Orange County Convention Center
IAEE Tech Guide - Brought to You by: Austin Convention Center
IAEE Tech Guide - Brought to You by: Austin Convention Center

Objectives


Logistics Management Software Saves Organizers Hours of Staff Time

September 27, 2018

CadmiumCD of Forest Hill, Maryland is an event software company that provides on-demand content management solutions that streamline the workflow for meeting planners, exhibition organizers, education directors, and attendees. Its myCadmium software platform makes it easy to collect, manage and share content to all event stakeholders through its modules:

  • Call for Abstracts
  • Speaker & Exhibitor Data Management
  • Digital Content Publication
  • Audio Recordings
  • Digital Poster Galleries
  • Online Itinerary Planners
  • Interactive Floor Plans
  • Native Event Apps
  • Post-Conference Evaluations

CadmiumCD’s Conference Harvester Logistics module is the most recent addition to the firm’s platform. It allows meeting organizers to build a list of available resources, assign those resources to specific rooms in a convention center, and automatically schedule sessions into open rooms. Its goal is to reduce the time organizers spend allocating resources and scheduling sessions. It assists organizers in identifying schedule and speaker conflicts, assigning the correct audio-visual equipment to specific sessions, and managing information and communication on site.

The American Library Association hosts approximately 10,000 librarians every year at the ALA Midwinter Meeting. An additional 10,000 librarians gather for ALA’s Annual Conference. Between the two conferences, ALA includes over 3,000 events, sessions, and presentations. CadmiumCD, which has been working with ALA since 2013, began collaborating with the association to address some specific logistical challenges:

  1. Identifying open rooms with the exact capacity, AV equipment, and other available resources necessary for a particular session.
  2. Discovering people and room conflicts
  3. Accessing information onsite using a mobile device

CadmiumCD addressed ALA’s challenges with its Conference Harvester Logistics module and an integration with its eventScribe App Boost module. eventScribe Boost allows planners to manage all their content, data, and stakeholders in real-time, right from the same app their attendees use to navigate and participate in the event.

ALA, along with other major organizations like ADA, WVC, MLA, and AAAnthro, have been in the process of Beta Testing the Logistics Module for the past year and a half so that it is ready for use by all meeting organizers in 2019. One organization calculated over 40 hours of labor saved after using the system.