Problem Statement
The IBO Conference faced several challenges in managing its annual event, which involved hundreds of attendees, multiple speakers, sponsors, and complex logistics. The main pain points identified by the client were:
- Networking Issues: Despite being a networking-heavy event, many attendees found it difficult to connect with the right people due to the large number of participants and lack of structured networking opportunities.
- Event Information Overload: The conference involved many sessions, speakers, and activities, making it challenging for attendees to stay updated with the latest schedules and important changes.
- Event Organization Complexity: Coordinating various aspects of the event, such as session schedules, speaker details, venue navigation, and sponsor visibility, was becoming increasingly difficult as the event grew in size.
- Limited Engagement: Traditional conference formats often lack interactive features to keep attendees engaged before, during, and after the event. The IBO Conference needed a solution that could keep participants engaged and provide valuable content throughout the conference lifecycle.
Key Points
During the initial discussions with Eventify, the IBO Conference organizers highlighted the following needs and requirements:
- Improved Networking Opportunities: The organizers wanted a solution that would help attendees network more effectively and easily connect with other professionals who shared similar interests or business goals.
- Comprehensive Event Guide: A digital solution was needed to replace the traditional paper schedules, with real-time updates on session times, locations, speakers, and activities.
- Seamless Event Navigation: Attendees needed an easy way to navigate the event venue, access information about various sessions, and find sponsor booths without confusion.
- Enhanced Attendee Engagement: The conference organizers sought to increase engagement through interactive features like live polls, social media integration, and gamification, keeping the audience connected and involved throughout the event.
- Sponsor Visibility and Interaction: Sponsors wanted to have more visibility and better ways to interact with attendees, beyond traditional signage and printed materials.
Solution
Eventify worked closely with the IBO Conference organizers to design a custom mobile app tailored to meet all their needs. The IBO Conference App was developed with the following key features:
- Networking Feature (Matchmaking):some text
- Ideal for Networking: The app included a matchmaking tool that helped attendees identify potential networking opportunities based on shared interests, goals, and business needs. This feature allowed users to find and connect with other participants in real-time, enhancing networking efficiency and maximizing the value of the event.
- Event Schedule:some text
- Real-Time, Interactive Schedules: The app provided an up-to-date, interactive event schedule that allowed attendees to customize their agendas by selecting specific sessions, workshops, or speakers they wanted to attend. Push notifications ensured that attendees were alerted to any schedule changes.
- Speaker and Session Information:some text
- Detailed Speaker Profiles: Each speaker had a dedicated profile in the app, including their bio, session topic, and timing. Attendees could easily learn more about the speakers and plan their participation accordingly.
- Sponsor Visibility:some text
- Sponsor Pages and Promotions: Sponsors had their own dedicated pages in the app, where they could showcase their offerings, promote special deals, and interact with attendees through integrated messaging features. This increased sponsor engagement and visibility, leading to better ROI.
- Venue Maps:some text
- Interactive Venue Maps: The app featured interactive maps of the event venue, making it easy for attendees to locate session rooms, sponsor booths, and essential facilities. This streamlined the event experience, ensuring that participants could easily navigate the conference.
- Social Integration:some text
- Social Media Sharing: The app was integrated with major social media platforms, allowing attendees to share updates, photos, and comments directly from the app. This helped build excitement around the event and encouraged attendees to engage with the broader conference community.
- Event Guide:some text
- All-in-One Event Guide: The app acted as a comprehensive guide to the entire conference, consolidating session schedules, speaker information, venue maps, sponsor details, and more into one easy-to-access platform. Attendees could refer to this guide throughout the event for real-time updates and additional resources.
- Real-Time Notifications:some text
- Push Notifications: The app allowed for instant communication with attendees via push notifications, providing them with real-time updates about session changes, speaker schedules, and other important announcements.
Results
The implementation of the IBO Conference App led to a number of significant outcomes that improved the overall conference experience for both attendees and organizers:
- Improved Networking:some text
- The networking feature led to a notable increase in meaningful connections between attendees. Participants were able to connect with individuals who shared similar business interests or goals, making networking more purposeful and valuable.
- Higher Engagement:some text
- The interactive features such as live polls, speaker Q&A, and social media sharing kept attendees engaged throughout the conference. Many participants reported that they felt more connected and involved in the event, both before and after the sessions.
- Streamlined Event Logistics:some text
- The interactive event guide and real-time updates reduced confusion and enhanced the overall flow of the event. Attendees appreciated having all essential information in one place, and the interactive maps made navigating the venue much easier.
- Increased Sponsor Interaction:some text
- Sponsors enjoyed greater exposure thanks to their dedicated app pages. They were able to engage directly with attendees, share promotional content, and even schedule meetings, which led to a higher level of sponsor satisfaction.
- Efficient Communication:some text
- Push notifications allowed organizers to instantly communicate with attendees about any last-minute changes, helping to keep everyone on the same page and minimizing confusion.
- Positive Attendee Feedback:some text
- Attendees were extremely satisfied with the app, with many mentioning how it helped them optimize their event experience, from organizing their schedules to finding new business opportunities. The app enhanced the overall conference atmosphere, making it more modern and dynamic.
About The Company
The Independent Billboard Operators (IBO) Conference is a major annual event that brings together professionals from the billboard and out-of-home (OOH) advertising industry. It serves as a platform for industry experts, operators, sponsors, and stakeholders to meet, share insights, and explore new trends. The IBO Conference attracts a wide array of participants, from independent billboard operators to suppliers and advertisers. As the conference grows in size and importance, IBO organizers are constantly seeking innovative solutions to improve the attendee experience, increase networking opportunities, and streamline event management.
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