We Are Museums is becoming better year by year

“From museum professionals, cultural venues, heritage owners, startups and businesses, we make worlds collide and collaborate.” – WAM

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Created in 2013, We are Museums is meant to bring the two different worlds of innovation and culture on common ground. The purpose is to help professionals from both industries find solutions to re-define the field of museums and culture through cutting-edge technology.

It is the second year in a row when Oveit is taking part at Tech Loves Culture within WAM and we may say that we are really excited to see visible progress within the number and diversity of the participants.

Finding solutions to re-define the field of museums and culture through cutting edge technology

The technologies available in this year’s representation did cover a large spectrum in the triangle formed by: Culture & Art – Visitors – Technology.

Some of the most interesting and innovative technology present at WAM were:

Artlokator  a platform that connects all major art market places in one: art platforms, online & traditional auction houses, galleries, art dealers and private collectors. The website provides free valuations and knowledge about art pieces, a data library to search for items and art market trends. As well as an online gallery where you can get inspired and can share your works of art with the global art lovers community.

Overly is the first and only agency in the Baltic States that focuses on the development of augmented reality solutions and other interactive technologies that can be used within museum with the purpose of offering a more interactive experience and an easier way to assimilate and learn new information.

Vastari is dedicated to museums around the world that organise many exhibitions a year. The interface and networking tools offered by Vatsari makes it easier for these museums to communicate with the private sector directly, to tour exhibitions globally and share information for exhibitions worldwide.

Mash Machine players combine bass, drum, melody and vocal samples by placing and moving blocks on the surface. The algorithm and the custom content ensure the resulting music is always in key and on time. With no possibility to make a mistake, newly born DJs relax and experiment with music styles ranging from rock and hip hop to deep electronic techno.

Catchbox is the world’s first soft, wireless microphone that you can throw into the audience to kickstart a discussion. Catchbox improves lectures, conferences, and group work by encouraging audiences and groups to share ideas and discuss problems. The colorful box is intuitive to use, and having it thrown around engages audience members while breaking the ice. The Catchbox is a combination of innovative product design and state of the art audio technology. With a microphone element suitable for professionals the innovative AutoMute technology, Catchbox sets new standards for the audience microphone. In addition, the unique locking mechanism means that the cover is easy to replace and change. Catchbox Custom Cover is an entirely new visual medium to communicate your own brand effectively. Whether it’s your own logo, crucial event information, or a spot for sponsors, the Custom Cover is guaranteed to give you the extra exposure boost.

The list continues with many other innovative technology and products which will definitely change the whole experience offered by museums in the near future.

Museums are investing in technology with the purpose of reshaping the traditional museum into a conjuring experience. They are not only acknowledging the new services as Facebook, YouTube or Snapchat but they are actually trying to find ways of fitting in alongside them.

Read more about how to engage visitors emotionally on our blog.

June 22, 2017 Access management, Museums No comments yet

How to improve attendee experience with a smooth registration process

It is known that in business the first impression can be a deal-breaker, especially if you are a small company trying to work your way up. But does this rule apply to the event management industry? Do you think that an attendee’s first impression about your conference can affect your business? Well, the answer is yes!

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And even though it’s fair to say that the very first impression may occur when a customer tries to buy a ticket, let’s talk about the greeting and the registration process (and how to make sure that your attendees feel welcome).

Here are some insights:

Use the right software

It is impossible to ensure a smooth process if you need 3 minutes to check in or register each attendee. Here are some things you might do to welcome your guests: search each guest by name, look for their printed badge, collect their data. All these things add up to the registration time. But if you use an effective app, you just need to scan a barcode or a qr code to identify and welcome your guest. Here’s what you might do afterwards: check in, collect data into your database and have the badge ready for print. Easy enough when you have the right tools.

Make sure everything is functional

As Kelsey Ogletree said, technology has a dark side and I think it’s safe to say that a registration system crashing in the morning of your event falls into the not-so-bright category  . This is why you should always triple check your registration systems prior to your big event (and all the switches/cable). And also make sure that everyone who is involved in the registration process is well trained in using the registration software.

