Slides presented at the Association Congress in Liverpool, 15-17 July 2012. It is a collection of the most functional and useful web tools and apps that can be used in the event organization process. More information on the website www.eventagist.com

1. Stefania Conti-Vecchi
Mobile applications and web tools for
event organisation

2. Stefania Conti-Vecchi – Association Congress 2012
TOOLBOX KIT
This very practical seminar is intended to provide
an integrated toolbox kit of free and freemium
tools to manage every aspect of an event
+

3. Stefania Conti-Vecchi – Association Congress 2012
WEB TOOLS AND MOBILE APPS
TOOLS

4. Stefania Conti-Vecchi – Association Congress 2012
QUICK POLL
HOW MANY OF YOU HAVE THEIR OWN
LAPTOP HERE IN THE ROOM?
(no voting system - please technologically rise your hand)

5. Stefania Conti-Vecchi – Association Congress 2012
QUICK POLL
HOW MANY OF YOU HAVE THEIR OWN
IPAD OR IPHONE HERE?

6. Stefania Conti-Vecchi – Association Congress 2012
TOOLBOX KIT FOR MEETING & EVENTS
YES BUT... OF WHAT KIND?
Virtual, Face to face or both?
Let’s think about Hybrid Events or international congresses
and conferences

7. Stefania Conti-Vecchi – Association Congress 2012
SOME TIPS
Availability of the apps in the Appstores
of the countries involved in your event
Updates and bugs (the apps change
names and icons frequently)
Availability of the service they are selling
in the location/country/state of your
event

8. Stefania Conti-Vecchi – Association Congress 2012
SOME TIPS
Wifi connectivity in the venue
selected (if required from the app
you are going to use)
Some apps need the devices to be
under the same wifi.
….and most of all think about your
attendees needs!

9. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
SETTING TIME FOR DIFFERENT
COUNTRIES
www.worldtimeserver.com/meeting-planner.aspx

10. Stefania Conti-Vecchi – Association Congress 2012
SETTING TIME FOR DIFFERENT
COUNTRIES
Meetup time
Meetup Time is a conference call planning tool that allows you to schedule calls
and meetings with colleagues from all over the world. Export your results to
iCal, email to other participants and copy to your own clipboard or Notes.

11. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
SCHEDULE YOUR MEETING ACCORDING
TO PARTICIPANTS AVAILABILITY
doodle.com

12. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
RECRUITING ATTENDEES ON SOCIAL
MEDIA
HootSuite
HootSuite allows you to send and schedule Twitter, Facebook, LinkedIn, and
Foursquare updates, track click stats, and set up tracking columns to monitor
keywords, #hashtags, and lists.
You can reach more
people differentiating the
times of your tweets!

13. Stefania Conti-Vecchi – Association Congress 2012
TRACKING THE FLIGHTS
OF YOUR SPEAKERS OR GUESTS
FlightTrack Pro – Live Flight Status Tracker
Import flight data automatically from any airline confirmation email and get push
alerts with real-time changes to your flight. Get real-time flight itinerary
updates, and beautiful, zoomable maps that even work offline.

14. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
MEETINGS & EVENTS INFO AND
MATERIALS
lanyrd.com
Lanyrd
Makes it easier to find professional
events and conferences. See events
your Twitter contacts are attending
& speaking at. Create a profile of
events you've spoken at.

15. Stefania Conti-Vecchi – Association Congress 2012
MEETINGS & EVENTS INFO AND
MATERIALS
Zwoor Event HD
The meeting materials, agenda, speaker bio on your iPad or iPhone.
Enter the meeting code, and all the event materials are available on your
device, online and offline.
Prepare the meeting materials via our website at www.zwoor.com, and share the
meeting code with your participants.
JOIN THE MEETING
EVENTAGIST
(capital letters)

16. Stefania Conti-Vecchi – Association Congress 2012
ON-LINE COLLABORATION AND TOOLS
CO-CREATION
piratepad.net
http://piratepad.net/ep/pad/vi
ew/I0VWjmIfvg/latest

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ON-LINE COLLABORATION AND TOOLS
CO-CREATION
www.editgrid.com
Example

18. Stefania Conti-Vecchi – Association Congress 2012
ON-LINE COLLABORATION AND TOOLS
CO-CREATION
www.twiddla.com

19. Stefania Conti-Vecchi – Association Congress 2012
ON-LINE COLLABORATION AND TOOLS
CO-CREATION
www.stixy.com
Photos
Files
Notes
Todo list

20. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
SHARING DOCUMENTS
Dropbox
Dropbox is a free service that lets you bring all your photos, docs, and
videos anywhere. After you install Dropbox on your computer, any
file you save to your Dropbox will automatically save to all your
computers, your iPhone and iPad and even the Dropbox website!
Free
Up to 18 GB (2 GB + 500 MB per referral)
Skydrive
SkyDrive is the place to store your files so you can access them from
virtually any device. With SkyDrive for iOS, you can now easily access,
manage, and share files on the go. You can also upload photos or
videos from your iPhone or iPad to SkyDrive.
Free
7 up to 25 GB for a limited time

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TOOLS
ASSOCIATION’S SOCIAL NETWORK?
www.yammer.com
Yammer
is a private, secure
social network for
your company….

