Two months left! Are you ready for the GDPR?

(Source : freedigitalfoto)

The EU General Data Protection Regulation will be out on May 25th. It leaves event professionals less than two months to finish their preparations for the D-Day.

Back in February, Eventsforce, an Event Management software provider, released a study on the readiness of event planners in regards to the GDPR.

The study uses the responses of 120 events planners based in the UK and in the US. The survey focuses on the level of 
understanding event planners possess toward the GDPR, their preparedness, the challenges they are facing and their view on the impact of this new law on the MICE industry. The study has also pinpointed that the Event industry is giving more weight to data security.

Overall, the findings show that professionals are cautious towards the GDPR. This could be partially explained by the fact that this new regulation is not fully understood.

Almost 90% of the event professionals responded they were preparing for the new legislation, yet the majority was also aware of their limited understanding in regards to the GDPR.

Why is it an issue?

Data is a vital asset within the MICE industry. A major trend in the industry is the heavy personalisation given to events throughout the customer journey. To create and deliver a unique experience to their customers, event professionals must access data such as contact details, for example. Many events possess registration systems which provide online payment and thus, must deal with sensitive information like bank details. Whether this data is hosted by a third-party or not, event professionals are accountable for securing their customers’ data, to a certain extent.

With the GDPR, the collection, usage and storage of data will be more monitored to protect the EU residents et citizens from potential threats to their personal details. This legislation applies to any MICE holding data on EU citizens and residents, regardless of their location.

To abide the law, professionals will have to follow the guidelines of the GDPR and be prepared.

However, can event planners really be ready, when the GDPR still escapes them?

On this issue, event professionals are not equals. Indeed, depending on their size or strategy, not two organisations would prepare the same way, nor would their levels of preparedness be the same. Some event planners might allocate more financial and human resources to the digital application of the GDPR as well as its legal aspect. Some large companies can allocate the services of a DPO (Data protection officer) who will liaise between the company and the local authorities in charge of data protection. Many small to medium organisations might not have the same opportunity in terms of resources. However, their tactics and preparations for the GDPR could be innovative and efficient enough to withstand the storm.

The GDPR can threaten organisations that are not properly ready. Lacking understanding of this regulation could lead to unwittingly infringing the law. According to the findings, nearly 1 out of 2 event planners couldn’t tell how much were the maximum financial penalties in case of non-compliance.

In an industry where thrust is key, how would you prepare your team and your customers for the GDPR?

Comment below!

Posted by Gaelle Bulgare & Qianyao CHEN

SOURCES

Eventsforce. (2018, February 28). Infographic: Are Your Events Ready for GDPR? Retrieved March 31, 2018, from https://www.eventsforce.com/blog/infographic-events-ready-gdpr/

Home Page of EU GDPR. (n.d.). Retrieved March 31, 2018, from https://www.eugdpr.org/

Smartwatch: a new way to change event technology

Smartwatch is a computerized watch with functionality that is enhanced beyond timekeeping. While early models can perform basic tasks, such as calculations, translations, and game-playing, modern smartwatches are effectively wearable computers. 

Source

Since smartwatches have been around for years, event technology companies have finally been put on notice. 

Here are the possible advantages of using smartwatches in events.

On-site registration

Similar to NFC payments, attendees could hold their smartwatch next to a registration terminal. Identifying information is passed, and attendees are instantly registered.

Breakout room homing beacons

At large events, finding your meeting or breakout room is hard enough, as you have to wade through a sea of fellow attendees. Now imagine your smartwatch giving you simple navigation through the halls.

Event notifications

Smartwatches are more effective at alerting people to notifications, and with a quick flick of the wrist, attendees will see what needs to be communicated.

Networking serendipity beacon

Like event notifications, you might not notice your phone if it’s in your bag or pocket, but you will certainly feel your watch’s haptic feedback.

In-session audience participation

Smartwatches can literally measure your heartbeat, so they are a natural fit for receiving notifications and glances on the pulse of your audience.

Smartwatches can impact events in many ways, but these impacts circle around a few key themes: glances, notifications, and proximity. As we see smartwatches showing up in ever-greater numbers, we should be thinking about how we can leverage them to create better experiences.

