conference_VR_pic
 

VR2020™ in a
Conference Portal

 

The concept of a “consumer orientation” is getting more traction in all industries. Howard Rheingold states in his book The Virtual Community; "VR is used today in architecture, engineering and design, tomorrow in mass-market entertainment, surrogate travel and virtual surgery, by the next century VR will have transformed our lives."

Traditional media cannot provide Event and Meeting Planners with an effective interactive experience. In contrast, VR technologies offer a range of interactive modes, including 360º degree interactive panoramic image and videos, text and communications capabilities. In this way, planners have the power to select what they want to view, in other words, what is relevant to them.

VR2020™ goes even further providing a variety of methods to focus or re-direct users to relevant information. For example, visitors will be able to access a registration page directly from VR2020. You can provide prospects access to your sales people via e-mail, Skype, and MSN providing “one stop shopping” with access to all information and services through VR2020. You give your prospects the ability to communicate directly with your staff as needed. They make the choice.

VR technology brings significant benefits to the conference/meeting place. In fact, VR technology will displace the traditional promotion and selling of your conference.

Why VR2020
VR2020™ is a focused and effective marketing tool but it’s much more than that. VR2020™ can also be a customer relationship management (CRM) tool. It becomes your portal to your prospects and customers and allows them to be in control.

VR2020’s virtual reality marketing solution incorporates multimedia capabilities focused on allowing you to elevate the profile of your conference above the noise, in a very competitive environment.

VR2020™ combines the elements of both and push and pull marketing strategy. The ability to automatically input meta tags to elevate your web profile helps expose your conference to a significantly larger audience. The look, feel and interactive nature of VR2020™ pulls your prospects deeper into the information that is of relevance to them.

VR2020™, with its email links, web links, Skype and MSN capability allow the prospective attendee immediate access to the Conference/Sales Center. You can highlight attractions, accommodation, restaurants etc from VR2020™ creating a revenue source and profit centre.

Additionally, links to sponsors and exhibitors allows visitors

 

Introduction
The purpose of this document is to highlight and document the benefits of implementing virtual reality software from VR2020™ as a web portal/ marketing/CRM tool for your conference.

Good content will attract people to your conference. A positive experience brings them back. When I was running an annual QA conference a common theme from attendees was “I was a stranger when I came here now I feel like I’m leaving family.” That’s the kind of response that ensures repeat attendance and will generate positive word of mouth as well as some powerful marketing clips.

Building those kinds of positive relationships ensure a high percentage of returns for future conferences. Attendees will share their experiences with others, particularly if it was very positive. In addition, companies sponsoring employees to attend the conference may expand their attendee lists if the feedback is positive and there is perceived value.

The purpose of this document is;

1. To demonstrate how VR2020™ will elevate the profile for your conference providing a distinct competitive advantage and one stop shopping for all prospects and partners.

2. To understand how you can provide enhanced services and capabilities for your prospects and attendees using VR2020™ as your all in one conference portal.

3. To demonstrate how VR2020™ can help you achieve a “greener” conference.

Prologue to Virtual Reality
Virtual Reality (VR) Tours utilize the power of the computer to present a user with the illusion of being in a three dimensional world with the ability to navigate that world quickly and easily through an intuitive user interface. It is the corner stone of simulation that is, presenting the users a real world perspective in a virtual mode.

Marketing media has evolved from the display approach of traditional 2-D print media, such as movies, text and pictures, to the 3D virtual reality (VR). With today's technological advancements and the increased use of and comfort with the internet, many organizations incorporate VR technologies to present their products and enhance the user experience.

 


 
 
 
 
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  visitors to view relevant information and to communicate directly with the exhibitors to set up demos or meetings while at the conference providing a benefit to both the exhibitor and the attendee.

All of the above can be accomplished without the need to outsource or use internal IT resources. VR2020™ is an easy to use format that allows the business users and sales and marketing to implement changes as required to support your initiatives and value proposition.

You control what is on your site, and you can change it, as needed, in real time. VR2020™ provides the ability to highlight and connect directly to sponsors and exhibitors, if you wish.

VR2020™ provides a dynamic template upon which you can highlight, in a mutli-media integrated environment, the facility, your partners, local attraction, events etc.

Your conference information can be shared off-line. For example, CD’s promoting the conference can replace the traditional “brochure-ware” an expensive and time consuming approach to support your marketing initiatives.

Providing Enhanced Services for Your Sponsors and Partners
The flexibility of the VR2020™ solution and its ease of use allows you the opportunity to promote your conference and provide “value add” using VR2020™ as a conference portal.

Now with VR2020™ you have an excellent vehicle upon which to build relationships that will increase demand for your conference.

Through the sub-licensing capabilities you can provide secure access to sponsors and partners to publish and update their specific information.

VR2020™ becomes the portal for access to all information, registration, questions etc., in a virtual environment.

Marketing Your Conference
The flexibility of the VR2020™ solution and its ease of use provide you with an opportunity to promote your conference and provide “value add” using VR2020™ as a conference portal.

Now with VR2020™ you have an excellent vehicle upon which to build relationships that will increase demand for your conference.

Now with VR2020 you have an excellent vehicle upon which to build relationships that will increase demand for your facilities. For example, you could provide each conference, held at your facility, with a conference specific virtual tour. To the best of our knowledge VR2020 is the only provider who can deliver on that promise.

