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Stefania Conti-Vecchi
How to write a good RFP for
your conference mobile
application
Stefania Conti-Vecchi – IMEX America 2012




                                                  2	
  SEMINARS	
  	
  
               10:30	
  -­‐	
  10	
  October	
  2012	
  -­‐	
  Tech	
  Pavilion,	
  Stand	
  2941,	
  Show	
  Floor	
  
               	
  
               How	
  to	
  write	
  a	
  good	
  RFP	
  for	
  your	
  conference	
  
               mobile	
  applicaKon	
  
               	
  
               	
  
                      	
     	
  	
  
               13:30	
  –	
  11	
  October	
  2012	
  -­‐	
  Tech	
  Pavilion,	
  Stand	
  2941,	
  Show	
  Floor	
  
               	
  
               Audience	
  Generated	
  Content	
  -­‐	
  Web	
  SoluKons	
  
TOOLS	


               for	
  Virtual	
  and	
  Hybrid	
  MeeKngs 	
  	
  
               	
  
Stefania Conti-Vecchi – IMEX America 2012




                      HOW	
  TO	
  WRITE	
  A	
  GOOD	
  RFP	
  

           What	
  should	
  be	
  included	
  in	
  a	
  Request	
  for	
  Proposal?	
  	
  
                                                  	
  

  What	
  features	
  you	
  should	
  be	
  looking	
  for	
  to	
  have	
  in	
  your	
  app?	
  
Stefania Conti-Vecchi – IMEX America 2012



                          BUT	
  FIRST…	
  	
  
         DOES	
  MY	
  EVENT	
  REALLY	
  NEED	
  AN	
  APP?	
  
                                  	
  
                                                            Hi I’m the
                        Cool! Everything I               organizer and
                        need of the event
                                                         this is the app
                          is in the app                   of our event




                           PARTICIPANTS%     EVENT%ORGANIZER%
Stefania Conti-Vecchi – IMEX America 2012




      PARTICIPANTS	
  ARE	
  EQUIPPED	
  WITH	
  THEIR	
  
              OWN	
  MOBILE	
  DEVICES	
  	
  

                    if	
  you	
  provide	
  your	
  conference	
  mobile	
  app…	
  

                                   ….your	
   parKcipants	
   will	
   be	
  
                                   more	
  comfortable	
  using	
  their	
  
                                   own	
  technology	
  
                                   	
  
                                   which	
  they	
  are	
  familiar	
  with	
  	
  
                                   	
  
                                   and	
  always	
  have	
  with	
  them…	
  
Stefania Conti-Vecchi – IMEX America 2012




                          CONTENT	
  AND	
  FEATURES	
  


                                            What	
  features	
  you	
  should	
  look	
  to	
  
                                            include	
  in	
  your	
  event	
  app?	
  
                                            	
  
                                            Depending	
  on	
  your	
  budget	
  	
  
                                            and	
  your	
  event	
  requirements	
  	
  
Stefania Conti-Vecchi – IMEX America 2012




                                     BRAINSTORMING	
  
       Brainstorm	
  with	
  your	
  team	
  and	
  clients	
  and	
  write	
  down	
  all	
  
                              your	
  needs	
  and	
  ideas	
  
Stefania Conti-Vecchi – IMEX America 2012




                                     APP	
  OBJECTIVES	
  
              What	
  do	
  we	
  want	
  to	
  achieve	
  with	
  the	
  applicaKon?	
  
                                                   	
  

                    BEST%
                   EVENT%                      Give	
  parKcipants	
  tools	
  and	
  
                   APP%OF%                     informaKon	
  
                  THE%YEAR%                    	
  
                                               Give	
  exhibitors	
  and	
  sponsors	
  a	
  
                                               much	
  wider	
  exposure	
  and	
  
                                               visibility	
  
Stefania Conti-Vecchi – IMEX America 2012




                                     APP	
  OBJECTIVES	
  

                                            Collect	
  feedback	
  and	
  analyKcs	
  
                                            	
  
                                            Gather	
  the	
  audience-­‐generated	
  
                                            content	
  
                                            	
  
                                            Improve	
  the	
  buzz	
  
                                            	
  
                                            Be	
  eco-­‐friendly	
  
Stefania Conti-Vecchi – IMEX America 2012




                               TIME	
  HAS	
  AN	
  IMPACT	
  

                    How	
  soon	
  your	
  conference	
  is	
  scheduled?	
  




