Reap the Benefits of Online Conference Proceedings

Published by Sara Olbrantz | Topics: Conferences, Online Publishing, Print

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out-of-dateHow often do you overhear conference attendees gush, “I never go anywhere without my giant, 10lb three-ring binder of annual conference proceedings”?

If you are hearing crickets chirp, it is probably because technology has rendered your printed proceedings obsolete.

Technology has given your attendees easy, quick, 24/7 access to anything they want… And it fits in their pocket, purse and handbag without giving them back pain. The advancement of smartphones and tablets has exploded in the meetings industry. As a meeting planner, it’s important to make sure your annual conference is “keeping up with the Joneses.”Reap the Benefits of Online Conference Proceedings (Yes, that means printed conference proceedings, are the new mom jeans. And just try putting that CD or flash drive in your tablet.)

But it’s more than just staying on top of the trends. Taking your proceedings online brings a lot of benefits not only for you as a meeting planner, but also for attendees, sponsors and speakers alike.

3 Benefits of Online Conference Proceedings

  1. Extend the life of your conference.
    Attendee engagement should begin way before, and extend way beyond your annual meeting, and the best tool you can use to generate engagement is your online conference proceedings. Providing session handouts and speaker presentations online before your annual meeting will help attendees choose which sessions are right for them. Additionally, they will be more engaged during the actual session if they’ve reviewed the materials beforehand.Similarly, you can keep the conference hype up for months after your meeting. Try sending a monthly email linking out to recorded sessions and presentations hosted online in a digital publishing platform.
  2. Maintain greater access control and management of your content.
    One of the biggest concerns of meeting planners, associations and speakers alike is managing access to valuable conference proceedings. A lot of time and money is invested in creating conference proceedings, and therefore you may only want registered attendees and/or members to access the content.Online conference proceedings allow you to control who can see what content and for how long. Maybe you want to give attendees and members the ability to see all the conference proceedings while allowing non-attendees and non-members to view the proceedings for a fee. That wouldn’t be possible with printed proceedings or conference flash drives, but with online technology, you are able to control access.
  3. Gain enhanced searching capabilities.
    Typically, the conference proceedings for your annual meeting encompass a large amount of content including session handouts, presentation outlines and technical papers. Instead of thumbing back and forth between the table of contents and specific documents, attendees can simply type the session number, name or speaker (depending on how your content is organized) into the search box and be taken straight to the technical paper they are looking for.

Want to learn 6 more ways online conference proceedings can benefit your meeting? Check Out Our White Paper!


About Sara Olbrantz

Sara has worked for Omnipress in the past as our Marketing Communications Coordinator. She has contributed a great amount to make our blog what it is today and has been published in association publications numerous times.

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April 29th, 2015Jason Dill says:

In the last few years, web conferencing has evolved at a rapid speed. Online conferencing tools like R-HUB web conferencing servers gives many options for sharing videos, data, and slides. Another important advantage of using such tools for conferencing is that you can revert to a discussion any time later as sessions are recorded, either by the participant or the host.

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