On April 21 the Massachusetts Convention Center Authority (MCCA) in conjunction with consulting and systems integration company Optaros announced that they will be partnering to launch a new event management system (EMS).  After the release went public I had a chance to hook up with a couple of the people involved in the project and was able to ask them further questions and find out more about their project and what it entails.  I want to first thank Steve Snyder the CIO/CTO of the MCCA and Marc Osofsky, Vice President of Marketing at Optaros as they allowed me to take some of their time to find out more about their project.

I first phoned Marc Osofsky (pictured left) of Optaros to find out about his company and what they specialize in and how they were approaching the project with the MCCA.  Optaros is a consulting firm of about 200+ employees and they handle the needs of over 70 companies across the U.S. and in Europe.  Optaros was hired by MCCA to come up with a different approach to their event management system.  The MCCA looked at what was available and found that off the shelf applications could handle only about 60% of their needs, and they were limited to only 2 companies that provide the top used systems in the convention and trade show industry.  These options were not only not what MCCA needed it was also a very costly endeavor.    Optaros sat down with MCCA and found out exactly what they wanted the event management system accomplish and through those efforts came up with the perfect solution.  Using open source, and inexpensive applications already available, they were able to build the perfect EMS for the folks at MCCA.  Osofsky was very pleased with the project and applauded the vision of MCCA.

“Like many specialized industries, the event management industry is ignored by large enterprise software players and niche providers that are not keeping up with customer requirements for enhancements,” said Marc Osofsky, vice president of marketing at Optaros.  “Innovative players such as the MCCA are designing and rapidly assembling solutions using open source components.”

The visionary at MCCA was their executive director James E. Rooney.  At his direction, Steve Snyder (pictured right) ran with the project.  I had a chance to sit down and have a phone conversation with Steve Snyder to find out more about their new system and hear the story behind why they decided to build their own EMS using the services of Optaros.  After the first few minutes of our conversation, I could tell Snyder was well versed in the use of technology and found that he was very passionate about the program. 

They first came up with the idea about two years ago when they had a chance to look at how it was that they did business.  In fact, that was the question that Snyder asked, “How do we do business?”   He came up with the answer in a 36 step process of what they do and how they do it.  Their current system could not handle that process, and when he looked at other companies that were providing other event management systems their off the shelf products could only handle just over half of their needs.  Having companies like Oracle, SAP or other large software companies build them the system was cost prohibitive and companies such as Concentrix couldn’t provide the data Snyder required.  He knew there had to be a better way.  Optaros proved to be that better way. 

Snyder was impressed that the people at Optaros sent people out to the MCCA and literally watched over the backs of employees as they worked to see how they could make their lives easier.  The release sent has a nutshell look at the EMS:

The EMS will enable MCCA staff to quickly and easily determine facility availability and book new events.  Users will interact using a common interface for all modules, streamlining service order fulfillment and improving service delivery performance.  The virtually centralized event management system will foster enterprise-wide collaboration and enhance internal communication across the entire organization, strengthening internal controls and minimizing the risk of procedural errors.  Additionally, the EMS will manage workflow, customer contacts and business intelligence, among other business components.

Executive Director Jim Rooney goes on to reveal:

“We’re building this innovative new system with our customers in mind - we’re confident that they’ll benefit from an ease of doing business, better access to information and an improved service experience all around.”

MCCA is changing the way they do business to better fit the needs of Show Management, Exhibitors and Attendees.  They are truly leading the way in this innovative thinking and they are leading the charge to doing events, trade shows and conventions differently using technology.  At the end of my conversation with Steve Snyder it became very apparent that they are innovators in the convention space when he revealed that all of the MCCA properties including Boston Convention & Exhibition Center (BCEC), which was recognized by the 2007 Spotlight Awards as the “Convention Center of the Year”, the John B. Hynes Veterans Memorial Convention Center, and The MassMutual Center, have or will have free Internet access through the use of WIFI technology.  Now that is innovative.  I hope other convention sites will take note of this and follow suit.

If you are a event management company or manage a convention center, I urge you to take a minute and contact the folks at MCCA and ask them about their system and how you might be able to learn how they are changing the way convention management is done.  They are truly out front leading the charge.

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I have been looking around for a cool event that I can attend and somehow ended up looking at the National Science Teachers Association web site that also recently had its own trade show.  The trade show took place March 27-30, 2008 in Boston.  The best part about the trade show is that it had its own blog and they live blogged the event.  Through the use of 5 bloggers, they chronicled the event and allowed us to join in and see for ourselves how cool the conference was, as well as actually seeing what the conference was like by videotaping the event and putting it on You Tube.  The podcasters, Dale and Brad, allowed us a look into the show floor and that is an invaluable service that allows people to see just how cool the event is and can perhaps allow for us to be a paid attendee next year with the sneak peek.  The teachers association has done a wonderful job using social media tools for the event and helping them spread the word.  I guess I wouldn’t be surprised at the use of geeky things at a science teachers conference.

