Yes, our team impressed again at the most important tradeshow for the MICE sector. We proved that not only do we keep pace with the latest trends in event technology but we also create them. During more than 400 meetings at IMEX Frankfurt, we showcased our facial recognition and live badging, alongside the world premiere of four industry-redefining products.
A problem-free, stress-free and fully-personalized, without queues check-in? As ever, the fielddrive team rose to the challenge with tailored integrations, cutting-edge kiosks and its unique live badging system. Dive into Blue Prism World 2019 here...
Fielddrive knows that every event organiser needs to be able to print badges easily and quickly without having to move about any large, clunky kit. Welcome to BadgeBox: your new wingman! BadgeBox is our simple out-of-the-box solution for real-time badge printing. The unit can print 250 badges an hour and is the perfect self-service option for events of up to 500 attendees. Read more…
Your attendees have far more important things to do than queue. As an event organizer, you know that first impressions count. To guarantee a fast, easy and smooth check-in, as well as provide an overall professional and memorable experience, read our tips and tricks of the trade.
What was the most glamorous thing happening in Benelux this week? The BEA Awards, of course. And the fielddrive team was thrilled to bring cutting edge technology to the event for events. A wow factor was guaranteed, sequins were optional. Read more here.
To save paying registration fees for events, certain people will do the most creative things. Luckily help is at hand with some very smart new technology. Read on to discover how you can cancel the Naughty List and boost your profit
When you host an event for the food industry, your taste-buds are bound to be tickled. Even more so, when your check-in is speedy and smooth. The team at RAI Amsterdam were so impressed by our face recognition check-in at their recent Hotel & Catering trade fair, that they are now hungry for more. We, at fielddrive, are very excited to provide their high-tech nourishment in future events. Read our blog post for the juicy details...
fielddrive, the award-winning, onsite attendee management technology company, and Zenus, the premier face recognition provider in the events industry won the prestigious Tech Watch Award at IBTM World in Barcelona.
Hours of hard work, thousands of air miles, tens of hotel beds and a couple of shiny things… this season, the fielddrive team has been celebrating the fruits of its labors. We have been showcasing fielddrive’s unique check-in systems at various international events and scooping up some prestigious awards. Read more here…
The General Data Protection Regulation (GDPR) was the most critical change in privacy laws in 20 years and caused a lot of grey hairs in our industry. Now, half a year after enforcement, what have we learnt and how can we make things better?
The good news is that event managers are much more conscious of the importance of data security. The not-so good news is that we see most of you struggling to adapt to the new requirements.
Many have over-compensated. You really don’t need a 20 page Data Protection Agreement or a privacy form that contains 100 questions. This only serves to reduce preparation time for event managers, create a headache for attendees and even put some events at risk… all of which miss the desired outcome.
Of course, there are some grey areas that need to be clarified, but in these cases, common sense must prevail. Too many event planners are reducing the services offered to customers (for example, lead retrieval), because they are afraid of the consequences of a possible lack of compliance, when in fact it is perfectly legal.
To help us help you:
Minimise attendees being able to see other attendee details by having a host do the name check. Keep self check-in only for attendees who have their confirmation mail with the barcode on it.
Prevent the name of the previous checked-in person being on screen by activating a privacy screensaver on the kiosk after each print.
Ensure attendees’ full consent to facial recognition cameras by setting them up in a dedicated, clearly marked zone only for those who have opted into the process.
We strongly believe that GDPR is an opportunity to improve existing daily operations. That's what we’ve done at Fielddrive. We reviewed our key processes and strengthened our already super-protected data. When you hold an event with us, you’ve got things James Bond would approve of, such as:
Fully encrypted data storage on our kiosks (with little change to printing time).
Locked USB ports on our devices, so data cannot be transferred to a flashdrive/memory stick.
Locked kiosks overnight when necessary, to prevent physical access.
Wiping of all data from kiosks before shipping, to prevent breaches.
A system that accepts client-protected Excel lists/other databases.
A system that allows clients to upload their own data to our platform or use an API integration between fielddrive and their preferred platform.
Encryption of all data transfers between kiosks and the fielddrive webserver.
Storage of biometrics data on a separate server that contains no individual delegate data.
Authentication and activity logging for every kiosk operator.
Badges that self-destruct within 10 seconds of leaving an event (only joking).
