Introducing Dynamic Delegate Management

Over the past ten years, One Stop has perfected a system of delegate management based on a powerful computer database. The database is used to:

• collate information about possible delegates into a single, coherent information source

• issue invitations to all potential delegates

• monitor initial response, and issue reminders

• create the final delegate list

• create badges, delegate packs and place settings

Dynamic Delegate Management (DDM) takes this basic system a step further, by making use of tried and tested web-based technology to interact with delegates and make possible a range of additional services. Click here for an on-line demonstration.

What is DDM?

DDM makes it possible for the delegates themselves to have greater input into the process — and allows Event Organisers to create and build on a relationship with their delegates long before the event itself takes place.

At the heart of the system is an event web site featuring a password-protected area built around an on-line copy of the event database. The Event Organiser can send potential delegates an individual password and user name that will give them access to this area. Once inside, they can review, and if necessary correct, the information held about them on the database, providing a useful check on the accuracy of the original data.

Using dynamic HTML programming combined with ASP (Active Server Pages) it is also possible to set up a number of additional functions making more use of this facility.

Basic system functions

Accepting invitations

It is simple to arrange for delegates to 'tick a box' on a password-protected web page in order to accept their invitation to the event. When they do this, two e-mails are automatically generated — one to the delegate, welcoming them to the event and providing more information, and another to the Event Organiser with details of the delegate's acceptance.

At the same time, the on-line database is updated with a note of their acceptance, plus any changes they themselves have made to the data held about them.

Creating e-mail lists

While delegates are reviewing their data and accepting (or rejecting) invitations, the system can also invite them to join an e-mail list. If they accept:

• an entry is made in the on-line database

• the delegate is automatically added to an e-mail distribution list, and

• confirmatory e-mails are sent, again automatically, to the delegate and to the Event Organiser.

This makes it possible to send delegates news and updates about the event automatically, by e-mail, reducing cost and speeding up response times. It also creates a list which can be re-used to notify delegates about other events that may be of interest to them.

Delegates can choose to unsubscribe from the list at any time simply by sending an e-mail to the server. The address for this server appears at the end of every communication from the list.

Organisational Tools

The on-line database also provides a valuable organisational tool. By merging the web site response data with data from conventional responses received by post or by phone, it is possible for the Event Organiser to supplement and (if necessary) correct the data they already hold, helping to ensure the greatest possible accuracy at all times.

Plug-in System Functions

Once the on-line database is in place, additional routines can be used to provide even more functionality, including e.g.:

Checking Feedback

On-line forms where delegates can

• record their reactions to the event, and

• offer suggestions for future events

Delegate Discussion Area

An on-line discussion group restricted to delegates who have accepted the invitation, allowing them e.g. to:

• raise points of interest that they wish to see covered at the event

• discuss matters of common interest/concern

Targeted E-zine

A regular bulletin sent out to delegates who have opted to receive information by e-mail, providing notification of new events, and/or items of news and interest to the target audience.

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