3 Ways You Should Be Using Event Verification Data for Your Trade Show

May 2, 2017

Marissa Maybee

As Senior Director of Engagements and Analytics at Bear Analytics, Marissa Maybee shapes spreadsheets and exports story and forward-looking insights into data to help empower clients to grow their events and engagements.

Of all the types of event data we deal with at Bear Analytics, attendee verification data is one of the least exciting, but failure to understand who truly attends your trade show, conference or event robs your logistics and marketing teams of critical insights that can fuel event growth and more sophisticated forecasting and marketing.

Do you know how your event’s AOV coding is generated? Do you know, for sure, which registrants actually attended your last show?

Most large trade shows adhere to the Advance/Onsite/Verified (AOV) framework when it comes to verifying that a registrant actually attended the show: People who register in advance have several ways to get “verified” onsite, including at badge pick-up or check-in, security checkpoint scans, education session scans, and exhibitor lead scans from the show floor. 

Often, event registration companies will combine several sources of verification data to make a final pronouncement on whether or not each advance registrant attended or not.

Here are the three reasons your organization should be placing an emphasis on the quality and utility of your attendee verification data.

1. Better forecasting and planning

While we’d like to be able to count on every registrant converting and coming to our events, we know life gets in the way via competing business priorities, family emergencies, even inclement weather or traffic snarls on the day of the event. This no-show behavior is especially prevalent at large trade shows, where certain segments of attendees often pay a nominal (or nonexistent) fee to only walk the exhibition floor.

Without trade show and event verification, there’s no way to distinguish registrants from actual attendees, and your projected attendance numbers could be significantly off from the real number. If you plan for 100 percent of registrants to attend, but historically only 80 percent have come, you could end up over-budgeting and losing money over these no-show registrants.

2. Sending different messages to attendees and no-shows

Sending the same message to all of your past trade show and event registrants assumes that they all attended your event and you lose an opportunity to tell no-shows that their absence was noted and their presence missed. 

Despite the fact that we know the “no show” component exists, event marketers often ignore the difference between registrants – people who committed to attend an event at some point in the past – and attendees – people who actually showed up on site, had experiences and made valuable connections.

If you’re looking to increase attendance numbers, focus on targeting attendees and no-shows with distinct, targeted messages. Encourage attendees to return and get the past year’s no-shows excited enough to follow through and attend next year. No-shows are a warmer prospect pool than entirely new registrants – they have already taken the time to register once.

3. Verification data from multiple sources gives you insights on your attendees’ behavior

Beyond just telling you who’s coming to your show, event verification can show you what your attendees are doing once they arrive. Scanning attendees in at different locations can show how many people are actively visiting the exhibit floor or attending breakout sessions, and can also highlight which parts of your event are lacking in attendee involvement.

With this scan information, you can see what’s working, what’s not and which aspects of your event need the most attention to enhance its success.

Don’t overlook the value of your attendee verification data!

