Session Scheduling

It’s important to allow your attendees to manage their personal event schedule. But before that takes place, you need to set up and micro-manage the entire event schedule. Our scheduling application allows you to lay out the schedule with hundreds of breakout sessions, speakers, sponsors and align it all with equipment dependencies, room size and availability.

Once the master event schedule is laid out, that doesn’t mean it’s set in stone. Inevitably, there will be changes. So we have built it the most powerful management tools available today that will notify you of conflicts and facilitate room or speaker changes with automatic notification. Also, should you elect to use our wait-listing functionality, pending attendees can get dropped into popular sessions automatically should spots open up.

Key Session Scheduling Features:

• Master event scheduling
• Coordinate schedules to ensure no rooms, people or equipment are double-booked
• Quick notification tools to communicate with attendees
• Bulk scheduling
• Set up unlimited custom fields on each session
• Configure tracks and organize by level of difficulty
• Automatic wait-listing and notification
• Easily move sessions and attendees into larger or smaller rooms as needed

Content Management

Our complete content life-cycle management tools allow you to automate the entire content creation process from call for papers to presentation documents on site. Open up your event by capturing session topics and speakers that then flow through the content voting committee, legal department and onto the official schedule.

Once your topics are finalized, speakers can then collaborate and submit outlines and presentation drafts. During this entire process, your content management team can track deliverables, coordinate on requirements and manage every detail.

Key Content Management Features:

• Call for papers
• Session voting committee
• Content collaboration tools
• Document storage with version control
• Export presentations to the public catalog or burn to disc
• Bulk session management
• Detailed status reports and reminders

Speaker Management

Once speakers are approved, they are provided access to the Speaker Resource Center (SRC) where they can collaborate with co-presenters and submit necessary prerequisites. Typically, there are a handful of key tasks that each speaker must complete. Our tools track those tasks through to completion and ensure all speakers are prepared, trained, registered and that A/V or technical needs are met.

Since all speakers are given their own personal login, deliverables can be met and timelines achieved without unnecessary e-mails or even phone calls. All tasks are clearly marked and reports obtained upon completion.

Key Speaker Management Features:

• Personalized logins for all session participants
• Content collaboration tools
• Document management with version control
• Detailed status reports
• Quick communication tools to facilitate completion of outstanding tasks
• Simplified speaker registration process
• Hotel booking integration

Exhibitor Management

Your exhibit sales team will have all the tools needed to manage and book the tradeshow floor. Integrated booth maps with availability and online booking allow exhibitors a complete view into the show. Exhibitors can then easily select their booth space, sponsorship level, and manage any additional options quickly and easily.

Once an exhibitor is onboard, they are provided with all the tools necessary to exhibit at the event. A personalized login enables them to manage their company details, materials, booth staff, hotels and registration. The Exhibitor Resource Center (ERC) becomes the hub for the exhibit owner to participate in the event, while the event owner receives up-to-date status reports as important deliverables are met.

Key Exhibitor Management Features:

• Personalized login to self-manage exhibit details
• Empowers exhibit sales to upsell customers
• Exhibitor task management with integrated ordering forms
• Easily add or delete booth staff
• Manage booth staff hotels and registration
• Download leads captured
• Communicate with leads via e-mail followup

Reporting

With a single, centralized event database, you can finally run the types of reports you’ve always wanted with ActiveEvents Insight. With hundreds of built-in reports and flexible ad hoc reporting, you can easily obtain the pulse of the event at a moment’s notice.

Not only can event managers easily create, export and schedule reports, executives can receive personalized links to specific reports or log in to a customized executive reporting suite.

Key Reporting Features:

• Hundreds of built-in reports
• Flexible ad hoc, custom reports
• Export in PDF, XLS, CSV, HTML or XML formats
• Graphs, charts and tables
• Built-in communication tools
• Drill-down links from reports
• Executive reporting suite
• Dashboard management reports

Hotel Management

When booking an event, oftentimes you are required to sell a specific block of rooms. Or, sometimes you simply wish to provide easy hotel booking to your attendees. Either way, our hotel management functionality allows you to easily create room blocks or sub-blocks and offer them to your attendees.

With our integrated platform, your attendees (speakers and exhibitors too) can access their available room blocks and book their stay in one pass. We also offer roommate matching functionality to auto-match attendees based on profile or allow them to select their own roommate.

Key Hotel Management Features:

• Manage negotiated hotel room blocks
• Create sub-blocks
• Display basic hotel information with photos, maps and directions
• Offer specific hotels or room types based on profile
• Create pickup reports
• Allow hotels to securely receive all booking details
• Capture credit card to secure room
• Integration with Passkey or other real-time booking systems

Attendee Portal

While the administrative functionality is robust, the attendees also receive the red carpet treatment from registration to check-in. Once registered, attendees can then access the scheduler application to search for and schedule their sessions manually or using the auto-scheduler.

In conjunction with the ActiveEvents Connect, attendees can not only view sessions and speakers, but exhibitors as well.

Attendees can easily go back in and manage their registration details, add packages or modify their profile information without requiring a call or e-mail to customer support.

Key Attendee Features:

• Self-managed profile and registration
• Personal schedule management
• Book 1:1 meeetings
• Auto scheduler
• Schedule collaboration
• Session, speaker and exhibitor search
• Integration with ActiveEvents Connect