If you have more questions about our Data Protection Policy contact us at email@example.com
If you want more details about fielddrive’s live badign solution or if you have custom requirements, contact our team firstname.lastname@example.org
Looking to add compelling services to your existing event products? Interested in enhancing your existing badging solutions? Want to pioneer 'Face Recognition’ check-in in your market?
fielddrive is looking for regional partners aiming to become prime badging suppliers in their markets. Join us on October 25th for a comprehensive webinar focused on our Partner programme. Our CEO Danny Stevens will present fielddrive’s unique combination of software integrations, hardware innovations, and worldwide partner strategy for deploying out-of-the-box event-tech solutions for live-badging, visitor-tracing and more…
fielddrive offers an innovative suite of services for on-site attendee management across the globe. The fielddrive suite includes pioneering solutions for data integration, live badging, and track and trace capabilities which can be implemented at your event. fielddrive is the first event-tech company which uses the face recognition technology for secure and expedited attendee check-in. fielddrive’s self-registration kiosks offer a solution that gives the attendee an easy and fast way to register, check-in, and print their badge. fielddrive’s full-size registration kiosks can service up to 500 people per hour. This remarkable suite of services can be deployed for your event anywhere across the globe thanks to the network of certified fielddrive partners.
The world often throws more than one event at you at the same time (it’s a cruel world). So many attendees, so much data, what is to stop them From getting mixed up, or worsE still, lost, when you work with a third-party registration system?
There are no such worries with fielddrive. Our system seamlessly connects with any data source: your preferred event registration platform, CRMs, management software, maketing and sales applications, mailing tools, social media and MySQL databases.
In a nutshell, you will continue to use whatever software you always do. We just make it work (a lot) better for you.
Here are a few benefits of our system:
Less passwords to remember!
No switching providers or platform, or migrating data. Event planners can manage registration and check-in without having to learn new software. That makes it more GDPR compliant too.
Easy to select the right attendee list in our on-site kiosks.
Easy to add or change both attendee and event data. Last minute bookings and walk-ins, misspelled names on the badge? No worries… simply log in, tweak the data and - boom! - within 30 seconds the update is shown in BadgeDrive (our live badging software).
Fully customized badges, covering everything from your attendees’ dietary requirements and agendas, to wifi access.
Everything synchronized live to the Cloud. That means you can follow the check-in progress in real time from your mobile device.
Better post-event communication and reporting. All replacements, new registrations and workshop changes are logged into the database.
Fielddrive lets you manage:
Onsite live badge & wristband printing
Session tickets printing
New registrations (managed in the core application with direct sync to Badgekiosk)
We are integrated with:
Leading registration platforms; Aventri, Eventbrite, Cvent, Event Force, EventMobi and Trippus and many more…
Mailing platforms; Hubspot, MailChimp and Gmail
Spreadsheets: Excel and Google, for those of us who prefer ‘old school’ registration!
We are adding new integrations to the Cloud weekly (100 so far, and counting). See the Galleries page for a full list.
Fielddrive is fastest, easiest way to manage your event check-in. It’s also the most cost-effective - we won't suck your blood.
If you want more details or if you have custom requirements, contact our friendly team email@example.com
Abba, Ikea, Volvo, smörgåsbord, scandi noir… now the next big thing to come out of Sweden is Trippus - a registration platform that will make your pre-event planning and check-in go smoother than Bjorn Borg’s backhand.
Added to Fielddrive’s portfolio, Trippus works with your CRM system and membership/enterprise databases, so you choose who to invite in your CRM and send the invitations with Trippus. (Then, as soon as attendees accept or decline the invitations, it updates your CRM).
With this latest API integration, there’s no need to produce badges in advance and worry about mistakes and wastage. Fielddrive prints badges automatically at the kiosks as soon as attendees arrive, and you can manage the check-in process in real time via both BadgeDrive and Trippus. No more cutting, folding and sorting. No more long queues. It saves time, it saves trees and your guests get a professional experience from the start. Win-win.
As if that wasn’t enough, it also includes the option of face recognition check-in in less than 9 seconds!
Trippus allows you to:
Build an event registration website that fits with your corporate branding and keeps all information for your attendees in one place.
Process online payments for registrations.
Send corporate-branded invitations and reminders. Then follow-up on the invitees in real-time.
Send corporate-branded e-tickets to all attendees, who then scan them at fielddrive kiosks to automatically print their customized name badges. Via Trippus, you can send an SMS message to all registered participants containing a personal link to their ticket, together with all information about the event.
Alternatively, ‘wow’ your attendees with face recognition check-in. Attendees can upload their mugshots for the fastest check-in with this new technology. No need for any other confirmation of registration, the BadgeDrive module in fielddrive kiosks recognizes them immediately and triggers the printer to create a badge. The total check-in time takes only 9 seconds!
And finally, communicate, via the Trippus app on your Smartphone, everything that attendees need, or need to know – from itineraries and maps, to vouchers for dinner and drinks.
It all sounds much more tempting than fermented herring!
Are you eager to use Trippus and fielddrive live badging solutions at your next event? Contact our team at firstname.lastname@example.org or schedule a demo.
LeadPod Pro advanced lead retrieval solution is available now!
LeadPod Pro expands upon our existing badge-scanning app, LeadPod, by incorporating customizable lead surveys and follow-up tools like the ability to call, email or text a lead directly from the app.
