Managing Conferences & Events using Mobile Apps

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Managing Conferences &

Events using Mobile Apps

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Executive Summary

Which Platforms: Native or Web Based?

Important Features to Consider

Mobile technology continues to evolve across the globe and the mobile is no more a mere device, it has become an integral part of our daily life. As expected, mobility has simplified the day to day activities of the individuals and it is becoming even more intuitive. Recollecting some facts, in early 90’s, people used to attend an event or a conference in far geographical locations. They had to carry stack of papers, a map to help them in identifying the location, and of course a heavy suitcase.

But with the advent of the mobile technology, mobility has set the trend, which helps you to approach an event without facing much hassle. All you need is a smartphone; with the event app installed in it. A quality event application makes it easier, for attendees, to start experiencing the event, whenever they want. Let’s take a look at what are the major components of an event based application and how to ensure quality of the same.

Mobile Event apps are considered to be a powerful and one of the most convenient ways to enhance the attendee experience, reduce paper consumption and obtain meticulous information about the behavior of the attendees. A mobile event app is known to, majorly; enhance the networks and collaborations of the event planners, in order to accomplish their intended objectives. The apps, also, help in sustaining and nurturing the connections even after the event.

This paper primarily explains the key features to consider for building a mobile event app, importance of the features considered and on how to ensure quality for the features in the implemented app.

Event apps are basically built in, both, native and mobile web platforms. Native applications cover more functionality as compared to mobile web platforms. Android and iPhone are the most preferred platforms by the event app builders, when it comes to developing a native app for events and conferences. Blackberry and Windows platform have lesser share in producing event apps.

Developing features for an application will depend on the event and the audience, but there are some fundamental components that most event apps should have.

The attendees’ page is a very crucial aspect, since every attendee communicates with other attendees for networking and interaction. Maintaining a proper order of a scrollable list of attendees and scalability to provide any resolution display picture for all the attendees, make the application a unique one. The end users will always accept the application if it possesses a message button, which provides effective communication with a specific attendee.

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Generate a list of scheduled sessions and events, with detailed overview, that can build excitement and encourage participation. Schedule page provides information on where the location is and what is the scheduled time to report at the venue. The application can customize the component by including personalized events and, thus, the attendee can save the events in his local memory. The synchronization with the calendar app will help the attendee to get notified at the right time.

Schedule

Interactive Maps play a significant role in guiding the attendees to find their way to different locations. GPS enabled system will navigate the end-user and assist them to reach their destination, even if the events are taking place in multiple geographic locations. The facility to pinpoint a particular location, by linking it with the exhibitors, can fetch you the accurate information about the exhibitors at their location on the map.

Interactive Map

A lot of paperwork can be avoided by assembling the exhibitors’ and the speakers’ data in the

application. Users can obtain information about the various exhibitors, present at the event, and even get clarifications regarding their queries, from any speaker, who interacts, communicates and discusses a particular topic.

The engineering team should give special attention to the document and note components, since these are features that will be widely used by every attendee. Ability to download most of the document formats and providing access to the permitted websites, will increase the overall rating of the application.

Exhibitors and Speakers

Documents and Notes

Attendees Schedule Document

Maps Survey Notes

Exhibitors Speakers Sponsors

Event

Attendees

Attendee A

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Multi-Event Containers

Messaging

Localization

Messaging functionality enables attendees of the event to contact other attendees, who are using the application. Attendees should be able to, quickly, filter the message from the inbox/sent pages. Dynamic message counter notifies you about the unread messages, available in the inbox. The application should be competent enough to integrate components like Quick-meeting and the user should be able to invite other attendees, to arrange a meeting session with the members in the attendee list.

A single event application cannot be, always, helpful for an attendee, who is ready to participate in multiple conferences. Multi Event Containers or Master Apps improve the usability by accommodating multiple events in the container. End-users can download and know about the authorized events, which helps them to avoid multiple installations of the event in the device.

Support for different languages is a key factor to attract customers, since the attendees participating in the events, come from different geographical locations, and speak different languages. Extreme care should be taken while developing and testing the supporting languages and then integrating them in the app.

Gamification

The intention behind including the gamification component is to turn passive spectators into active contributors, with a game designed to motivate the attendees to learn, connect and get active at the event. It not only creates fun, but also helps to track the most active attendees, participating in an event.

Social Networks

Encourage attendees to get into social networking and share their event experiences on social media. An event specific hash tag and tweet tags can be included, while configuring widget for twitter. Attendees can post the event activities on social media sites like Facebook, Linkedin.