Divide the check in process into tasks

If you want to save some time with the registration process (and who doesn’t?) you should encourage the registration team to work with predefined tasks. For example, here’s a way of splitting responsibilities among three team members:

    1. One staff member scanned the ticket and verified access credentials
    1. One staff member printed the badge
  1. One staff member assisted attendees with the wristbands

The result? It takes a lot less time to check in/register each guest.

And some more tips for a perfect start:

Keep your team informed

Make sure your staff members know the basic information an attendee could ask (where is the wardrobe, where are the restrooms, which stairs to use – if there are any etc). On the other hand it’s wise to have an info point with permanent assistance for more specific questions and/or complaints (although you might think everything is in place – and maybe it is – chances are your guests will be at times in need of assistance).

Check in has it’s peak point.  Adapt

Keep in mind  that technology cannot solve all issues, so for the registration peak point you should open some extra check in points (most of your attendees will arrive 30 minutes prior to the start, so make sure you have some extra registration points in the first part of the day). Afterwards you can close some of them and your team members can focus on different tasks.

Take care of your team

Let me just quote sir Richard Branson on this one: “The way you treat your employees is the way they will treat your customers”. Make sure your team is fully prepared, motivated AND happy (yes, it is hard work, but you can still have fun doing it). Your attendees will be greeted with a big natural smile and that’s always the best way for them to start the day, and they are more likely to overlook any shortcomings that may occur later.

Not everyone will respect the schedule

Some of the participants may arrive earlier than expected: some traveled from out of town and came directly to the venue, some are just impatient and some misread the schedule… Don’t forget they are your guests, so treat them right. Ask them in, offer them a cup of coffee/water and explain that they will have to wait for registration. Keep in mind this is a very important part of your customer care process.

Water and coffee for everybody

Make sure you have plenty of water and coffee for all your attendees. It is best you let them accommodate with a welcome coffee; you will also need coffee breaks every 2 hours or so, otherwise your attendees will lose their focus.

If you host a full day event you be sure to include a lunch break in the schedule (if you don’t cater the lunch at least offer some information about restaurants nearby).

Don’t be afraid to get creative

Let’s admit it: we all love cool stuff. So do yourself a favor and use a cool badge (use a registration software that offers you this feature)  and nice colored wristbands. Trust me, your attendees will notice your attention for detail and will help you spread the word about your “supercalifragilisticexpialidocious” event  by posting photos on social media.

There are many aspects that you must have in mind when planning an event, from the speakers  list to venue and suppliers. But don’t forget that the registration process is a an important part of your guest’s overall experience and keep in mind that a very good first impression works wonders.

May 31, 2017 Access management, Business events No comments yet

Technology changed the event management game

The world has changed.  Maybe Galadriel smells it in the air (and tastes it in the water...), but event professionals face the changes in their unceasing efforts to deliver the perfect experience. Day by day. And even though technology has a nasty habit of getting you distracted (you get like 12 emails, 8 phone calls and 37 FB/Twitter notifications per hour), it also offers a lot of help when organizing an event. So let’s see how technology changed the event management game:

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Access to real-time data

“Un homme averti en vaut deux” (an informed man is worth two), claims a French saying. And maybe the math is not quite right but we all know the importance of information when planning an event. Luckily today’s apps let you know every minute how many tickets you’ve sold and to whom (through the right tools, such as Oveit’s event registration software ).

For example most of the seats are empty 10 minutes before the posted start time? Verify the app and see how many people checked in. If 80% of the ticket holders already checked in (maybe they are in the lobby)  you’ll only have to deal with a small delay, not a fiasco. Using an event management software keeps you well informed.

Yes, we mind waiting

Time is money (for everyone). Professor Richard Larson, from MIT, has estimated that Americans spend about 2 years of their lives waiting in lines. Even sadder is that “often the psychology of queuing is more important than the statistics of the wait itself” and people tend to overestimate the waiting time by about 36%. Today you can use an event management app that allows you to use any smartphone for ticket scanning and registration, making the queues go a lot faster (you can extend the scanning points with as many as you want; all you need is a smartphone).

Social media helps you meet billions

There was a time when word of mouth was the only way to communicate your event. Today, 3 of the most important social media platforms gather more than 2 billion unique monthly visitors; modern technology gives you the opportunity to market the exact demographics that you want. Although this is not the answer to all of your prayers it clearly makes it a lot easier when you want to make yourself heard.