The LeadPod Pro app turns any iPhone, iPad or Android device into your own advanced lead retrieval tool. Simply scan an attendee’s badge with the device’s camera to capture their contact information on the spot, take notes, and survey your lead with customizable surveys.
You can also save a lead as a contact on your phone, place a call to your lead or send them an email or text message – all directly from the app! This functionality makes lead follow-up a breeze and ensures you get the most out of the leads you capture.
Scan attendee badges using the camera on your mobile device
Take notes on each lead record easily
Ability to scan leads offline if internet connection is lost
All leads are stored in your own password protected portal
Create your own custom surveys
Indicate whether a lead is cold or hot using the slider
Follow up with each lead directly from the app by placing a call, sending a text message, or sending an email
- Save each lead as a contact on your phone with just the click of a button
Take a tour of LeadPod Pro in this short video.
With LeadPod Pro, all leads are synced to an online, password-protected portal where you can access your leads during and after the event. In addition, the app can be used in offline mode, eliminating the worry of finding wi-fi in a crowded exhibit hall to capture leads.
We hope this new functionality will help you and your exhibitors better qualify leads and follow-up instantly and seamlessly from the very app used to capture leads.
Would you like to use Lead Pod Pro at your next event but yous still have some questions? Perhaps you would like to schedule a demo to try out it yourself? If yes, contact us!
Face recognition, AI matchmaking, mixed reality — these terms may seem “futuristic” or meaningless for event organizers, but they offer an incredible opportunity available for event professionals who are willing to embrace innovation. Artificial intelligence is already changing the events sector and it might play a significant role in growing your event. From customer support to event management and marketing, AI may change how attendees experience live events.
Here are three AI technology trends which might make your event experience stand out from the competition.
Face recognition for event check-in
Face recognition helps event organizers to simplify attendee check-in, but it also keeps the process very personal. Fielddrive collaborates with Zenus Biometrics to use face recognition technology on-site at events, allowing attendees to check-in using only their face. In just 9 seconds your attendee can be checked-in and have their badge printed, while you focus on more important things.
But how does it work? During the registration process, attendees are asked to upload a photo of themselves to complete their registration. No personal data is transferred to Zenus other than the picture. The registration platform anonymizes the filenames of the images and sends them to a cloud-based service. The de-identified images are processed and instantly discarded without ever being stored. The face measurements and metadata are discarded after the event. The process is secure and GDPR compliant. Attendees can always change their mind and opt-out.
As attendees arrive on site, a web-camera attached to the fielddrive check-in kiosk takes pictures and the face recognition software recognizes them. If a match is found, the system will return a message to welcome the attendee by name. While attendees confirmed that they were correctly recognized by a camera the badge is instantly printed by the kiosk.
If a match was not found, the attendees will be asked to either scan their barcode from confirmation email or enter their name. Attendees who did not opt-in to face recognition can be found in the system by typing in their name to the search engine in BadgeDrive, a software installed in the kiosk. They can also use their ticket/barcode.
Face recognition minimizes the user actions required as attendees do not have to search for an event confirmation, printed tickets, confirmation emails etc. Finding a ticket or email can be the biggest hold up at the registration desks, so removing this requirement boosts the check-in speed and keeps a good atmosphere from the very beginning of the event and makes it more innovative and professional.
If you want to know everything there is to know about face recognition read our case study: Face Recognition Check-In for Keller Williams.
AI Matchmaking for personalization and recommendations
According to Tim Groot, co-founder and CEO at Grip, a UK-based event networking platform powered by AI, one of the opportunities brought by AI to events is personalizing recommendations for event attendees, exhibitors, and products on a scale that was previously unheard of.
At a typical networking event, attendees may be matched manually with other attendees according to an interest form. Not only is the match not always a good fit, but the entire process is tedious and expensive for event planners to manage. An AI matchmaking engine can interpret data from social media profiles like LinkedIn and Facebook that attendees would have already populated and recommend people to meet, conference sessions to attend, or even products that would best suit their business interests. Attendees can schedule meetings before the event starts, or indicate they are not interested in the recommendations from the system, which helps improve the next set of recommendations.
Mixed reality to extend attendees experience
Mixed reality, called as well as a augmented reality, from the events perspective has initially been used as a tool to catch someone’s attention and get them engaged with a brand. For example, at the 2017 Consumer Electronics Show, the film Hidden Figures was promoted through augmented reality technology by having attendees use their smartphones to discover the hidden statues of the film’s main characters. Attendees had to scan QR codes hidden in different parts of a venue with their phones in order for the statue to appear. Experiences like these incentivize attendees to engage with their surroundings.