Sourcing:

http://www.conferences.io/blog/2015/04/15/5-ways-the-apple-watch-will-change-live-event-technology-forever/?utm_content=buffer6b63b&utm_medium=social&utm_source=twitter.com&utm_campaign=buffer

http://www.techradar.com/news/wearables/best-smart-watches-what-s-the-best-wearable-tech-for-you--1154074

GenieConnect: Not only powerful function, but also right position

We can see that event mobile apps are still a fast growing technology in event industry. As there is an increasing competition in this area, event mobile apps are gradually becoming comprehensive platforms. GenieConnect is a great example of this trend.

Genie is a comprehensive platform, which covers almost all aspects of services for an event.

Full cover of basic functions

GenieConncet provides basic functions, which are already widely used in many event mobile apps, like:

－     providing general information of the event

－     all-covered live interaction (social Q&A providing place for attendees to submit and vote questions they want answered polling, moderation, results screens on device and big screen,)

－     ordinary attendee-to-attendee interaction (like private 1:1 appointment etc.)

－     social media integration (curate an almost unlimited variety of content – event activity, industry news, user-generated discussion on event content and social media contributions)

Additional interesting functions

One of its interesting tools is the live event wall. It offers multi screen experience by taking all the information, which users put in the app, to make a highly configurable site. On this site, all information like up and coming sessions, sponsored messages and all generated postings and comments will be presented follow the user’s event content. In a word, the event wall is a reference for all attendees displaying relevant content and information about the event.

Moreover, GenieConnect works well in mapping. Apart from basic venues information like exhibition floors, exhibitors locations, map of sessions and facilities, GenieConnect offers more comprehensive functions. Users can self locate and find routines to their destinations. With color coding function, users can easily draw their map of sponsorship opportunities.

GenieConncet also provides custom branding while designing your events. There are various choices of layouts. Therefore, the look is unique and can be consistent with users’ corporate branding and messaging.

I think the biggest advantages for GenieConnect is that it is a powerful tools not only for event organizers, but also for attendees, exhibitors and sponsors. Additionally, it provides various platforms including desktop, native mobile apps (iOS, Android, BB10 and WindowsPhone), mobile web, tablets and onsite big screen. Combine these two advantages and its comprehensive functions, there seems no need for users to download more apps.

Acquisition by Lanyon

In addition, the acquisition by Lanyon makes GenieConnect equipped with many more tools such as registration, microsites and strategic meeting management.

In conclusion, since that event mobile apps are developing rapidly, an appropriate position is important. GenieConncet positions itself as targeting at experienced event professionals with large event portfolios and structured audience. The comprehensive functions of GenieConncet well matched its target customers. This is one big step forwards to success.

Resources:

http://www.eventmanagerblog.com/genieconnect-review 

Near Field Communication – A Game Changer in Event Technology

Near Field Communication (NFC) is a growing technology that allows smartphones, tablets and similar gadgets to connect via a radio connection. Only few companies are using NFC today. But more and more are recognizing the huge potential of NFC and start investing in that technology. 

The main advantages could be:

Higher engagement level of attendees

With the help of NFC, event organizers can make their events much more interactive. Terminals with NFC readers could encourage attendees to take a picture and automatically share it on social networks, for example.

Easy entry management and access control

There are already some innovative ways, such as Apple’s Passbook, to offer ticket buyers an easy way to enter an event.

Check-ins

Attendees could easily check on screens or in a mobile event app, which keynote presentation or workshop still has available space. This would enhance the event experience significantly.

Mobile Payment

Event organizers can use mobile payment to make it extremely simple and convenient for attendees to buy food, merchandise or other products with a simple tap on an NFC reader.

Networking

Especially at business events, trade fairs and conferences, networking is a very important activity for attendees. A lot of business cards are being exchanged and some might get lost. With NFC technology, this whole process can be handled digitally.

Source

NFC technology can increase attendees’ enjoyment of events while making organizers’ jobs easier. NFC is quickly becoming the future of event hosting, expanding capabilities, driving interaction and capturing attendee data in a way that marketers and planners have only dreamed of in the past.

Here's an example of how NFC System could be used in events.

