We are excited about exhibiting at IAEE’s Expo! Expo!. We will be in booth #1018. Expo! Expo! is the trade show industry’s premier event. It will be held at the Anaheim Convention Center, December 6-8, 2016.
We recommend attending the following sessions to hear discussions of programs that may enhance the experience and ROI for exhibitors and attendees:
Event Technologies will be featuring our Attendee/Exhibitor connection product line of eShowMail, eShowMail Invitation and eShowMail Charity. In addition we will be discussing our leads retrieval product, eShowLeads.
We look forward to meeting you there.
eShowMail System Data Security
The eShowMail system enables exhibitors to send pre and post show marketing emails to an event’s attendee list while protecting the attendees’ contact information from misuse. To put it simply, exhibitors never see the attendee list. Their information is protected within the eShowMail system through encryption and by limiting access to the system.
The only information we require to send an email is the attendee’s email address. To secure this data within our database, we store the email addresses in a Relational MySQL table in an encrypted form using an algorithm developed using the Java Cryptography Architecture (JCA). The algorithm is show unique so the same email address will be stored differently for each show.
Only Event Technologies employees have access to our system. Customers, exhibitors and attendees are never given access. In addition, logging into the eShowMail system by Event Technologies’ personnel requires that three (3) variables be entered: (User ID, Password, and Security Code.) This makes guessing the login orders of magnitude harder than the normal two (2) variables. If our system is hacked, there is no ability to export information out of our application.
Any data that is entrusted to us by our clients is kept secure and deleted as soon as it is no longer required. Show data is typically deleted within 30 days of the close of the event unless otherwise specified. This includes attached files that have been emailed to us that contain attendee and exhibitor contact information. These files are typically deleted as soon as information is uploaded.
The Event Technologies system is hosted at GoDaddy in Phoenix, AZ using a managed dedicated server that is backed up nightly. The system utilizes Rdb Guard as a means of detecting malicious attempts to gain access to the system from non-authorized users.
Event Technologies has been sending emails on behalf of satisfied clients since 2010. We have never experienced a data breach and have never shared customer data with any third party during this period.
 We are available to discuss the Class Files used and other general implementation approaches by phone should the customers’ IT organization require but do not provide that information in writing for security reasons.
CAN-SPAM and the Impact on Trade Show Exhibitor Emails
Tradeshow organizers gather attendee email addresses in the course of completing attendee registrations and if they are smart, they require them to OPT-IN or OPT-OUT of receiving emails. So the question is what can be done with these email addresses? Quite simply, the show organizer can send CAN-SPAM compliant emails to the registered attendees regarding the show. In addition, they can send emails on behalf of their exhibitors promoting their activities at the show because the emails are technically coming from the show organizer. These emails can be sent until the attendees OPT-OUT. Organizers start to run into problems when they sell the list to the exhibitors as part of their “exhibitor or sponsorship package” or as an add-on benefit so exhibitors can send their own emails.
Based on our experience with exhibitor emailing, here are some things to consider:
The American Association of Pharmaceutical Scientists (AAPS) is a professional, scientific organization of approximately 10,000 members employed in academia, industry, government, and other research institutes worldwide. AAPS advances the capacity of pharmaceutical scientists to develop products and therapies that improve global health.
The 2014 AAPS Annual Meeting and Exposition which had 4,834 attendees and 2,524 exhibiting personnel for a total attendance of 7,358. The exposition hosted 459 exhibiting companies.
AAPS offers an Exhibitor to Attendee Communication Program that enables a small number of the event’s exhibitors to purchase the right to send pre-show and post-show emails to registered attendees. Continue reading
Implementing an email marketing program that enables your exhibitors to reach out to the registered attendees to build floor traffic provides added value to both you and the exhibitors. However, the program can be a little more complex than sending out normal email blasts. Here are a few tips from our three years and a million plus emails worth of experience.
1. Bad things can happen if you don’t keep your email list confidential. Fortunately the number of shows that “give the list away” is on the decline, primarily because of attendees concerns about data privacy and the newly enacted SPAM laws in the US and Canada requiring the recipients to be able to easily OPT-OUT of the process. No good comes from letting the confidential information about your attendees get into unauthorized hands. Continue reading
Attendee trade show badges with 2D bar codes containing demographic information and printed with the attendee’s name have been around for a long time but are gradually being replaced by ones with a QR code and a lot less data. Whether planned or by accident the current trend is helping to address a growing concern voiced by trade show attendees – DATA SECURITY!!!
In 1996, as a founding member of one of the early companies providing third party “lead retrieval” systems to the trade show industry, I viewed the efforts of registration companies to encrypt the attendee badges as attempts to protect their lead retrieval revenue. Why else would they hide data willingly given by attendees from exhibitors who were merely trying to collect better lead data using their own devices rather than those rented from the registration company? Continue reading
Successful trade show exhibitors will tell you that a key factor for their success is to increase the number of quality attendees that visit their booths. In an effort to increase their ROI, and therefore the odds that they will return to the event, they turn to the organizer to increase the number of exhibition hours, not schedule key sessions in competition with exhibiting and to co-locate the food or beverage service in the hall. While all are helpful there is one area that is sometimes overlooked – access to the registration database to support exhibitor pre-show marketing programs.
Recent CEIR research suggests how important access to the attendee data is by pointing out that 76% of attendees arrive at a trade show or event with an agenda, spend quality time with 26 exhibitors and half of these 26 exhibitors scheduled appointments in advance. Thus is clear, the successful exhibitor has to get on the attendee’s agenda and to do this effectively they need the help of the organizer. Continue reading
If your company hosts trade shows and exhibitions, exhibitor retention is a very important part of your strategic plan. The cost of exhibitor attrition is high with estimates from Competitive Edge placing the cost for a show with 450 exhibitors and a retention rate of 75% at well over $250,000 on average. The cost goes up dramatically if the attrition rate approaches 40% as in some events or if the departing companies are the large anchor exhibitors. Whatever the show organizer can do to enhance the exhibitor retention rate will have a significant impact on the show’s bottom line. Continue reading
We hear from many trade show organizers that their attendees are growing increasingly wary of exhibitor email blasts. Some have given up altogether and simply do not allow exhibitors to send any emails to the registered attendee list.
Recent technological advances have given rise to a number of alternatives organizers are using that include social media mentions, listings in the trade show APP du jour and one-on-one meeting scheduling systems. The latter offers a lot of benefits for the attendee who knows who they want to see but also requires effort on the attendee’s part. Continue reading