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Partner Voices
Less than six months ago, Lisa Messina joined the Las Vegas Convention and Visitors Authority (LVCVA) as the first-ever chief sales officer after leading the sales team at Caesars Entertainment. A 12-year Las Vegas resident, Messina is a graduate of Cornell University’s School of Hotel Administration and serves on MPI International’s board of directors. TSNN had a chance to catch up with this dynamic leader and talk to her about her vision for the new role, current shifts in the trade show industry, creating more diversity and equity within the organization, and advice to future female leaders. Lisa Messina, Chief Sales Officer, LVCVA With Las Vegas becoming The Greatest Arena on EarthTM, what are some of the things you’re most excited about in your role? Our team was at The Big Game’s handoff ceremony earlier this month, and I couldn’t help but think, “We’re going to crush it next year!”  These high-profile events and venues not only drive excitement, but also provide unmatched opportunities for event planners. Allegiant Stadium hosts events from 10 to 65,000 people and offers on-field experiences. Formula 1 Grand Prix will take place in Las Vegas in November, after the year-one F1 race, the four-story paddock building will be available for buyouts and will also offer daily ride-along experiences that will be available for groups. And, of course, the MSG Sphere officially announced that it will open in September, ahead of schedule, with a U2 residency. It’s going to be the most technologically advanced venue as far as lighting, sound, feel, and even scent, and it will be available for buyouts and next-level sponsorships inside and outside. There’s no ceiling to what you can do when you’re doing events in Las Vegas.  Allegiant Stadium As the trade show and convention business returns to the pre-pandemic levels, what shifts are you noticing and how do you think they will impact the industry going forward? Our trade show organizers are very focused on driving customer experience. Most of our organizers are reporting stronger exhibitor numbers and increased numbers of new exhibitors, with trade shows proving to be almost or above 2019 levels. Now our organizers are really doubling down on driving attendance and focusing on the data to provide that individualized, customized experience to help attendees meet their goals and get the best value. Some companies continue to be cautiously optimistic with their organizational spend when it comes to sending attendees, but I think it will continue to improve. As the U.S. Travel Association makes more progress on the U.S. visa situation, we also expect a growing influx of international attendees. What are some innovative ways the LVCVA helps trade show and convention organizers deliver the most value for their events? We focus on customer experience in the same way that trade show organizers are thinking about it. We got rave reviews with the West Hall Expansion of the Las Vegas Convention Center (LVCC), so over the next two years, we will be renovating the North and the Central halls, which will include not just the same look and feel, but also the digital experiences that can be leveraged for branding and sponsorship opportunities.  Vegas Loop, the underground transportation system designed by The Boring Company, is also a way we have enhanced the customer experience. Vegas Loop at the LVCC has transported more than 900,000 convention attendees across the campus since its 2021 launch. Last summer, Resorts World and The Boring Company opened the first resort stop at the Resorts World Las Vegas , with plans to expand throughout the resort corridor, including downtown Las Vegas, Allegiant Stadium and Harry Reid International Airport. The LVCVA also purchased the Las Vegas Monorail in 2020, the 3.9-mile-long elevated transportation system that connects eight resorts directly to the convention center campus. This is the only rail system in the world that integrates fares directly into show badges and registration. For trade show organizers, these transportation options mean saving time, money and effort when it comes to moving groups from the hotels to LVCC and around the city. Also, the more we can focus on building the infrastructure around the convention center, the more it supports the customer experience and ultimately supports our trade show organizers. Scheduled to debut in Q4, Fontainebleau Las Vegas will offer 3,700 hotel rooms and 550,000 square feet of meeting and convention space next to LVCC.  What are some of the plans for advancing DEI (diversity, equity and inclusion) within your organization? We’re currently partnering with instead of working with a leading consulting firm, to lay the foundation and create a solid DEI plan and be the leader when it comes to DEI initiatives. The heart of that journey with the consulting firm is also talking to our customers about their strategic approaches to DEI and driving innovation in this space.  What are your favorite ways to recharge? My husband and I have an RV and we’re outdoorsy people. So, while we have over 150,000 world-class hotel rooms and renowned restaurants right outside our doorstep, one of my favorite things to do is get out to Red Rock Canyon, the Valley of Fire, and Lake Mead. Five of the top national parks are within a three-hour drive from Las Vegas, so there’s a lot you can do. We love balancing the energy of Las Vegas with nature, and we’re noticing that a lot of attendees add activities off the Strip when they come here.  Valley of Fire What advice would you give to women following leadership paths in destination marketing? I think it’s about being laser-focused on what you want to accomplish; building a team around you that lifts you and helps you achieve your goals; and being humble and realizing that you do it as a group. No one gets this done alone. Thankfully, there are a lot of women in leadership in this organization, in our customers’ organizations, and in this city that we can be really proud of. We’re a formidable force that is making things happen.   This interview has been edited and condensed. This article is exclusively sponsored by the Las Vegas Convention & Visitors Authority. For more information, visit HERE.