Keep everyone engaged

People spend around 2 hours a day touching their smartphone’s screen and  85% of that time is, in fact, spent using applications. So we can understand why more and more #eventprofs are using applications when it comes to engaging participants. See for example TONOMAT, an app that allows everyone to be the DJ at your party, helping even the shyest to make himself/herself heard (via his/her favorite band).

You should always follow up your leads

62% of the leads are not followed up after an event. I really hope this is not the case for you. You invest a lot of time and money in planning your event and you should interact with everyone who registered. If someone spent the time to register for your event it means that they are interested in what you have to offer (not to mention those that actually attend it). So keep in touch with them!

Modern-day apps let you know who arrived and who didn’t, so you can follow up by segmenting your audience with different messages. Here are some examples:

“Thank you for attending …”

“Sorry you didn’t made it, here is what…”

Let the world see you shine. Live

40% of world population has access to the internet. Maybe the venue has a capacity of only 500 people, but today you can sell an unlimited no. of tickets for an online experience (live streaming is way cheaper than it was a few years ago). So, just like a big football match, your event can also be watched by millions for a few bucks (ok, maybe not millions, but you get the picture). You can sell live online access for a small price and/or you can even ensure a VR experience for those who cannot attend in person. (this is not something new but today the technological leaps make it possible for anyone to broadcast an event)

Replace cash payments to grow the order value

Carrying a lot of cash is not really fun (especially in crowded places where they sell alcohol). Use NFC technology to replace cash payments and you will have:

    • No more pickpocketing
    • Less queueing
    • 0 cash loss
    • 30% increased order value
  • Happier attendees

Oh, and by the way…

“It is not the strongest or the most intelligent who will survive but those who can best manage change.” Charles Darwin

Further reading:

    • http://www.preoday.com/blog/the-changing-scene-of-consumer-experience-in-festivals/
    • http://www.nytimes.com/2012/08/19/opinion/sunday/why-waiting-in-line-is-torture.html
    • http://www.ebizmba.com/articles/social-networking-websites
    • http://blog.mobilosoft.com/blog/e-tickets-vs-m-tickets-difference-and-benefits-for-consumers
  • http://www.marketingdonut.co.uk/exhibitions-and-events/exhibiting/planning-your-follow-up-after-an-event
May 15, 2017 Access management, Business events, Event management, Event professionals No comments yet

How to engage visitors emotionally

“Tech can, and should, bring joy and enrichment to galleries.” – Brendan Ciecko, CEO of Cuseum

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Believe it or not, Museums are investing in technology with the purpose of reshaping the traditional museum into a conjuring experience. They are not only acknowledging the new services as Facebook, YouTube or Snapchat but they are actually trying to find ways of fitting in alongside them.

Museums are investing in technology

Some museums like the MET museum from New York are actually investing in a digital media department composed of 70 staff and 70 more handling tech hardware in general.

Museums are doing everything possible to fight their competition. But as Sree Sreenivasan, the MET’s chief digital officer is saying “Our competition is Netflix and Candy Crush, not other museums.”

“Our competition is Netflix and Candy Crush, not other museums”

From 3D scanning and 3D printing, to virtual reality and special apps, these technologies are being applied in a multitude of ways. Still other technologies are being tested and developed as museums seek to ever broaden public access.

The digital revolution, managed to disrupt the whole industry. Museums are starting to implement cutting edge technology not only to engage visitors emotionally but  as well to create powerful avenues for learning.

Technology is engaging visitors and creating learning avenues

So without further ado here are some of the technologies museums are implementing:

NFC & RFID

With NFC & RFID technology used in museums, there is going to be no need of tour guides, asking  questions or wondering about what you are looking at. Some museums around the world are employing NFC and RFID so that visitors only need to swipe their phone near a specially designed hot spot in front of the exhibit to be given a full tutorial and information on the things they are seeing in front of them.

With the purpose of creating a conspicuous experience museums have started to embed technology not only for  informative purpose but as well to create a powerful avenue for learning. Creating interactive trivia games, visitors have to answer correctly questions using the information found within the museum and by answering correctly the questions  the tourists will have the opportunity to win sweepstakes.

