Implementing an Event App

Background

An event has so many parts, and so much to communicate, how can you balance keeping everyone informed without information overload? The Welcome Pack and Working Document used to be “standard issue” for delegate and event team respectively. But today, information is moving so fast that they are out of date as soon as they have been PDF’d and sharing multiple issues becomes a version control nightmare!​​​​​​

Enter the Event App!

Fifteen months ago, we recommended an Event App to our client for their multi-national team’s attendance at ESMO, the largest European Oncology Congress. After a successful pilot solution in 2023, we entered 2024 looking for an enhanced offering with greater functionality, flexibility and key for our client an integrated way to centrally manage their KOL meeting bookings which didn’t involve an Excel spreadsheet! 

Challenges

We reviewed and tested several different options, presenting a short list to our client. Crucially we included the client’s IT Team in the discussion as we needed to adopt a solution aligned with their data security policies and which fitted the Enterprise Management System used to control their mobile devices. We were delighted they agreed with our recommendation to adopt the Event App from Onomi by SpotMe for 4 events in 2024.

We chose to do the App build in-house, rather than use a SpotMe specialist. As we had worked with the same client on the same event for a number of years, we felt this made it easier to translate their needs into App, rather than working through a 3rd party. It provided more control, a quicker (and significantly cheaper) response for amendments and meant we better understood what could be delivered and where limitations might arise. App build kicked off using a Onomi template, but the flexibility of the system really enables you to adjust the layout, format, functions to suit the event. 

Delivery

As participation at ESMO 2024 grew (delegates +20%, room nights +50%, managed meeting spaces +50%) the benefits of having real-time information available instantly in one location for everyone became more evident. The standard on-site answer to almost any question became “it’s on the App” 

Outcome

By understanding our client needs and tailoring the App to suit them, we achieved a daily activity rate averaging over 77%. We created client specific user guides, an intro video and we did an introduction at the start of the live Pre-Con meeting. Only 8 delegates decided not to engage

Were we delighted that users booked over 170 meeting room slots without needing our intervention – definitely yes! Did we see as many chat messages as we would like on the Message Board? – No! Have we found a way for the App to re-order more coffee when stocks are running low… not yet! This was our first use of the App from Onomi by SpotMe. By maintaining a consistent approach, layout, format, we expect engagement to increase as we roll it out across more events and make more use of its features.