Mixed reality is now transitioning to a more pragmatic tool – attracting participants through a visually interesting experience, but then providing them with information in a more personalized and relevant way. Mixed reality is a great way to educate prospects on the full capabilities of exhibitors products or services. Volvo is already working on offering potential customers the ability to engage with their cars through Microsoft HoloLens headset.
Soon these technologies will change the way event sector, conferences and tradeshows are operated. New AI technologies like face recognition, mixed reality and AI matching and have great growth potential in other event aspects like security and access control and in this field fielddrive is working now. So far, the added value of AI is that it highly customizes customers engagement and streamlines attendees experience, for instance, they can check-in at the event without any confirmation letter or ticket with a barcode, they just can enter by showing their face to camera.
Share your thoughts! Will you incorporate any of these AI trends into your next event? Can you think of other ways to use these technologies? Let us know by leaving a comment below.
ARE YOU EAGER TO USE FACE RECOGNITion AT YOUR NEXT EVENT?
Tracking session attendance is an easy way to gather attendee feedback and translate this information to useful data. Feedback from attendees on the sessions offered can be incredibly valuable when it comes to planning a successful event and deciding how to make the attendee experience more meaningful.
Here are four reasons why you should start tracking session attendance at your next event:
Understand your attendee’s interests
Tracking session attendance gives event organizers important insight on what topics their attendees find interesting and captivating. Session tracking data identifies how many people enter a session, leave a session, and how long they spent in the session. This data can be analyzed and used when selecting session topics and speakers for future events.
Award education or professional credits
Checking the participation rate for each attendee of certificate sessions is no longer a challenge when using session tracking technology. Event organizers can accurately report this information with the data obtained from the session tracking technology.
Measure your investment and plan the event budget
Understanding which sessions your attendees are spending the most time in allows you to better measure the investment made on speakers and session material. Session tracking data can be used to evaluate which topics, speakers, and overall sessions are popular with attendees and if they are worth bringing back again in the future. If sessions are empty or attendees are consistently leaving early, remove these sessions from your agenda and use the funds in other areas to help improve your event.
Adjust sessions to improve future events
Session tracking data provides details about attendees that can help show organizers when planning an event. Information such as the number of unique attendees and average dwell times can measure the level of attendee interest for each session letting you plan more efficiently. For example, a session with higher attendance rates can be designated to a larger room to better accommodate the demand.
Session tracking data can help you create a well-planned agenda with engaging speakers and session topics that attendee’s will be excited to participate in.
Are you eager to use session scanning at your next event?
Online registration and event technology can help you to look at multiple aspects of your event using all types of data. However, the amount of data you are able to collect can be overwhelming. If you want results from the information you gather, it is important to start with the right information.
To make the most out of your event analytics and get the data your need, be sure to watch these 5 aspects of your event:
ONLINE eNGAGEMENT AND CONVERSION RATES
Start by looking at your marketing campaign efforts and analyze performance. Monitor how much traffic is coming to your website, what pages are being visited, and the amount of time spent on each page. This information can be evaluated to gain a better understanding of the aspects of your event website that are working or what you might need to change to keep visitors there longer.
You can also use this information to see how visitors are finding your event website; How many visitors are converting to registrants after visiting your site? All of this information and data is extremely valuable and can help you improve your event marketing and digital presence.
Registration Demographics and Completion Rate
Don’t miss out on all the relevant information you can collect from attendees during the registration process. Remember to include questions about attendee demographics and interests within the registration form and use this data to segment your data and analyze it further. This way you can assess if certain attendee segments are increasing or shrinking based on demographics or interest areas.
The registration form isn’t the only valuable source of data. Tracking users that started registration but did not complete it and knowing what page they left the registration process can be very useful information. For example, if users are starting registration but leaving the page once they get to the sessions agenda, they may not be ready to commit to registering but were interested in what session content is being offered. To decrease the number of abandoned registrations, you may consider moving the session agenda to your main event website so users can view this separately from the registration form. You can also do follow-up marketing to those people who abandoned the registration process mid-stream.
Event Mobile App and Session Engagement
There is a vast amount of valuable information that can be gathered from your event’s mobile app and the types of data can vary depending on the platform you are using. Most mobile apps can give you more than enough information about your event and its attendees that including a mobile app is an important feature to have.
The number of active users on your event’s mobile app will first tell you what portion of your attendees are providing feedback so you can gauge this information correctly.
Analyze the behavior of the attendees using the mobile app to better understand the content they are most interested in and how they are connecting with other attendees through direct messaging or the social feed. Look at what attendees are adding to their agenda’s most to see what is popular and what might not be working and apply this information when thinking about next year’s event.
Poll attendees through the app to see if they enjoyed the sessions they attended. Cross reference this data with various attendee types to see if certain groups preferred one type of content over another group.
You can also scan attendees as they enter and exit sessions to see how long they stay in a session. Use this data to see which sessions are popular and may require a larger room next year. For less popular sessions, consider dropping them from the schedule or offering them only to a specific attendee type that would be interested.
Attendee Survey and Feedback
The information you gather from an attendee survey can provide insight you wouldn’t normally get from looking at other event analytics. Attendees can sometimes be your most valuable source of information and it is important to listen to their feedback and know how to apply it in a useful way. The survey can be as simple as asking attendees to rate your event on a scale of 1-10 or you can ask more specific questions about multiple aspects of your event. You can include an attendee survey in your event’s mobile app or send an email to them afterwards asking them for their feedback.
The feedback from the attendee survey can be used to identify your event’s promotors, or people that will help spread the word about your event and could have a positive influence on prospective attendees. Once you have identified attendees that are passionate about your event, reach out to them to see if they would like to be included in next year’s event brochure or possibly interviewed for your event website. On the other hand, the survey can also help you identify aspects of your event attendees were not happy with or ideas for what they want to see in the future.
Post-Event Attendee Behavior and Internet ANALYSES
Your event may be over but there is still information and data to look at that can help you be successful in the future. Compare information like the number of new attendees vs. past participants and segment this data to identify any trends. Use the ratings attendees have given on sessions and speakers to figure out which aspects of your event’s agenda people enjoy and what isn’t of interest to your attendees.
It is important to stay focused when looking over your event analytics and not to get lost in all the data you collect. These five aspects of your event can provide relevant and beneficial information that will help you reach the goals you set for your event and give you better insight for the future.
Looking for more event advice? Subscribe to our blog and contact us at email@example.com
Zenus and fielddrive teamed up to support an event hosted by the Keller Williams team. Read this case study and learn how face recognition streamlined the check-in process and made registration seamless.
Based on Case Study by Panos Moutafis, President, Zenus. More information about Event Manager Blog’s case studies.
ABOUT THE EVENT
Spring Masterminds 2018 took place in the US at the Gaylord National Resort & Convention Center in National Harbor, Maryland. This 3-day event is an official Keller Williams event hosted annually by KW MAPS Coaching.
KW MAPS Coaching, one of the leading training and coaching organizations in the world, offers award-winning programs designed for real estate professionals and business leaders committed to transforming their businesses and lives through education and coaching.
The event audience consisted mostly of Keller Williams agents, team leaders, and coaches.
EVENT IN NUMBERS
A 3-day event
1,360 attendees registered online for the 2018 event
664 provided a picture to opt-in for face recognition - a total of 48% of attendees
63 additional attendees registered on-site
978 Attendees checked-in on-site using the kiosks and 118 Attendees checked-in at the registration desk
First time using face recognition for this event
Creating a fast and seamless check-in process.
Checking-in 1360 attendees in a short period of time.
Providing personalized information on the badge: personalized agenda on the back of the badge and information on the session room, to help attendees them navigate through the venue.
THE EVENT OBJECTIVES
The objectives of the event are to educate real estate agents and help them improve their skills while facilitating networking which can result in more business opportunities. Therefore, it was important that people entered the venue in the right mindset to socialize and spend as much time as possible talking to each other.
WHY FACE RECOGNITION?
The Zenus facial recognition software allows event planners to identify attendees by searching a database of faces in real-time.
Adding face recognition makes the process faster. It costs a few cents per attendee and potentially saves thousands for each event due to the reduced number of check-in stations, registration hours, and temporary staff required.
The face recognition software works with any device that has a camera such as smartphones and tablets. No extra hardware or installations costs are required. All you need is a regular WiFi connection as it is a cloud-based service.
No personal data is ever transferred to Zenus. The registration platform anonymizes the images and sends them to a cloud-based service. The de-identified images are processed and instantly discarded without ever being stored. Metadata is also discarded after the event. The process is secure and GDPR compliant.
Follow this link for a full overview of facial recognition technology and the most common myths and misconceptions.
HOW WERE THE OBJECTIVES ACHIEVED IN FOUR STEPS?
1. Online registration
The event planner used etouches for online registration, fielddrive for on-site badge printing, and Zenus for face recognition.The fielddrive API integrates into existing event management platforms. As a result, event planners do not have to switch providers or migrate data.
Attendees registered online and they had the option to upload a picture of themselves and opt-in for face recognition.
2. Collecting pictures
For Spring Masterminds 2018 Zenus implemented a customizable image collection microsite which was used to collect people’s picture via an email campaign. Each attendee received an email upon registration with a unique URL which took them to a dedicated landing page and prompted them to opt-in for face recognition. This special microsite offers real-time feedback and quality control to attendees and ensures that the pictures they submit are suitable for face recognition.
