for Managing Congresses, Fairs, Business Rounds and Convention Centers • On-line Registration System: for example,eRegister • ConferenceManagement:for example,eCongress • Business RoundManagement: for example,eCongress • Fair Management: for example,eFair • Convention Center Management: for example,eBureau iccaworld.com

21. 21 Other Companies: Tools for Managing Congresses, Fairs, Business Rounds and Convention Centers

22. 22 Some Features of eRegister, eCongress, eFair & eBureau • Full Internet • E-mail use • Multi-Language • Personalized Communications • Communications by area of interest • Automatic Matching of Interests • Graphic and alphanumeric administration • Perpetual Personal Planners • Automatic resource allocation • Flexible work methodology • Pre-assignment of tasks and follow-up • Automatic assignment of rooms and tables • They all operateagainst the same Database, which enables their intercommunication while respecting each other’s specific functions,providing a single control panelto oversee every detail. iccaworld.com

23. 23 Practical Case: eCongress Define: Name of the event Information on the company, participant and forms of payment Personal preferences of each person attending Business Rounds Working groups iccaworld.com

24. 24 More Questions How much does my companyneed toinvest in additional hardware and software? How much extra time does my staff need to put into learning to operate this tool? What should I take into account when using these tools andmanaging events carried out inother countries? Do they run on an integrated mode, against asingledatabase? What’s the minimum time, prior to an event, for hiring the service? iccaworld.com

25. 25 PerceivedEdge • Story 2: Think Big – Be Realistic iccaworld.com

26. 26 Perceived Edge: Internet-Based Interactive Visual Communication These are tools that enable users to tourreal-life spaces or settings designed in CAD softwareon the Internet, as if they were actually there, and which can be integrated with other tools, such as, for example,pre-existing e-commerce sites. iccaworld.com

27. 27 Perceived Edge: Internet-Based Interactive Visual Communication • Features: • Representation of spaces, panoramic views • 360-degree turn • Zoom • Real perspectives • Graphic linking • Possibility of selecting objects and areas • Connection with e-commerce iccaworld.com

28. 28 Internet-BasedInteractive Visual Communication: ePanorama • Some practical applications: • Virtual Fair • Convention Center • Hotels • Museums • Tourist Landscapes • Cities • Graphic Design & Others iccaworld.com

29. eLetter eCongress ePanorama eRegister Single Database eBureau eFair Web Site Help Desk 29 Integrating the New Technologies All the tools in the examples can be fully integrated among themselves iccaworld.com

30. 30 Queries & Doubts Questions from participants iccaworld.com

31. 31 Acknowledgements Many thanks to: ICCA ICCA-LA and All of You Company:EdN- Soluciones en TIC- Company Profile:WebSolutionsforEvents Web Site : www.EventosDeNegocios.com E-mail: mta@eventosdenegocios.com Speaker:Marcelo Tannús Phone: +598 99593154 – 99224636 +598 2 6013724 int. 125 Fax: int. 152 iccaworld.com