                               Sponsors	
                       Visibility	
  
         ParKcipants	
                      	
     	
  Time	
  to	
  collect	
  registraKons	
  
Stefania Conti-Vecchi – IMEX America 2012




 WEBSITE	
  READY	
  AND	
  COORDINATION	
  OF	
  THE	
  
               GRAPHIC	
  LAYOUT	
  
Stefania Conti-Vecchi – IMEX America 2012




                        CONTENTS	
  AND	
  FEATURES	
  


                                             Program	
  
                  General	
                                         Registra,on	
  
                                               and	
  
                informa,on	
  	
                                       form	
  	
  
                                             speakers	
  


                                                                    Documents	
  
                                            Maps	
  and	
            &	
  other	
  
                    Agenda	
  
                                            floor	
  plans	
  	
       useful	
  
                                                                     sources	
  
Stefania Conti-Vecchi – IMEX America 2012




                        CONTENTS	
  AND	
  FEATURES	
  



                  Real-­‐,me	
              Networking	
        Join	
  the	
  
                 connec,on	
                   tools	
  	
     Community	
  



                                             Sponsor	
  
                Surveys	
  and	
  
                                            Exhibitors	
        Check-­‐in	
  	
  
                   polls	
  	
  
                                            showcases	
  
Stefania Conti-Vecchi – IMEX America 2012




                        CONTENTS	
  AND	
  FEATURES	
  


                 Games	
  and	
                               Chat	
  with	
  
                                            Collateral	
  
                   awards	
                                      the	
  
                                             events	
  
                  QRcode?	
                                   organizers	
  



                                                                App	
  help	
  
                     Tourist	
               Social	
  
                                                                  and	
  
                      infos	
  	
           network	
  	
  
                                                               guidelines	
  
Stefania Conti-Vecchi – IMEX America 2012




                         TECH	
  ASPECTS	
  OF	
  THE	
  RFP	
  	
  
                                       	
  
                                            NaKve	
  or	
  non-­‐naKve	
  
                                                       Bloodhound	
  	
  
                                                       is	
  the	
  free	
  mobile	
  non-­‐na,ve	
  
                                                       app	
  for	
  events.	
  	
  

                                                        Twoppy	
  	
  
                                                        is	
  the	
  free	
  mobile	
  app	
  for	
  
                                                        events	
  that	
  combines	
  na,ve	
  
                                                        and	
  non-­‐na,ve	
  features.	
  	
  

                                            Content	
  Management	
  System	
  
                                                        Ask	
  for	
  Excel	
  IntegraKon	
  
Stefania Conti-Vecchi – IMEX America 2012




                         TECH	
  ASPECTS	
  OF	
  THE	
  RFP	
  	
  
                                       	
  

                                                       Pla`orms	
  
                                                       	
  
                                                       Size	
  of	
  your	
  event	
  
                                                       	
  
                                                       Custom	
  graphics	
  
                                                       	
  
                                                       App	
  analyKcs	
  
Stefania Conti-Vecchi – IMEX America 2012




                          SELECTION	
  OF	
  PROVIDERS	
  


                                            Who	
  are	
  the	
  right	
  companies	
  
                                            to	
  really	
  understand	
  your	
  
                                            needs	
  and	
  that	
  can	
  acKvely	
  
                                            work	
  with	
  you?	
  
Stefania Conti-Vecchi – IMEX America 2012




                             EXPERIENCE	
  AND	
  QUALIFICATIONS	
  
                                                     	
  
        Years	
  in	
  the	
  business	
  and	
  how	
  many	
  other	
  apps	
  they	
  have	
  
                               developed,	
  in	
  parKcular	
  for	
  other	
  similar	
  events.	
  