Attendees

List out the names of all the attendees, who are available for the event

Connect with other attendees by Email, Messaging or via Phone

Proper sorting should be done, order should be maintained Smooth scrolling of the page Ability to return to same position from Attendee details page, to where it was before

Schedule

List out scheduled sessions and events, with detailed overviews

Personalize session by adding to local memory

Synchronize with calendar and help to keep you updated about the details of the event

Time formats should synchro-nize with device, date and time Proper toast message should get displayed when the App goes offline

User interface should be rich so as to provide ease in identifying the sessions

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Venues & Maps

Provide access to all the venues, associated with the event Interactive Maps allow attendees to get the details about the linked Exhibitors, Sessions etc

Helps to find the destination with the help of Google Map or an Alternative Map

Provision to call the authorities

Avoid any chance of application crash, while accessing the maps

Avoid graphical distortions

Exhibitors & Speakers

Exhibitor details provide various exhibitor profiles and their location

Speakers’ details are used to connect with the event speakers who are going to take sessions on a particular topic

Helps to find out available exhibitors

Provision to call the authorities Provision to send e-mails and Linkage to an interactive map Interact with speakers and read their profiles

Ensure to identify right location of the exhibitor, linked with the Map

Ensure that the web

URLs ’s are accessible within the application

Ensure that the call functionality is smooth

Documents & Notes

Documents page list out all the articles within the application, which are sub categorized and alphabetically sorted

Notes can be created on different items, which are saved locally in the device

Download all formats of the documents

Documents can be shared via Email

Notes help to scribble down the things happening in the events

Ensure that the documents can be read in the offline mode Ensure not to save any notes without any content

Ensure to sync the notes with respective sessions

Messaging

Enables attendees of the event to contact other attendees, who are using the application

Helps to connect with the attendees via Email messaging and In- App messaging Provision to invite attendees to an internal meeting session

Ensure Auto Refresh capability Offline reading capability Proper alert/toast messages while sending or discarding of messages

Multi-Event Containers

Enable the attendee to down-load multiple events from a master app

Helps to download multiple events with a Master App Authorized attendee is able to download and hence provide the security to the attendee database

Ability to download events by Event ID’s, Event Name or by QR scan

Ensure that the downloaded event provide a brief description of the same

Localization

Provides multiple language support so that you can switch on to the desired language

Support for multiple languages End-users can easily understand the entire content of the app, including button names and label names

Ensure all the UI contents are converted to the opted language

Gamification

Developed and designed for ensuring active participation among the attendees

Creates interaction and fun among the attendees Helps to identify the active attendees by monitoring the leader board

Ensure that the game points are credited correctly for every game activity

Ensure that proper toast messages are displayed

Social Networks

Helps to promote the event and happenings in the event

Platform to share thoughts and information across the globe Supports Facebook, Twitter, Linkedin

Avoid any kind of application crashes

Ensure that user navigates to the proper social networking sites which are listed in the page

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Content Management System

An event app, alone, cannot bring an incredible conference experience. A Content Management System (CMS), which acts as an engine to supply necessary components to create the application, is required to make the job easier. The main objective of a CMS is to learn about the attendees and obtain information regarding the event. The information, thus, collected from the Surveys, Polls and Sessions, provides valuable feedback, which can strengthen the entire system, thereby, making necessary improvements in the forthcoming tasks.

With the help of Analytics, integrated in the System, the event organizer can track all the activity in the app. A significant advantage of a CMS and an event mobile app over traditional printed materials is that we can provide information regarding any change or notifications, on the go.

Conclusion - Events are becoming easier to attend

and track

In the near future, there will be a lot of expectations from the professionals, in terms of demand for more special features from the mobile apps. People would focus and emphasize on improving various elements of the event. Features like engagement in the event, live audience response, surveys, and polling are important. Integration of the mobile applications into the event strategy is something to which people are attaching great importance. The apps will help in generating data, retaining attendees, assist in lead retrieval for the exhibitors, and also, provide event performance analysis.

A Mobile Event application not only makes your tasks organized, but also makes events more exciting and interesting for the attendees, speakers and sponsors. A mobile event app allows you to engage the attendees in a better way than the printed leaflets, brochures, and planners do.

You can make changes instantaneously, send notifications and make announcements, promote your sponsors and get timely feedback, using the application. In the near future, event applications will be effective enough to anticipate the interest of the attendees, with the help of iBeacons and useful content. Mobile technology will continue to evolve with time and provide you a better event experience.

ATTENDEE DIGITAL SESSION HANDOUT PRODUCT RESEARCH CONTACT EXCHANGE SELF REGISTRATION DIGITAL SHOW GUIDE

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RapidValue

About RapidValue

RapidValue is a leading provider of mobility solutions to enterprises worldwide. Armed with a large team of experts in mobility consulting and application development, along with experience delivering global mobility projects, we offer a range of mobility services across industry verticals. RapidValue delivers its services to the world’s top brands and Fortune 1000 companies, and has offices in the United States and India.

If you’d like more information on this topic, please do write to the author, Baburaj V.D.,

Software Test Engineer at [email protected] and our mobility testing expert, Vidya V.G., Testing Manager at [email protected]

www.rapidvaluesolutions.com www.rapidvaluesolutions.com/blog

Managing Conferences & Events using Mobile Apps