3. Internet bandwidth
The internet connection at many venues is slow unless the event host makes a significant investment. For this event, different implementations were tested to assess the real-world internet bandwidth requirements for face recognition. It was found that as little as 0.5Mbps upload speed per check-in station can be enough to provide a reliable and easy to use facial recognition registration process (this is equivalent to the WiFi that is available at Starbucks and so not insurmountable to venues and planners).
4. On-site check-in
On-site the event planner used five kiosks all of which had a regular web-camera attached to them. On event day, the attendees were automatically identified when they stand in front of the camera. If a match was found, the system would return a message to welcome them by name. If a match was not found, the attendees were asked to either scan their barcode or enter their name. The fact that all kiosks were equipped with face recognition made the logistics easy. While attendees confirmed that they were correctly recognized by camera the bade was printed by the kiosk.
Attendees who did not opt-in to face recognition could be find in the system by typing in their name to the search engine in BadgeDrive, a software installed in the kiosk.
The registration process then enabled the badges to be automatically printed in real time as the attendees checked in. The badges were printed from blank stock allowing tailored content to be displayed on each badge. This year, the event planner chose to display the personalized agenda along with different icons corresponding to different rooms to help attendees navigate through the venue and make their sessions on time.
Speed of Check-in
The face recognition technology was able to increase the speed of check-in bringing down the total transaction time to 9 seconds on average.
The attendees were pleased with the process because they did not need to print their ticket and they did not have to look through their messages to find a pdf file or code to be scanned. These user actions usually slow down the on-site registration process considerably.
The feedback from attendees was very positive. Many commented that they were just trying to pull their phone out of their pocket as they approached the desk and but before they did they were already recognized and greeted by name. Attendees were keen to see face recognition technology at more events in the future.
The event planning team was impressed with how quick and seamless the process was, without any queues. It was the most stress-free registration experience in the history of the Masterminds event. More importantly, the increased throughput of each check-in station means that for subsequent events the event planner will be confident to rent fewer kiosks. The process was so fast that even during the peak rush hour no more than two or three kiosks were utilized. This will reduce the budget requirements for hardware rental, shipping, staffing, and leasing a large registration area and so impacts on the bottom line of the event.
The attendees were happy, there was no stress or hold ups and it offered a great start to the event. The throughput for each kiosk was 400 per hour. 49% of attendees opted into facial recognition the first time Keller Williams tried out this solution. It is expected that the opt-in rate will grow for repeat events because attendees will become more familiar with the process.
TAKEAWAYS FOR EVENT PLANNERS
Minimize User Actions to Speed Up Registration
Face recognition minimizes the user actions required as attendees do not have to search for an event confirmation. Finding a ticket or email can be the biggest hold up at the registration desks, so removing this requirement boosts the check-in speed.
Use Technology to Reduce Event Costs
The higher throughput offered by each check-in station translates to significant cost savings, as well as happier attendees. The event planner is now confident to calculate the precise number of kiosks, staff, and technology required, after closely monitoring the process at the 2018 event.
Use Image Quality Control
Collecting pictures during online registration is a good way to obtain a high opt-in rate for face recognition, however, ensure that the images are checked for quality (for example, are without multiple faces in the same picture) and suitability to ensure high match rates.
Reassure Attendees and Address their Concerns for a Higher Opt-in Rate
Sending email blasts and answering frequently asked questions about face recognition and data handling will go a long way in reassuring attendees and increasing the opt-in rate. As this case study demonstrates, even if less than 50% have opted in it is still sufficient to positively speed up the check-in procedure.
Use a Knowledgeable and Experienced Vendor
Working with a technology provider that has experience deploying facial recognition is vital in ensuring a smooth registration process as the challenges in an event environment are different to other circumstances.
Learn more about fielddrive offer of face recognition check-in.
Wearable beacons track the attendee journey throughout an entire event allowing show organizers to collect and analyze this data and learn about different aspects of the event. Read here about the main benefits of using beacon technology at your event.
How do beacons work?
Wearable beacons are small proximity beacons that can be attached to the attendees’ lanyard. These beacons send signals to “recivers” located throughout the event, these will triangulate the location of the beacon to track the attendee’s movements. They also can send data to mobile phones using a combination of RFID/NFC, Bluetooth or Wi-Fi-enabled frequencies. Different beacons use different mobile apps, but whenever someone with that app loaded on their phone passes by, they receive a customized message or media experience.
What specific data can organizers expect to receive from this technology?
Beacons can be used to create heat maps of your event and help measure traffic volumes. This information can be helpful to monitor registration lines and alleviate long wait times, help see what activities at your event are the most popular, and even identify sessions or activities that are not well attended and can be left out next year. Using filters in heat maps allows you to see behavior and activity based on attendee type.
While the show organizer gains a wealth of information from wearable beacon technology, they also can use this to help keep their attendees up-to-date. Beacons provide real-time information allowing you to send out the most current and relevant alerts or updates to your attendees as needed.