 	
  

         	
      	
  	
  	
  	
  	
  	
   	
             	
      	
      	
  Major	
  clients	
  	
  
 	
  
         	
      	
                       	
             	
      	
      	
  	
  	
  	
  	
  Number	
  of	
  projects	
  completed	
  to	
  date.	
  
 	
  

         	
      	
                        	
            	
      	
      	
  	
  	
  	
  	
  Assistance	
  and	
  training	
  
 	
  
                                                   	
   	
       	
      	
     	
  Project	
  manager	
  and	
  markeKng	
  and	
  
                                                  	
   	
       	
      	
      	
  promoKon	
  services	
  
          	
      	
  	
  

         	
      	
  	
  	
                	
            	
      	
      	
  Percentage	
  of	
  bugs	
  and	
  crashes	
  	
  
 	
  

         	
  HosKng	
  and	
  maintenance	
  service	
  
 	
  

 Development	
  of	
  naKve	
  and	
  mulK-­‐pla`orm	
  applicaKons	
  
Stefania Conti-Vecchi – IMEX America 2012



                                              BUDGET	
  

                                            Let's	
  see	
  how	
  many	
  features	
  and	
  
                                            func,ons	
  we	
  can	
  get	
  for	
  the	
  least	
  
                                                      amount	
  of	
  money…	
  	
  




                                                               Let's	
  tell	
  the	
  developer	
  what	
  we	
  
                                                               want	
  and	
  see	
  what	
  kind	
  of	
  price	
  
                                                                         they	
  come	
  up	
  with!	
  




                                                                                                      Text:Michelle	
  Bruno	
  	
  hSp://forkintheroadblog.com/	
  
                                                                                                               	
  	
  
Stefania Conti-Vecchi – IMEX America 2012




                 OTHER	
  USEFUL	
  CONSIDERATIONS	
  	
  



                                                  no	
  exclusion	
  for	
  
                                                  categories	
  of	
  acendees	
  




                                                                Not	
  too	
  heavy	
  and	
  
                   It	
  should	
  be	
  a	
  free	
  app	
     easily	
  downloadable	
  
Stefania Conti-Vecchi – IMEX America 2012




            DOWNLOAD	
  THE	
  NEW	
  IBOOK	
  GUIDE!	
  




                            www.eventagist.com
Stefania Conti-Vecchi
www.eventagist.com

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How to write a good RFP for your Event Mobile App