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I have been here in Boston and while sitting here at the airport enjoying the WIFI connection that the airport offers, I was reminded of the debacle of the conference I attended yesterday.  They too provided free Internet access for the attendees of the conference. As a part of that, I based part of my presentation on the fact that I could have Internet access to show some examples of things on the web, this site included in those examples.  Then of course I I reached for my computer, the projector wouldn’t work properly, and worse yet, the Internet access was down.  Talk about frustrating.  Not only was I frustrated but I could tell it was very frustrating in the eyes of the attendees. 

If you are planning an event, conference, convention or trade show it is imperative that the technology you are using is working properly.  It brings to mind the old saw of proper planning prevents poor performance.  It is important to the attendees, and even us speakers at times.  I had to end my session a little earlier than expected, but of course, they had set up the cocktail reception a little early so it evened out in the end.  I’m sure the people that attended my session appreciated being first in line for their cocktails, and forgot all about the technology problems.  I suppose the real moral of the story is make sure your technology works and if not make sure you have free alcohol!

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I’ll be traveling to Boston this weekend to attend a conference where I am a speaker.  Technically the conference is not during the holiday, but I have to get there during the holiday weekend.  As I have mentioned before I am a procrastinator of the worst order, so therefore, my travel plans were late in the making.  The result this time is I will be taking a flight in the middle of the night.  Literally, my flight leaves at 11:59 p.m., one minute before midnight.  I guess it is not too bad because I can sleep a little bit on the flight.  The three hour layover in DC may not be too fun, but at least I can get into my room in the morning and have the day to decompress before the conference begins in Boston. 

The holiday travelers wreak havoc on the business traveler during these times.  They also contribute to massive problems whenever there is bad weather.  I have been watching weather patterns just to make sure.  Of course, I cannot control the weather, but I could travel around them I suppose.  I may have to post to this blog from an airport next week, I hope it is not because I am stuck somewhere and can’t get home.  I get these thoughts running through my head that I will be living out a nightmare like the movie Planes, Trains and Automobiles or like the mom from Home Alone.  I’ll make sure we keep you up to date on the travel situation.

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I guess it goes without saying that Las Vegas cannot compete with the history and the spirit of Boston, Massachusetts, and of course Boston doesn’t have nearly the excitement of Las Vegas and the bright lights and party atmosphere.  Last week I was in Las Vegas at a convention where I was slated as a speaker, and the week after Thanksgiving I will be at a conference where I am also slated as a speaker in Boston.  Last week, the travel and hotel bill was negligible, whereas the bill in two weeks will definitely leave a mark on the bank account.  I’m wondering the difference.

There is the idea that Boston is a 1700 mile flight which is twice that of Vegas from my home, but as far as the accommodations, are sheets in Boston much more to launder than those in Vegas?  I’m not really sure they are, but the room I am staying at in Boston is twice the rate I received in Vegas.  I may be comparing apples to oranges, but it seems to me that a room is a room is a room.  I’m looking forward to seeing if they actually wash their sheets in bottled water and leave 2 pounds of chocolate on the pillow in Boston or if I would just perhaps hand the Concierge five $100 bills like they do at the blackjack tables in Vegas, my room rate might just drop.  The math of conferences and conventions baffles me.

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I was running through my inbox last night and as I scanned the content of a few emails at a time, something caught my eye as it related to some event planning opportunities.  There is a group that I follow and a terrific organization that puts on a convention  each year, and in fact has split the convention into two parts, one being business and the other its flagship event, BlogHer.  The convention I refer to is the folks at BlogHer.org.  I thought I would help them spread the word that there is a need for them to have some event planners nd perhaps if you are looking for an opportunity they have some work:

Speaking of having a full roster…

As you may have heard, in addition to our BlogHer Business event in New York (April) and our Annual Conference in San Francisco (July), we are embarking on our first BlogHer road show — the “Reach Out Tour” in October of 2008.

And we would like a little help from our community.

Specifically, we are looking to hire local event planners to help with some of the on-site conference elements in each of our Tour cities. So, if you have prior professional experience as an event planner and are local to one of our Reach Out Tour stops, please contact Kristy. Don’t forget to include your contact info., relevant background info., and resume.

As a reminder, our Reach Out Tour stops are:
Boston
DC
Greensboro
Nashville
Atlanta
New Orleans

Thanks in advance

I can remember when this group was a small handful of people thinking that it would be cool to put together a conference like this and I’m glad they have made it happen.  If you are an event planner and have a need to get your services noticed, this group is definitely the group to unite yourself with in being noticed.  If you live any any of the cities they are planning their events, give them a line and see if you can help them out.

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