Make networking even easier at your event and display the attendee’s profile on the mobile app or provide the option for attendees to message one another to connect. Wearable beacons can be used to provide a mobile view of other attendees in the area or send an alert when a potential match is nearby by to help facilitate networking and create more meaningful connections for your attendees.
Include gamification to increase networking and engagement with beacon technology and award points for connections made with other attendees. This will help encourage your attendees to meet one another while making it fun and exciting.
Use wearable beacons as a sponsorship or marketing opportunity. Since alerts can be sent based on location when using wearable beacons, offer sponsors or exhibitors the chance to purchase an alert inviting attendees to visit their booth when they are close by. This helps to increase event revenue and drive traffic to the exhibit floor.
Sometimes your attendees need a little help navigating the event venue and the exhibit floor. Use wearable beacons to provide directions to attendees on your mobile app to help them get around without getting lost. With a larger event, use the information from wearable beacons to identify places that attendees have already visited to help them navigate the show floor.
Learn more about our Attendee Tracking services.
Data collection plays an important role in the events industry. The more personal data event managers can collect about the people who attend their events, the better they can customise the event experience, as well as future products and services.
But there is risk associated with the collection and handling of all that data. That is why the EU approved the General Data Protection Regulation (GDPR), which goes into effect on 25 May 2018. Considering many 2018 events are already in the planning phase or have already opened registration, there is no time to delay.
This article will help you to better understand what GDPR is and what requires from you. Secondly, it will show you that GDPR is bringing some opportunities our to industry. We share also a few tips on how to educate your team and delegates.
What is GDPR and why does it matter?
The majority of data protection in Europe is based on dated legislation. GDPR replaces and improves upon existing regulations, notably, the EU Data Protection Directive of 1995, and addresses developments in mobile and cloud technology. So, in a world of online fraud, cyber security data breaches, and almost immeasurable volumes of data, I think it makes sense to update security laws that are over 20 years old.
GDPR also combines multiple existing regulations into one harmonized and simplified set of rules for all EU nations. GDPR gives EU citizens more insight into, and control over, how their personal information is collected and used. To make sure the law is followed, GDPR adds significant fines and penalties for non-compliant data controllers and processors for up to 20 million Euro or 4% of annual global turnover.
While GDPR has been adopted in the EU, the new regulations are not based on location. GDPR applies to every organization in EU and to any organization holding data on EU citizens. This means, as an event organizer, if you are hosting an event in Europe or if your attendees are EU citizens, you are responsible to comply with GDPR. It is important to note that if you are using event management or registration software that helps you to capture and process personal data around your event, the technology you are using is subject to GDPR as well.
There are 7 major components to GDPR that companies and organizations, including event organizers, will have to follow in order to be comply with the new laws. Here is a brief overview of each component:
Consent – Obtaining the consent of your attendees to store and use their personal data can no longer be passive with pre-selected opt-in boxes. Under GDPR, event organizers are required to actively obtain consent from attendees and explain how their data will be used.
Breach Notification – Organizations must notify both users and data protection authorities within 72 hours of discovering a security breach to avoid major fines.
Access – Event organizers must be ready to provide digital copies of private records if an attendee asks to know what personal data of theirs is collected, where it is stored, and what it is being used for.
Right to be Forgotten – Under the new regulations, EU citizens can ask organizations at any time to delete their personal data and ask that their data no longer be shared with 3rd party companies.
Data Portability – The new law states that individuals are able to transmit their data from one data controller to another. Simply put, event organizers should be prepared to provide attendee data in a commonly used digital format if it is requested.
Privacy by Design – Organizations will now be required to have data security built in to their products and processes from the start, specifically in the technology that is used to gather and manage attendee data.
Data Protection Officers (DPO) – For organizations that monitor large amounts of data or deal with data relating to criminal convictions, they will be required to have a DPO who is in charge of GDPR compliance enforcement.
What Event Planners Need to Know?
Event organizers and planners use many different data collection tools from registration systems, mobile apps, surveys, and more to collect personal data from their attendees. The new GDPR is going to affect the way we capture data from attendees, what data we collect, and how it is going to be used going forward.
Under the new GDPR laws, attendees will have new rights to their personal data. Attendees will now have the right to:
Access their personal data for free
Know exactly how the data is being used
Ask for errors to be corrected
Ask the data controller to stop or to restrict the processing of their personal data
Obtain and reuse their personal data
Request their personal data be deleted
Collecting and processing data isn’t the only aspect of events that will be affected by GDPR. Event marketing will feel the impact of the new regulations in a big way. Event marketing efforts will no longer be able to use pre-ticked boxes or automatic opt-ins for marketing mailing lists but will need to have the attendee actively sign up to join and receive marketing messages. Also, if you are collecting attendee data and want to share this data with vendors, the new laws require you to disclose what data is shared, each vendor it is shared with, and what they will be using the data for.