  • 1. Stefania Conti-Vecchi How to write a good RFP for your conference mobile application
  • 2. Stefania Conti-Vecchi – IMEX America 2012 2  SEMINARS     10:30  -­‐  10  October  2012  -­‐  Tech  Pavilion,  Stand  2941,  Show  Floor     How  to  write  a  good  RFP  for  your  conference   mobile  applicaKon             13:30  –  11  October  2012  -­‐  Tech  Pavilion,  Stand  2941,  Show  Floor     Audience  Generated  Content  -­‐  Web  SoluKons   TOOLS for  Virtual  and  Hybrid  MeeKngs      
  • 3. Stefania Conti-Vecchi – IMEX America 2012 HOW  TO  WRITE  A  GOOD  RFP   What  should  be  included  in  a  Request  for  Proposal?       What  features  you  should  be  looking  for  to  have  in  your  app?  
  • 4. Stefania Conti-Vecchi – IMEX America 2012 BUT  FIRST…     DOES  MY  EVENT  REALLY  NEED  AN  APP?     Hi I’m the Cool! Everything I organizer and need of the event this is the app is in the app of our event PARTICIPANTS% EVENT%ORGANIZER%
  • 5. Stefania Conti-Vecchi – IMEX America 2012 PARTICIPANTS  ARE  EQUIPPED  WITH  THEIR   OWN  MOBILE  DEVICES     if  you  provide  your  conference  mobile  app…   ….your   parKcipants   will   be   more  comfortable  using  their   own  technology     which  they  are  familiar  with       and  always  have  with  them…  
  • 6. Stefania Conti-Vecchi – IMEX America 2012 CONTENT  AND  FEATURES   What  features  you  should  look  to   include  in  your  event  app?     Depending  on  your  budget     and  your  event  requirements    
  • 7. Stefania Conti-Vecchi – IMEX America 2012 BRAINSTORMING   Brainstorm  with  your  team  and  clients  and  write  down  all   your  needs  and  ideas  
  • 8. Stefania Conti-Vecchi – IMEX America 2012 APP  OBJECTIVES   What  do  we  want  to  achieve  with  the  applicaKon?     BEST% EVENT% Give  parKcipants  tools  and   APP%OF% informaKon   THE%YEAR%   Give  exhibitors  and  sponsors  a   much  wider  exposure  and   visibility  
  • 9. Stefania Conti-Vecchi – IMEX America 2012 APP  OBJECTIVES   Collect  feedback  and  analyKcs     Gather  the  audience-­‐generated   content     Improve  the  buzz     Be  eco-­‐friendly  
  • 10. Stefania Conti-Vecchi – IMEX America 2012 TIME  HAS  AN  IMPACT   How  soon  your  conference  is  scheduled?   Sponsors   Visibility   ParKcipants      Time  to  collect  registraKons  
  • 11. Stefania Conti-Vecchi – IMEX America 2012 WEBSITE  READY  AND  COORDINATION  OF  THE   GRAPHIC  LAYOUT  
  • 12. Stefania Conti-Vecchi – IMEX America 2012 CONTENTS  AND  FEATURES   Program   General   Registra,on   and   informa,on     form     speakers   Documents   Maps  and   &  other   Agenda   floor  plans     useful   sources  
  • 13. Stefania Conti-Vecchi – IMEX America 2012 CONTENTS  AND  FEATURES   Real-­‐,me   Networking   Join  the   connec,on   tools     Community   Sponsor   Surveys  and   Exhibitors   Check-­‐in     polls     showcases  
  • 14. Stefania Conti-Vecchi – IMEX America 2012 CONTENTS  AND  FEATURES   Games  and   Chat  with   Collateral   awards   the   events   QRcode?   organizers   App  help   Tourist   Social   and   infos     network     guidelines  
  • 15. Stefania Conti-Vecchi – IMEX America 2012 TECH  ASPECTS  OF  THE  RFP       NaKve  or  non-­‐naKve   Bloodhound     is  the  free  mobile  non-­‐na,ve   app  for  events.     Twoppy     is  the  free  mobile  app  for   events  that  combines  na,ve   and  non-­‐na,ve  features.     Content  Management  System   Ask  for  Excel  IntegraKon  
  • 16. Stefania Conti-Vecchi – IMEX America 2012 TECH  ASPECTS  OF  THE  RFP       Pla`orms     Size  of  your  event     Custom  graphics     App  analyKcs  
  • 17. Stefania Conti-Vecchi – IMEX America 2012 SELECTION  OF  PROVIDERS   Who  are  the  right  companies   to  really  understand  your   needs  and  that  can  acKvely   work  with  you?  
  • 18. Stefania Conti-Vecchi – IMEX America 2012 EXPERIENCE  AND  QUALIFICATIONS     Years  in  the  business  and  how  many  other  apps  they  have   developed,  in  parKcular  for  other  similar  events.                          Major  clients                          Number  of  projects  completed  to  date.                        Assistance  and  training              Project  manager  and  markeKng  and            promoKon  services                        Percentage  of  bugs  and  crashes        HosKng  and  maintenance  service     Development  of  naKve  and  mulK-­‐pla`orm  applicaKons  
  • 19. Stefania Conti-Vecchi – IMEX America 2012 BUDGET   Let's  see  how  many  features  and   func,ons  we  can  get  for  the  least   amount  of  money…     Let's  tell  the  developer  what  we   want  and  see  what  kind  of  price   they  come  up  with!   Text:Michelle  Bruno    hSp://forkintheroadblog.com/      
  • 20. Stefania Conti-Vecchi – IMEX America 2012 OTHER  USEFUL  CONSIDERATIONS     no  exclusion  for   categories  of  acendees   Not  too  heavy  and   It  should  be  a  free  app   easily  downloadable  
  • 21. Stefania Conti-Vecchi – IMEX America 2012 DOWNLOAD  THE  NEW  IBOOK  GUIDE!   www.eventagist.com