Embedding technology can create a flawless experience

NFC and RFID can be used not only within mobile apps(active mode) but as well integrated into your wristband(passive mode). When registering, the wristband can be linked to your social media account and allow you take photos in designated locations which can be posted automatically on your social media profile or kept in your memory bank. As well you can tap your wrist onto art which you liked in order to memorize it and explore it later. The wristbands can provide you access to your entitled locations through the museum without having to hand out your ticket all the time. And of course for the little ones who are getting easily distracted and bored an immersive adventure can be created.

Beacons

“My sense is that beacons aren’t a life raft, but a bridge to the next generation of museum users”  Elizabeth E. Barker, said,  director of the Boston Athenaeum.

Beacons can detect where visitors are and send them specific information

Beacons are considered as the enabling technology for devices to alert apps or websites (which the user has opted into) when someone approaches or leaves a location. In other words, museum or other venues that have beacons in place can detect where a visitor is at any given moment and send him specific information.

Museums can also use beacons to send additional info; for example , a visitor standing near a painting might get a phone alert directing them to rich , interactive content relating to the painting.

The Brooklyn Museum is using iBeacon technology as a way for guests to interact with museum experts.

3D printing and scanning

De Young Museum – San Francisco, MET and Brooklyn Museum are just a few examples of museums whom adopted  3D printing and scanning.

De Young Museum has collaborated with Google on the Google Art Project , where its collection of art is being digitized for online viewing, the de Young also dabbled with 3D printing when it needed to create a special stand for an 18th-century French clock. Using MakerBot Replicators and 3D CAD software, the museum fabricated a plastic stand that fits the clock perfectly.

Augmented reality

Through AR visitors can find out more about a specific art piece by placing their smartphone or tablet over the object.

With augmented reality, visitors can use a simple smartphone to discover more information about a piece of art in an interactive manner. For example , placing a smartphone or tablet over an ancient statue could display missing parts that have broken off – giving the visitor a glimpse of how it would have looked when it was new. Because AR responds to your movement in the environment, the experience is also completely 3D.

Working with Samsung, the British Museum used AR to create an education program for kids, where they can explore virtual content as they wander through the museum. AR is still in its infancy, but museums around the world are already testing its potential.

Same as the rest of the museums described above, Getty Museum- Los Angeles is trying to stand out through their augmented reality art collection. For example it allows their visitors to explore from their laptops a 17th-century cabinet , by overlaying a virtual 3D object atop a live feed. Users can interact with the object, working in conjunction with the viewer’s body movements.

Virtual Reality

Discover the hidden beauty of the deep sea, fly to the farthest reaches of outer space, take a ride through the complex inner-workings of the human body, and more.This is what Virtual Reality can bring to you.

Virtual Reality allows visitors to participate in a immersive journey

The most comprehensive VR experience ever launched at a museum, The Franklin Institute- Philadelphia is now home to spectacular immersive films and state-of-the-art technology that will transform your view of the world. Using a HTC Vive or Oculus Rift you can be transported to another dimension where anything is possible – where elements are reacting to your movements and commands.

Most of the museums are using not one but rather a slew of tech tools in order to recreate the desired experience. Not sure if it is fortunate or unfortunate, most of the museums will have to embrace tech in order to keep their doors open. Some of the museums which also implemented cutting edge technology are: The museum of London, Centre Pompidou – Paris, Bill Nye’s Climate Lab at the Chabot Space & Science Center, Museum of Natural History – Denmark, National Museum – Kuala Lumpur, Metropolitan Museum of Art – New York City, Louvre Museum – Paris, etc.

More readings:

https://www.digitaltrends.com/cool-tech/how-museums-are-using-technology/#ixzz4g7WH5HnM

https://www.nytimes.com/2015/03/19/arts/artsspecial/museums-turn-to-technology-to-boost-attendance-by-millennials.html?_r=0

http://mashable.com/2011/09/14/high-tech-museums/#bum5Y2uUykqK

http://baltimore.cbslocal.com/2016/12/26/5-ways-museums-are-using-technology-for-new-experiences/

May 11, 2017 Access management, Event management, Events, Museums 1 comment

How to maximize event registrations and sales

One of the most important aspects to event business is the ticket sales. After all – that’s what makes it a business. Planners try different tactics in order to get the right people to register and attend their events. Of course, this is no easy job, considering that the industry is so competitive. There are many reasons to attend an event: to have a good time, to learn and network, to spend time with peers.

