Enhance the Attendee Experience With Meeting Booking Technology

January 23, 2020

Matej Zalar

Matej Zalar is co-founder, president and CEO of digital signage company Visionect and creator of virtual meeting room assistant, Joan

Business conferences and live events are a booming sector, with demand growing and growth showing no signs of slowing down. In fact, consulting firm AMR International predicts that the U.S. exhibition market will grow 3.5 percent through 2022. 

With growth comes competition among event organizers to bring attendees the best, most seamless digital experience. As event organizers aim to provide the most cutting-edge customer experience, many are turning to technology to enhance even the most mundane tasks. According to a survey by Bizzabo, 86 percent of event marketers believe that technology plays a role in the success of an event.

Integrating simple technology updates to a B2B exhibition can make even the most mundane event exciting. Organizers are turning to technologies including mobile apps, RFID, livestreaming and real-time data-gathering to enhance every aspect of their events, from the check-in process to the wrap-up survey. 

Meeting booking software is another way technology is optimizing the event experience. By using meeting booking devices and software platforms to simplify room organization, reservation processes and venue navigation, event organizers are recognizing that digital meeting room technology can optimize any conference experience.  

Of the three main uses for meeting booking technology, venue navigation is of utmost importance and something that planners cannot afford to skimp on – if attendees do not know how to get to their next meeting, or a presenter goes to the wrong room, chaos could ensue. The digital display used in meeting booking technology eliminates confusion by communicating session or meeting details at room or venue entrances and automatically updating. Frame-like digital signage positioned outside a meeting or session venue provides information on the session topic, speaker and duration as well as detailed overviews of all the meetings scheduled in the room. 

Meeting booking technologies can also enhance attendee engagement through automated communications. They can send attendees a welcome email, session reminders with key information, directions to the conference hall or meeting room, and contact information for questions or assistance.

Mobile apps have also enhanced the conference attendee experience and can integrate meeting booking technology. Recognizing that mobile phones are the go-to device for all information, event organizers are integrating mobile apps into all aspects of the attendee experience. If a meeting booking system also has a compatible app, organizers can automatically assign rooms, send out invites and manage meeting scheduling from any mobile device. 

Mobile meeting apps can also provide notification features that let participants know exactly when, where and for how long a meeting or conference session will take place, helping attendees get where they need to go in the most efficient manner possible. 

As the conference, trade show and events industry continues to grow, organizers are using technology to provide enhanced digital experiences. Organizers are integrating a wide range of technologies, including meeting room booking solutions, to deliver on these expectations, improve the attendee experience and successfully manage their events.


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Partner Voices
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact