Unit NineUnit Nine

Meeting TechnologyMeeting Technology

Background informationBackground information

There are various kinds of new meetinThere are various kinds of new meeting technologyg technology

Many meetings, conventions and expoMany meetings, conventions and expositions need only traditional audiovisusitions need only traditional audiovisual equipment, such as projection medial equipment, such as projection media, non-projection mediaa, non-projection media

Overhead projectionOverhead projection

Overhead projectors operate on the principle Overhead projectors operate on the principle of passing an intense light through a transparof passing an intense light through a transparent slide, the image is then passed through a ent slide, the image is then passed through a mirrored lens and reflected on the screen.mirrored lens and reflected on the screen.

It requires a projection screen to be set up on It requires a projection screen to be set up on the front of the room, visibility may be limitethe front of the room, visibility may be limited due to room obstructions or distance to the d due to room obstructions or distance to the back of the room.back of the room.

The recent technological development of it is The recent technological development of it is the introduction of LCD projection panel.the introduction of LCD projection panel.

Slide projectionSlide projection

It accommodate transparent pictures It accommodate transparent pictures mounted in 2-by-2-inch cardboard framounted in 2-by-2-inch cardboard frames, the image is projected onto a scremes, the image is projected onto a screen by passing a strong light through then by passing a strong light through the transparent pictures.e transparent pictures.

White boardWhite board

It used dry-erase markers instead of mIt used dry-erase markers instead of messy chalk, it can be wiped clean with sessy chalk, it can be wiped clean with simple eraser, leaves no chalk dustimple eraser, leaves no chalk dust

Flip chartFlip chart It consists of a pad of paper mounted oIt consists of a pad of paper mounted o

n an easel.n an easel. It is used to record thoughts and ideas It is used to record thoughts and ideas

from the audience or key points.from the audience or key points.

videoconferencingvideoconferencing

DefinitionDefinition It is a telecommunication system that combines audIt is a telecommunication system that combines aud

io and video media that provides both voice commuio and video media that provides both voice communication and motion video images.nication and motion video images.

Advantages and disadvantagesAdvantages and disadvantages It can cause the demise of hotels and conference ceIt can cause the demise of hotels and conference ce

nters.nters. It would also eliminate the need for air travel, food It would also eliminate the need for air travel, food

and lodging expenses.and lodging expenses. There is no substitution for the human interaction sThere is no substitution for the human interaction s

ide of meetings.ide of meetings.

Technology in the planning pTechnology in the planning phasehase

There are dozens of software package There are dozens of software package useful, such as the products for generauseful, such as the products for general registration, room setup, association l registration, room setup, association membership coordination, desktop pumembership coordination, desktop publishing, budgeting, exhibit services, rblishing, budgeting, exhibit services, research and evaluation, logistics manaesearch and evaluation, logistics management, nametags, marketing and so ogement, nametags, marketing and so on.n.

Online registrationOnline registration

It allows the attendees to update their It allows the attendees to update their personal data.personal data.

It can accurately reflect attendees’ prIt can accurately reflect attendees’ preferences.eferences.

It can reduce the data redundancies anIt can reduce the data redundancies and typos.d typos.

It also reduces the registration staff neIt also reduces the registration staff needed.eded.

Exhibit salesExhibit sales

Exhibitors and vendor managementExhibitors and vendor management Floor plan designFloor plan design Booth salesBooth sales Inventory managementInventory management Electronic brochure distributionElectronic brochure distribution On-site communicationOn-site communication Lead retrievalLead retrieval Modules for creating virtual trade shows witModules for creating virtual trade shows wit

h enhanced e-commerce capabilitiesh enhanced e-commerce capabilities

Site selectionSite selection

Selecting the hotel or resort where a mSelecting the hotel or resort where a meeting will be held can be greatly simpleeting will be held can be greatly simplified on the computer.ified on the computer.

Using the planner’s criteria, a databaUsing the planner’s criteria, a database consisting of hundreds of properties se consisting of hundreds of properties can be accessed to provide a comprehecan be accessed to provide a comprehensive list of the properties that will mensive list of the properties that will meet the needs of the groupet the needs of the group

Room layoutsRoom layouts

The planners can design a room layout The planners can design a room layout that incorporates actual features of the that incorporates actual features of the room: pillars, podium, stage, or registrroom: pillars, podium, stage, or registration areaation area

Email, chat rooms and instant mEmail, chat rooms and instant messagingessaging

Email: worldwide access, low-cost conneEmail: worldwide access, low-cost connect fees, ease of use, it also has the risk of ct fees, ease of use, it also has the risk of unleashing harmful computer viruses.unleashing harmful computer viruses.

Chat rooms: a component of a virtual meChat rooms: a component of a virtual meetingeting

Instant messaging: it allows you to instanInstant messaging: it allows you to instantly chat with anyone also online when yotly chat with anyone also online when you areu are