Sources:

http://www.genie-connect.com/blog/part-2

http://blog.amiando.com/2013-02-11/near-field-communication-a-game-changer-in-event-technology/

http://www.eventmanagerblog.com/near-field-communicationhttp://www.nfcworld.com/events/

Gamification Apps: A blessing for attendee engagement at events

“If you think of the reality of sitting in the audience at an event, you pick up your phone and the event organizer has about 10 seconds to capture your attention before you’re distracted by Candy Crush”( says Aaron Price, co-founder of Livecube), as event planner, what would you do? 

Price’s answer is —— Livecube! This is a new event app using gamification to incentive attendees to stay focused and optimize their engagement in the event. Livecube.Co was founded in New York in 2013, the app they launched has already successfully practiced by some fortune 10 and fortune 50 companies. It has been a hot topic during GSummit, the event focusing on gamification held in San Francisco. Well, how does the app work?

Livecube provides a platform on which event organizers can create schedules and lists of speakers of the event. The list of prizes for being engaged to the event, such as cash rewards, gift card, or free parking tickets also can be found in the content. The prizes could be creative like an opportunity to participant a one-on-one session with C.E.O or any products offered by the sponsors. The app has a built-in Twitter-box so that attendees can easily get into the network by logging in Twitter and participate within the app without distraction of other tweets. Attendees will use this app on their mobile phone or tablet to check in within a period of time before each session to gain points, also by posting tweets or photos of event, answering or reposting others’ tweets to get points. Clicking on and checking any of the sponsors’ logo within the app will earn additional points. For speakers and event organizers, they can observe the event by checking activities of different sessions. It helps them to know the most popular session, and view clearly the discussion under a particular session. After the event, there would be more event-related missions on the app for getting higher points to win the prize which could be check every day the event and view more sponsors. It allows better close-event-games than just end the event and lose involvement day by day.   

Since event app is no longer a novelty recently (there are similar apps like Slido, EventMobi, SpotMe), event organizers are seeking for more suitable app for themselves. Concerning this, Livecube can be tailored for different companies for their own system. The fact that it blends game mechanism to the app not only optimize the engagement of attendees before-during-after the event, also provides more sponsorship chances between the event organizers and sponsors regarding to the revenue. It is a good example to witness the practice of newly trend of gamification in the event industry.

In the beginning of this year, event technology company QuickMobile released a white paper which predicted that Mobile Event Apps will transform the engagement spectrum. Gamificataion was highlighted as a main trend of mobile event apps. Gamification transplants the key concepts of game mechanics and game dynamics to non-game applications. It has been used to the areas of behavioral economics, community management, customer loyalty programs and game design. 

As newly introduced to event industry, Gamification offers the solution of catching and maintaining attendees’ attention. Game mechanics include challenges, gifts and charity, leaderboards, levels, points, and virtual goods and spaces, which turn an ordinary activity into a game. In an event, activities that incorporate game mechanics show the traits of challenging, fun, and satisfying. Game dynamics includes achievement, altruism, competition, rewards, self-expression, and status, which are the factors that drive attendees to participate in the game. Such activities with excitement and passion give attendees the experience of game player. They feel fully involved as they are competing or associating with other attendees. In this way, gamification can help event planners achieve couple of objectives. First, it motivates people to participate and improves attendance, especially at the low period as early mornings or at the end of the day. Second, it improves networking, attendees are encouraged to visit certain booths, connect with certain people, create and share content, attend key sessions, etc. Third, interact through social media, attendees’ attention is maintained as well as the number of tweets and social media hits during the event is increased. Overall, attendees can have more fun and better experience of the event.

Sources: 

http://www.bizbash.com/how-to-use-gamification-to-motivate-social-sharing-at-events/new-york/story/27713/#sthash.BXWgV8EG.8gaOVfS3.dpbs

http://www.internationalmeetingsreview.com/technology/our-apps-series-continues-boosting-attendee-engagement-97929

http://www.gamification.co/2013/11/21/livecube-cuts-social-media-noise-events-gamification/

http://www.njtechweekly.com/art/2180-spotlight-on-livecube-nj-serial-entrepreneur-aaron-prices-new-startup/

http://www.eventmanagerblog.com/event-gamification#2dO5T4uBS8FH0pGo.99

http://jeffhurtblog.com/2011/03/17/using-gamification-influence-event-participants-behavior/

http://www.linkedin.com/company/livecube

Pictures courtesy of www.freedigitalphotos.net

Posted bySang ZHAOandSiqi ZHANG