What IS THE BIGGEST CHALLENGE GDPR PRESENTS FOR EVENTS?
The biggest challenge the GDPR is going to bring is the way meeting planners decide what data needs to be collected from attendees in things like registration forms and apps and how that data is going to be used for marketing and personalization. It will change the way attendee data is shared with other third-party organizations like venues, sponsors, agencies and tech providers.
One of the most significant implications of GDPR is that it is retroactive. Come 25th May 2018, all data you store and process for your event will need to comply with the regulations set out by GDPR. This means you’ll need to perform a full audit on the data you currently store to check that it will be compliant ahead of GDPR. Any data that doesn’t meet the guidelines by 25th May 2018 will need to be deleted.
Event planners need to keep in mind that GDPR is not as unreasonable regarding data processing as some alarmists are making it out to be. What is important when processing any data is that you have identified one of the legal grounds for doing so (consent, legitimate interests, contractual necessity, etc.). It’s a good idea to clearly document this for all types of personal data that you process in the course of running your event. Not only does this ensure you are always complying with GDPR, it also acts as clear proof of planning and consideration should the data protection authority ever ask you for this.
IF A COMPANY HAS DONE NOTHING TO COMPLY WITH GDPR, HOW QUICKLY CAN IT GET UP TO SPEED?
Meetings and events are highly exposed to complex data collection and management, which makes GDPR compliance a must. Considering many 2018 events are already in the planning phase or have already opened registration, there is no time to delay.
GDPR preparedness requires a lot of work, but there are some smaller steps you can take to do as much as you can before the deadline. Several authorities have stated that there will be no respite when GDPR is introduced as of May 25th, they accept that GDPR compliance is an ‘ongoing journey’. Being able to demonstrate that you are taking the correct steps forward towards GDPR compliance is already a big step forward. There is a lot of information to be found online. Reading through some good recourses would already be a good step in the right direction.
Secondly start by performing a full audit of the personal data you process as an event and think about minimizing the data you ask your attendees to provide. This assessment will give you a better overview to create an action plan for all non-compliant issues.
Also think about all the third parties you work with, what they do with the data and double check if those third parties are following the GDPR. As a data controller/event organizer, the latter is your responsibility. And last but not least, create GDPR awareness throughout the whole team and your event staff. They probably all have some involvement in one way or another with data processing and need to know how to appropriately manage data.
How to Prepare for GDPR?
The road to GDPR compliance can be long and complex. All corporate and agency planners should begin the process now to ensure compliance before their next event takes place. Let’s talk about how you can prepare for the new laws. Here are 5 ways to help you prepare for the implantation of GDPR:
- Educate Your Team – It is important to be sure everyone on your team and involved with your event is aware of GDPR and how it will affect your event. Make sure they understand the changes you have made to comply with the new laws, they are aware of security processes to keep data safe, and they understand the risks of non-compliance.
- Run a Data Audit – The best place to start when preparing for GDPR is with an audit of the data you currently have on attendees, speakers, sponsors, and more. Find out where the data was collected and whether you have adequate consent to keep the data. Be sure to document the process of your data audit so that you can show your efforts to comply with the new regulations.
- Update Consent Boxes and Privacy Information – Check the privacy information and consent boxes found on registration forms or websites and update this text to comply with GDPR. Remember to use language that is easy to understand, clear, and concise.
- Understand Individual’s Rights and Special Protection Laws for Children – Review the procedures you have in place and make any changes needed to cover attendee rights, like their right to ask for data to be deleted. In addition, be sure to research and understand the special protection laws for children that have been included in GDPR.
- Be Prepared for Data Access Requests and a Possible Data Breach – Now is the time to update procedures or create a plan for how your organization will handle requests from attendees for personal data. If a request is made, you must be prepared to provide the data at no cost and within 1 month of the request. Create a plan and procedure to detect and report a data breach.
DOES GDPR HAVE ANY POSITIVES FOR THE EVENTS SECTOR?
GDPR is a hard apple to crack, but it’s important to note that GDPR will also bring about some big opportunities for our industry. Organization who are transparent and deal with data in a compliant way, will gain the respect of the data subjects. A new level of trust will be built. Especially the transparent way of communicating will be a reason why a person will choose for that specific organization in the first place.
Another big GDPR challenge is the fact that it is retroactive and you need to investigate whether the processing of the data is done on a legal ground. While many events organizers are panicking about this mass loss of data, you should actually see this as a good opportunity for some digital housekeeping. This is the perfect time to improve the quality of your mailing lists, and ensure that you’re only storing the data that you actually need.
This article is intended to convey general information about GDPR only and not to provide legal advice or opinions. The contents should not be construed as, and should not be relied upon for, legal advice in any particular circumstance or fact situation.