Through the sub-licensing capabilities you can provide secure access to sponsors and partners to publish and update their

 

specific information. VR2020™ becomes the portal for access to all information, registration, questions etc., in a virtual environment.

Marketing Your Conference
You need to sell your conference to several distinct audiences which may include sponsors, speakers, exhibitors and prospective attendees.

Many conferences offset costs or increase exposure for their conference through sponsorships. Event Planners need to attract corporate sponsors for each level of sponsorship. Some conferences also include vendor exhibits. These can all generate revenue or offset costs for Event Planners. VR2020™ is an ideal tool to help attract sponsors and exhibitors providing a real value add to your sponsors and exhibitors. They, in turn, can manage their own information on the conference portal through a unique password.

Early Stage Conference Planning
By now, you will know the location for your conference. You will have already identified themes and branding and may already have some sponsorship commitments. Your actual conference dates could still be 8 months to a year away. Now you need to market to and draw a slate of speakers that will be of interest to and draw paying attendees.

The VR2020™ conference portal will help you find and solicit speakers for your conference. Prospective speakers can be directed to your conference portal where they can view the location and facilities, learn about the conference focus and theme and download terms and conditions for speakers. A direct email link and/or MSN or Skype provides direct communications link to address any questions that will arise.

Speakers will download their abstracts directly through the VR2020™ links, for review by your selection committee. Once you have identified the best speakers for your conference from the abstracts received, you could have recorded audio and video clips of each or selected speakers providing background information and a short overview of their presentation. This is a very powerful marketing tool allowing your potential attendees to view evaluate and select speakers and topics of interest.

Solicitation of Sponsors and Exhibitors
VR2020™ provides a powerful tool to allow potential sponsors and exhibitors to view and evaluate the benefits of participating in your conference. Using VR2020™ will allow you to get above the noise created by most conferences and will highlight your event as one that exhibitors need to be at. The value proposition supported and enabled by using VR2020™ will ensure maximum vendor participation.

Links can be provided directly to exhibitor’s web site or to conference specific exhibitor information. This could include product and services information, conference specific marketing materials, scheduling specific times with particular vendors.

 
     
         
   
 
 
 
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Marketing The Conference
How we market our conference has changed significantly over the last 10 to 15 years. The majority of conference marketing will be done through e-mail and over the web as opposed to through snail mail and printed brochures.

The web portal becomes the primary source of information for every aspect of the conference. Conference marketing is no longer a static activity but has become an interactive multi-media exercise. VR2020™ is the ideal platform for the “new age” conference marketing providing one stop shopping for your attendees.

  • Instant access, higher quality, greener, significant savings over mailings
  • Highlighting speakers with bios and audio/visual
  • Links to sponsors and exhibitors
  • Links to hotel registration
  • Links to Conference registration
  • Links to Conference activities
  • Events/social
  • Contact us - can be handled via a Telephone number or directly from VR2020™ to Skype, MSN or traditional email – respond to questions

You could even have an area restricted to those who have already registered for the conference to provide them with a different pitch highlighting events, activities or presentations that would be of interest. VR2020™ can be the differentiator and will certainly improve the probability of success. In addition to providing the ability to communicate with registered attendees you could also use this capability to solicit industry and customer specific feedback on relevant issues (market studies) that would be of interest and value to your attendees. .

At the Conference
With VR2020 you can provide direct links to selected or all of the speaker handouts and presentations. Attendees cannot attend all sessions and this provides further value. Should you video or record presentations, links can be provided allowing attendees to view or listen to portions of actual presentations.

You could even allow attendees to complete speaker evaluations directly from their hand held (cell phone etc) device. The reduction in paperwork and the ability to “slice and dice” the data would provide timely results.

Respond to specific queries immediately and share with everyone if of value. In addition, you could post presentation in electronic form and provide ability to download to participant’s hand held devices.

  • Poll attendees on industry specific question to share with attendees
  • Send specific marketing or other info every day, specials etc
  • Floor-plans
  • Events and locations
 

Post Conference

VR2020™ can even be used post conference to provide access to presentations, solicit feedback from attendees and pre-market future conferences.

As part of your on-going marketing campaigns you may decide to email attendees and thank then for attending the conference and to solicit additional feedback.  Links can be provided to capture feedback and to promote future conference(s) or to connect to the conference album.

VR2020™ provides the platform to allow download of presentations, results of polls conducted at the conference and to get attendees to opt in for future communications.

Licenses can be re-used and even archived for future conferences.  This protects your investment allowing you to re-use tour licenses and hot spots.

'Green' Conference
The concept of running a “green” conference is gaining more attention.  Using VR2020™ as your conference and event portal you eliminate the need for much of the paper that you would find at a typical conference.  Everything from brochures and presentations, to exhibitor and sponsor marketing materials and even speaker evaluations can be completed on-line. 

VR2020™ is working with Flick Software to allow you to push information from VR2020™ to a hand held device.   You can run surveys. Imagine capturing relevant industry data from your attendees to be published at a later date and sent to paid attendees. You could provide electronic copies of presentation right to the device substantially reducing the need for paper.

VR2020™ by virtue of its ability to integrate media of all kinds will reduce the need to travel.