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PROJECT MANAGEMENT TOOLS
www.moovia.com
www.bestvendor.com/apps/project-management/moovia

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PROJECT MANAGEMENT TOOLS
www.mavenlink.com

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TOOLS
PROJECT AND EVENT MANAGEMENT
CUSTOMIZABLE ACCORDING TO YOUR NEEDS
podio.com

25. Stefania Conti-Vecchi – Association Congress 2012
CONFERENCE CALL AND TOOLS
ONLINE COLLABORATION
vyew.com
• No installation or
registration
• Up to 10 people in video
conference
• The work spaces are always
active to allow
asynchronous collaboration

26. Stefania Conti-Vecchi – Association Congress 2012
BRAINSTORMING
iBrainstorm (iPad) + iBrainstorm Companion (up to 4 iPhone)
Capturing and sharing your inner most creative genius has never been easier.
Introducing the first multi-device collaboration tool from Universal Mind. From
iPhone to iPad with just a flick of the finger, iBrainstorm has set the bar and
has redefined the very nature of collaboration. iBrainstorm Companion is
used to connect to a running session of iBrainstorm on the iPad. It gives up to
4 people, the ability to create ideas on their iPhones and 'flick' them over to
the iPad!
4 Iphone owners to
iBrainstorm Companion

27. Stefania Conti-Vecchi – Association Congress 2012

28. Stefania Conti-Vecchi – Association Congress 2012
MEETINGS AND ASSEMBLY
MANAGEMENT
Assemblee
Assemblee's main objectives are to make meetings better and more efficient. We
want to help you save time, be flexible and avoid distractions while maximizing
interaction and involvement.
.

29. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
ON-LINE MINDMAPPING
www.mindmeister.com

30. Stefania Conti-Vecchi – Association Congress 2012
ATTENDEES REGISTRATION
Please Sign In
Hand anyone your iPad - in a few
seconds they can fill out a form, attach
a photo. Please Sign In sends you an
email with the contents of each sign-in.
Please Sign In is perfect for Reception
Desks and Guestbook for parties.

31. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
ATTENDEES REGISTRATION
www.eventbrite.com
Eventbrite
Eventbrite enables anyone to create, promote, and sell tickets to any
event imaginable; This app allows you to quickly access all your
Eventbrite tickets and event information from your iPhone, and go
paperless.
- View your upcoming events and information
- Pull up your ticket barcode or registration info
- Easily share events with your friends
- See a map and get directions to the event
- Contact event organizer with last-minute questions
Entry Manager
With the Entry Manager app you can look up and check in
attendees off a list, easily scan ticket barcodes to check in
attendees, view live sales and attendance stats, analyze your
attendance data online after the event

32. Stefania Conti-Vecchi – Association Congress 2012
REGISTRATIONS AND SOCIAL
PROGRAMS PAYMENTS
At The Door
Sell tickets, merchandise, food and beverage, and anything else you'd like with
Eventbrite’s At The Door iPad app. Let your customers easily pay by credit card or
cash, and process transactions in seconds. Collect customer names and emails, and
get a complete view of your event sales in real-time with Eventbrite’s extensive
reporting. All transactions are fully encrypted and processed securely.
Swipe the Credit Card

33. Stefania Conti-Vecchi – Association Congress 2012
REGISTRATIONS AND SOCIAL
PROGRAMS PAYMENTS
Square Card Reader
Square Card Reader makes it easy for anyone to accept payments, anywhere. When
you sign up for the service, Square sends you a free card reader that plugs into your
iPad or iPhone. You can also process cash sales and send receipts to a buyer’s email
address. Square provides a complete downloadable record of all your sales.

34. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
CHECK-IN AND GUEST LISTS MANAGER
qrickets.com
QRickets 4 - Guest List and Ticket Check-in
Turns your iPad into an electronic guest list or ticket scanner. Sell tickets
online or register guests for your event on qrickets.com. Then use the camera
to scan the QR code check the ticket and admit a guest. tickets.

35. Stefania Conti-Vecchi – Association Congress 2012
CHECK-IN AND GUEST LISTS MANAGER
Check In Easy - Guest List & Event
Check-in Manager
Check In Easy is for simple and fast
guest registration, check-in, and
management at events from 2 people
to 20,000.

36. Stefania Conti-Vecchi – Association Congress 2012
MANAGING TRADE SHOWS DATA
AND FOLLOW-UP
QuickLead
is the ideal iPad lead capture tool for trade shows. It’s
simple, quick, easy to use, and records all your leads
in a central system.
• Take photos of people,
sketches or business cards.
• Record your thoughts on the
iPad itself, using your finger or
a stylus.
• The "export as Excel file"
function makes digital
management of your data
quick and easy

37. Stefania Conti-Vecchi – Association Congress 2012
QRCODES TO SEND AN RECEIVE TEXT
MESSAGES
QRPager Gold
QRPager converts your iPhone into a pager device that uses QR code technology
designed to keep your customers.
Once installed, the application will enable you to create your own alerts or
notifications, both by writing the message to be displayed in your mobile whenever
somebody reads the QR code and by setting the possible answers to be used in
response.
Scan the Qrcodes and wait for my message

38. Stefania Conti-Vecchi – Association Congress 2012
TIMER AND COUNTDOWN
Easy Timer
Easy timer is a simple timer application which displays
remaining time widely. Especially the remaining minutes fills the
entire screen.

39. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
ON-LINE AND MOBILE MEETINGS
TeamViewer for Meetings
Participate in mobile meetings on the go! Join an online meeting
from your iPad any time, anywhere.
www.teamviewer.com/it/pro
ducts/online-meeting.aspx

40. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
ON-LINE E MOBILE MEETINGS
GoToMeeting
GoToMeeting is an easy and convenient way to attend online meetings
Download the free universal app and join a meeting on your iPad®, iPhone® or
iPod touch® in seconds just by tapping the link in your invitation email.

41. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
ON-LINE AND MOBILE MEETINGS
join.me
Attend your next online meeting on your mobile device with the join.me mobile
viewer. View someone’s screen and collaborate in real time. Direct your
colleagues to join.me to start a meeting, web conference or ad-hoc collaboration.
join.me

42. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
CONFERENCE CALL
www.oovoo.com
Video call up to 12 people
simultaneously
File sharing
Video recording
Chat

43. Stefania Conti-Vecchi – Association Congress 2012
NOT ONLY FOR CONFERENCE CALLS
Big rooms with little and far screens?
Let participants
enjoy the speech
and the presentation
on their iPads

44. Stefania Conti-Vecchi – Association Congress 2012
QUICK POLL
IS THERE SOMEONE WHO KNOWS
HOW TO DO A SCREENSHOT ON
THE IPAD?

45. Stefania Conti-Vecchi – Association Congress 2012
IF YOU LIKE SOMETHING
THAT YOU ARE WATCHING ON YOUR IPAD
YOU CAN MAKE A SCREENSHOT
Sleep/Wake
Hold down both Sleep/Wake and
the Home button until you hear
a sound like camera shutter.
The page is now being screen shotted.
The results will be saved
in your Saved Photo folder Home button

46. Stefania Conti-Vecchi – Association Congress 2012
PLATFORMS FOR PRESENTATIONS
LilyPad
The ultimate platform for
anyone presenting information.
Engage, Interact, presentation
live polls and questions
feeds, Organize, View, Share, an
d Launch, Meetings instantly
from the Pond in the LilyPad
App. Take Meaningful
Notes, Follow Up & Recaps

47. Stefania Conti-Vecchi – Association Congress 2012
SLIDES AND PRESENTATIONS
Mobile Slides
Mobile Slides is a presentation tool that goes wherever you do. It provides
playback control, Q&A session archiving and quick web publishing
functions. Any computer platform with Flash Player installed can participate
anytime, anywhere in the presentation provided by any iOS device that has
Mobile Slides installed on it. Of course, you can also use a VGA Adapter and
export the slides into a projector directly.
Pointer
Show your presentation on a secondary screen such as a projector, TV or
monitor and interact with it by pointing and drawing.

48. Stefania Conti-Vecchi – Association Congress 2012
SLIDES AND PRESENTATIONS
Remote mouse
Turn your iPad into a wireless touchpad and
keyboard now!
You can take control of your presentations
from anywhere in the room.
.

49. Stefania Conti-Vecchi – Association Congress 2012
TWEET WALL AND LIVE POLLS
Projectorfy
PROJECTORFY is an iPad app used to run live events on a tv screen, projector, or
any output device. Create live polls that attendees can vote for using their mobile
device and see the results live during the event. Project a tweetwall showing
event specific hashtags or current trends - look up #projectorfyme as an example.
Display title and body slides on the fly making any event engaging and interactive.
.

50. Stefania Conti-Vecchi – Association Congress 2012
TOOLS
POLLS, SURVEYS AND QUIZ
polldaddy.com
Polldaddy
Engage your survey respondents with Polldaddy for iOS -they'll enjoy the intuitive interface for
responding to your questions and the speed of the application. Checkboxes, dropdown menus
and text fields have all been optimized for your iPad or iPhone's touchscreen (Polldaddy
account required).
Zwoor Survey for Ipad
Allows a meeting participant to send answers to a survey via the iPhone or iPad. The user enters
a code (e.g. Meet123) to retrieve the survey, and then proceeds to answering the questions.
The meeting facilitator can see a summary of the results immediately on the zwoor.com
website. You can take synchronized surveys: the survey and the questions start at the same time
for everybody who has downloaded the survey. For example, a group quiz, with an award at the
end.

51. Stefania Conti-Vecchi – Association Congress 2012
POLLS, SURVEYS AND QUIZ
QuickTapSurvey - Surveys & Offline Data Collection
QuickTapSurvey lets you create surveys for your iPad quickly and easily! It's
packed with features and designed to make the survey experience easy, fast and
engaging for your target audience. Collect data with or without an Internet
connection.

52. Stefania Conti-Vecchi – Association Congress 2012

53. Stefania Conti-Vecchi
www.eventagist.com