Hosting a successful scientific meeting is like producing a movie; behind the scenes, a team of experts works tirelessly with high-end tools to ensure everything runs smoothly. Whether you’re a cameraman, technician, or sound professional, using the right technology and hardware is essential. However, managing this technology can be overwhelming for organizers who may not be familiar with the tools used. That’s completely normal; you have the expertise in managing the content, program, presenters, and much more while leaving this part of the meeting for other experts.
This is where a reliable software provider steps in, offering quality software, hardware, and the expertise needed to make your event a success. With their support, you can focus on your area of expertise, knowing that the technical details are in capable hands.
Streamlined Meeting Management: From Abstract Collection to Onsite Presentation
Managing abstracts, presentations, and sessions for in-person, virtual, or hybrid meetings requires reliable tools and hardware to effectively share content with your audience. Tasks like collecting files, ensuring the latest version is available, and linking presentations to the correct sessions can be challenging. Relying on multiple AV providers can complicate things further.
Imagine if you could manage your entire event, from start to finish, with the help of a single provider that handles both software and hardware. This is no longer a dream but a reality, offering a seamless experience for organizers.
Onsite Hardware & Staff: The Backbone of Your Meetings
Event technology can assist organizers right from the start, allowing them to create email campaigns, send reminders, and manage the entire meeting from a cloud-based platform. This includes everything from abstract selection to session scheduling and event program creation.
Onsite, organizers need to fight different battles. Speakers who want to review their presentations, last-minute changes, effective session management, etc. Relying on a provider that can handle pre-event planning and oversee onsite AV needs is imperative to ensure a successful meeting. This includes preparing laptops for the Speaker Ready Room, enabling speakers to upload, edit, and preview presentations, and setting up laptops in the session rooms so speakers can access, navigate, and speak through their presentations.
To streamline this process, speakers receive a QR code when they enter the Speaker Ready Room, allowing them to review and make last-minute changes using the available laptops. QR code scanners can also track attendee entrance and serve as a lead retrieval system for satellite sessions, enabling organizers to follow up with participants after the event. ePoster terminals equipped with mobile computers can enhance the onsite experience by offering interactive options for attendees.
And even though hardware provides indispensable support to ensure your meeting runs smoothly, technical issues are always possible – such as problems with onsite Wi-Fi, laptops, or screens. A dedicated onsite team that monitors and promptly fixes these issues is crucial. A technical support team is still necessary for hybrid meetings as well. Having a coordinated and dedicated team ensures seamless execution and exceptional results.
A Unified Workflow for a Seamless Experience
One of the biggest challenges for organizers is juggling multiple vendors for different aspects of the meeting. An integrated approach, where a single team manages the entire event lifecycle—including the onsite component and hardware—eliminates this hassle. From content collection to distribution, you only need one platform, simplifying the process and enhancing the overall experience.
Meetings involve many moving parts, and ensuring everything runs smoothly for a successful experience is difficult. Choose an experienced partner with the knowledge to manage all parts of your event and can prove its success.
Discover CTI’s integrated approach for onsite and hybrid meetings.
Capturing & Streaming Content for a Wider Audience
Hybrid events have been on the rise since 2020. One of the best advantages of this format is the possibility to connect both onsite and virtual attendees, giving remote individuals the opportunity to join and enjoy the conference from anywhere thanks to streaming audio and video components. This also helps organizers, who can now accommodate more viewers than they could if the event was only onsite. This content can also be captured and offered as on-demand, allowing asynchronous searching and viewing of the material and providing an additional revenue opportunity by offering content for a wider audience and eliminating geographical and time-zone barriers.
Artificial Intelligence is also a recent and increasingly popular technology, with multiple tools emerging every other day. Some AI features can enhance event content; closed captions, automated translations, or the possibility to search and navigate throughout the video content.
*Read more about CTI’s approach to managing meeting content effectively.*
Ready to Elevate Your Meetings?
Our integrated approach to event management ensures a successful and seamless experience. We provide the software, hardware, and expertise while you bring your meeting planning skills. Perfect combination!
Ready to streamline your meetings? Check out our solutions – or even better, book a call with one of our team members to discuss your specific needs.