Oveit can help organizers optimize their sales with some interesting features that are available as soon as the account is created.

Real Time sales reports

First thing is first. When it comes to ticket sales, the best tool you need to have is a real time sales report. This is a vital tool, because you need to know at any time how many tickets were purchased up to that point and by whom. Oveit offers its customers various reports that give information regarding the number of tickets sold in a day, as well as the sums that were generated by the sales, split by events or ticket types.

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With these reports, the event planner can see at a glance whether the promotional campaigns are working and what their direct impact is on actual sales. If you plan a concert and decide to have a Facebook ad campaign for one week, you can see how that campaign affected the sales. If you observe that sales did not record a boost or an increase in numbers, then it is obvious that you need a shift in your promotional campaign. On the other hand, if you observe that the graphs are going sky high, it’s time to put some more money in that specific type of media, as it is clear that it’s working. This is viable for all other forms of marketing campaigns dedicated to promote your event and increase the number of tickets that are being sold.

Relevant customer data

It would be nice to get to know your attendees, wouldn’t it? With Oveit you can find out anything you want from your customers.

The form setup. You can choose from text, dropdown lists, email, dates and file uploads

The form setup. You can choose from text, dropdown lists, email, dates and file uploads

By enabling Oveit’s forms function, you can request any sort of information that is relevant for you. You can find out the attendees’ names, e-mails, positions in their companies, or even ask for their CVs. Why is this relevant for sales? Sales, in today’s world, is data. The more you know about your potential market, the better.

check-in

The check-in section. Search for attendees, edit their details and see order details.

Of course, it is important to ask the right questions to attendees. A large list of questions can go unanswered and the purchase flow is interrupted.

We recommend that you ask the customer her e-mail and basic data (name, company, position in the company), as these are the essentials. If you do this right, you will build up large data base collected and organized by Oveit, searchable and editable, which will always be available to you. You can also connect other applications you might have (for example a CRM) to our API and streamline data management. You will be able to see the customers’ activity and even reward your loyal customers at future events (for example with discount vouchers for loyal customers).

Active Media Partners

All events have media partners. Bigger events attract important media partners, but don’t worry if you plan a smaller event. You will definitely find media channels that are interested in your event. All you need to do is define your target audience and see where they get their news from. Once you have signed the media partnerships, you can use Oveit for something awesome: actively involve the media partners into ticket sales.

Copy, paste, embed and sell anywhere.

Copy, paste, embed and sell anywhere.

How? By using the embed function that Oveit has for every event, customers can purchase tickets directly from your media partner websites. The embed code functions just like any you would expect from an embed code and is compatible with any kind of website or screen resolution.

Customize the embed widget and make it fit your brand identity.

Customize the embed widget and make it fit your brand identity.

Your media partner just copies and pastes that code in the advertorial dedicated to your event. There you have it. Partners become sales channels. With this feature you can now have a full sales force directly from newspapers, online magazines or even blogs. You have full control over the data, at any time, so you know exactly who was the most prolific partner/seller.

The perfect check-out

The customer experience starts when the payment ends. This is the beginning of your customer relationship. She having a nice experience at the concert is entirely your job as an organizer.

Oveit can only help you with access management and all the other tools required for ticket sales. But even more, Oveit can help you stay in touch with your attendee. By keeping her attention and interest alive, she can become your loyal customer and will definitely attend to your future events.

A start to this new relationship between the planner and the attendee is the Oveit Check-out settings section that will enable you to send personalized e-mails to your attendees. By doing so, the customer will enjoy the attention you are offering her and be more receptive to anything you are doing or saying.

Also, you can create a small ‘Thank you’ page on your website so the customer will be redirected to it after ticket purchase. If you follow the previous advice and sell tickets directly from the media partners, this URL link is mandatory, as the customer can be redirected on your official website where she might find out more details about the event and about upcoming events.

October 10, 2016 Access management, Event management, Event professionals, Events No comments yet