Message Center

Situation

A pharmaceutical company was exhibiting at a world congress, with over 100 of their employees and affiliates attending. They wanted to ensure that the thousands of people attending the meeting could easily communicate and connect with these representatives and affiliates.

Situation

Pharmaceutical company exhibiting at a congress

Over 100 employees and affiliates attending

Congress attendees visited the booth looking for specific employees throughout the meeting

Challenge

Certain employees had to work different shifts at the booth, but many of the other company representatives were not required to be at the booth at specific times. Therefore, communication with these company employees could be challenging. Additionally, there was no corporate attendee directory of contact information. Many had cell phones that did not work in this country and cell phone reception was poor inside the hotel and the exhibit hall.

Challenge

Ensure company representatives accessible to congress attendees

Ensure company representatives could communicate with each other and attendees, even when cell phones were not reliable

Desired messages and notifications be conveniently handled at exhibit booth

Did not currently have central database of attendee contact information

Needs

The company was looking for a way to ensure that anyone trying to contact or meet with a company representative was able to do so and that key meetings would not be lost due to missed contacts. In addition, the company wanted to increase booth traffic and provide a needed service to its key customers, thereby helping to maximize the return on the exhibit investment.

Needs

Place for attendees to leave messages

List of attendees and their contact information

Method to deliver messages to attendees

Method to organize and forward messages involving corporate issues

Solution

The pharmaceutical company included an area within their exhibit featuring the Blue Grotto On-Site Message and Attendee Tracking System, where visitors could be directed to leave and/or retrieve messages. This message system delivered messages from booth visitors to company personnel (in real-time when texting – very valuable when cell coverages is poor) to facilitate meetings and document requests.

Blue Grotto Message Center

Include message center (table) in exhibit booth

The Blue Grotto On-Site Message and Attendee Tracking System that enabled the client to contact employees and affiliates in real time as well as check on their status

The Blue Grotto On-Site Message and Attendee Tracking System made it easy to remind selected individuals of upcoming events

Result

By using the Blue Grotto On-Site Message and Attendee Tracking System, congress attendees were able to send over 60 real-time messages to company representatives, resulting in over 30 additional face-to-face meetings with customers. The company also forwarded (and documented) roughly 50 requests from specific company individuals not attending the congress.