Automate or Stagnate?
April 20, 2014
Some organizations, trade associations in particular, are reluctant to automate their existing event management practices. Others have embraced the idea of optimizing the planning process, realizing both tangible and intangible benefits along the way.
Why some groups wait to automate. There are a number of reasons why event organizers avoid or delay automation:
- Lack of internal expertise to select the appropriate technology
- Perceived risk of selecting the wrong tools
- Budget constraints
- Reluctance to disrupt existing operations
- “If it ain’t broke, don’t fix it” culture within the organization
- Protracted procurement policies and practices
Automation offers significant benefits. The value proposition of event management software platforms is to facilitate efficiencies, resulting in cost savings, reduced error, faster processing, more accurate data, and enhanced sponsorship opportunities. For many planners, faster processing and more revenue equate with having more time to spend with clients, innovate, and grow the event.
The climate for meetings is changing. Lingering economic volatility over the past decade or more (from 9/11 to the Great Recession), government sequestration, the rapid pace of technology and the competition for attendee and exhibitor budgets continue to challenge meeting planners. Such an environment makes it incumbent upon associations to optimize their event operations in order to stay nimble and lean.
Automation provides flexibility. A few weeks before the Academy of Nutrition and Dietetics annual conference, a show coordinator responsible for handling the manual processing of exhibitor contracts left the association, leaving the team understaffed for the scheduled on-site exhibit space allocation. Event manager, Katie Burke, immediately added electronic booth sales capabilities to the Academy’s existing event management software package provide by a2z, saving 60 to 100 man-hours and achieving an on-site renewal rate of 63%.
In the end, according to automation experts, organizations may not have a choice. The number of successful groups going in the opposite direction—from automated to manual operations—is exactly zero. One need only look at the pace of change outside the event industry to understand that the price of maintaining the status quo could be extinction.
Partner Voices
Overview:
The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality.
In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way.
“We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.”
Amenities:
The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.
The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience
The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need.
Gold Key Members
The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events.
OCCC Events:
This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.
The Center’s top five events during their 2022-2023 fiscal year included:
AAU Jr. National Volleyball Championships 2023
200,000 Attendees
$257 Million in Economic Impact
MEGACON 2023
160,000 Attendees
$205 Million in Economic Impact
Open Championship Series 2023
69,500 Attendees
$89 Million in Economic Impact
Sunshine Classic 2023
42,000 Attendees
$54 Million in Economic Impact
Premiere Orlando 2023
42,000 Attendees
$108 Million in Economic Impact
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