Visitor Event Planner

What is a Visitor Event Planner?

The Visitor Event Planner is an online tool that integrates into your show website. It allows visitors to search for, and build a personal list and map of the exhibitors they want to see at a show.

Is that it?

Well no, it actually has some very useful functionality to help visitors make the most out of your exhibition, below is a list of visitor functionality and features:

How does this benefit the Visitor?

The Event Planner gives visitors the chance to make the most out of their time at a show. They are welcomed by an Interactive 3D Venue Map where they can find local amenities and plan their travel and accommodation at the show.

By clicking on the halls they are taken onto the show floor. Here they can search by exhibitor name and product category, the results are clearly displayed on a fully interactive floorplan that can be zoomed, dragged and clicked on for more information. Each exhibitor has an information bubble that displays their Name, Stand Number, Web Address, Company Profile and Logo. From this bubble the visitor has the ability to Contact the exhibitor, arrange a meeting or add them to their Event Plan. Searching by product category the visitor can scroll effortlessly through specific exhibitors, increasing their chance of finding new and interesting companies.

The Save & Retrieve functionality allows visitors to build their plan when it suits them. They can retrieve their Event Plan from any computer with an internet connection using their login details, meaning they can build their Event Plan at home, in the office or on the train. Visitors have the option to opt-in to receive news and information specifically from exhibitor in their Event Plan, keeping them up to date with the companies they’re interested in.

The Event Planner doesn’t have to be a personal Event Plan. It can be used to create an agenda for staff, colleagues and friends. This allows visitors to make sure even if they can’t make the show that their show objectives can be met by others or as a team.

As exhibitors are added to the personal Event Plan the visitor is able to add notes for each, allowing them to add meeting details, questions or guidance notes if the Event Plan is for someone else. Once complete the visitor can print or email their Event Plan and take it to the show, by emailing the visitor will be able to view their Event Plan on an email enabled phone.

Does it benefit the Exhibitor at all?

Yes, in a number of very useful ways. By having a Visitor Event Planner the exhibitor is given more visibility. New companies trying to promote their products are searchable by category increasing the likelihood of being found by interested parties.

Exhibitors will also receive contact details of visitors that have added them to their Event Plan and opted in to receive news and information. This information is extremely important to the exhibitor as it allows them to market to the very people interested in their company and products.

The Visitor Event Planner gives exhibitors a unique and quantifiable sponsorship opportunity. It will allow them to directly influence the visitors’ choice of who they want to see and in turn increase the number of visitors to their stand at the show. Based on statistics from a number of previous shows, sponsors of the Event Plan are 40% more likely to be added to a visitor’s event plan. This goes hand in hand with the notification feature meaning the sponsors will receive more contact details of interested visitors.

The Event Planner acts as a communication portal where visitors can contact exhibitors and/or arrange meetings. This means that Exhibitors are generating leads before the show even opens.

How will the Visitor Event Planner benefit me as a show organiser?

There are quite few a benefits. Not only are you meeting your visitors needs by providing a tool that enables them to plan their day at your show, you’ll be helping your exhibitors maximise their investment by generating extremely strong leads before, during and after the show.

You will also be able to use the Visitor Event Planner as a means to generate revenue from sponsorship, confident that what you sell has a quantifiable ROI.

Is it difficult to implement, and keep up to date?

No, in fact it’s very simple. All we require is an up to date CAD file and a spread sheet containing your exhibitor details and we do the rest. We work with ASP, MiraMedia and a number of in-house or external show website providers. Without going into too much detail we supply your website provider with a couple of lines of code and once inserted the Visitor event planner will look like it is part of the main show website.

The update process is also very simple. We just require the up-to-date floorplan and exhibitor spread sheet. Just let us know how often you want the Visitor Event Planner updating and we’ll schedule the update.

How much does it cost?

It really depends how long you want the Visitor Event Planner online for and how often you want it updating. But we are confident your sponsorship revenue, generated from the Visitor Event Planner will more that cover the cost. Download our sponsorship document to see the different sponsorship options available to you.

Download the Sponsorship and Advertising PDF