Event Apps for Conferences – Experiences of the 35th Worldwide Conference by Lauren Conlon (HTFN)

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One click on the internet and we get the message: “Your order has been sent”. Then the wait begins. In the background, various companies and networks now enable effective and fast shipping without any problems for us as the customer. One of these is HTFN.

Once a year, these logistics magicians meet and discuss current developments in the industry to make shipping to us easier. The organizer of this conference is Lauren Conlon. In 2019, she used an event app from LineUpr for the first time.

After the conference, we squeezed her for you. What were her experiences with the first LineUpr app? Why did she use an event app? Why did she choose LineUpr? This and more you will find out on the next pages. A great customer story with many interesting insights.

LineUpr: Hello Lauren. Thank you for taking the time to do this interview. Please introduce yourself and the HTFN.

Lauren: Hi-Tech Forwarder Network (HTFN) is a global logistics network. HTFN unites approximately 75 companies offering services on over 200 air and ocean gateways worldwide, giving members access to an international network of exceptional agents and global marketing support. HTFN Companies are leaders in their own markets and offer superior service levels and exceptional quality standards.

I work for HTFN helping to coordinate the details of the conference, as well as working to gain new members.

LineUpr: What role do events play for you?

Lauren: Our annual conference is our event and it is a huge part of the network’s success! This is what members wait for as most only meet with one another once a year. Our conference is held in a different location throughout the world each year.  During the conference members have three days of bilateral meetings in which they have several opportunities to ignite new business and solidify existing relationships.

LineUpr: You’ve used LineUpr for your 35th Worldwide Conference. What makes the event special? Which target group did you want to address?

Lauren: We wanted to use the app to replace a Delegate booklet that had members names and pictures. We were hoping that those who prefer to use technology over paper would find this useful and easy to navigate. We are also trying to move towards a more paperless conference and felt this would be the perfect place to start.

LineUpr: You’ve used LineUpr for the first time. How did you learn about LineUpr and what was the decisive argument for you to use an event app?

Lauren: One of our members in Austria was the motivation behind this. He helped us find one that suited our needs. This app was ultimately the winner because of ease of use and pricing, as well.

This app was ultimately the winner because of ease of use and pricing, as well.

LineUpr: Have you used event apps in the past? If so, what experiences have you had with it? If you have not used an app yet, what has been against it so far?

Lauren: This is our first time!

LineUpr: How long before the event do you start creating the event app? How much time do you invest in the app?

Lauren: I can’t exactly remember, but close 7 months ahead. We did some research initially and then decided on LineUpr. Once we were set up we worked on it slowly, inputting information. Closer to conference time I had to work on it more as we were adding delegate pictures, company info, etc.

Some were so excited with the app that they want to continue to use it throughout the year as a quick go-to tool.

LineUpr: When and how do you inform the participants of the event about the event app?

Lauren: We made them aware of it ahead of the conference. We sent them the QR code and link. Then, once in Miami for the conference, we had little flyers everywhere and blasted the QR code on the screen at all of our events.

LineUpr: Did you also use the survey features in the app? If so, what kind of questions and how did you integrate the survey results into the event?

Lauren: We did. I didn’t really get too involved with this as after the conference was over there was a lot of loose ends to tie up. We asked simple questions about the events and then we did a more elaborate survey on the conference as a whole.

LineUpr: How did your visitors react to the app?

Lauren: Most people were very happy and impressed with the change. Some thought it was difficult to navigate by name, so we already made the change to have the delegates listed by company. This is what they were used to, so just a habit I think. Some were so excited that they want to continue to use it throughout the year as a quick go-to tool.

LineUpr: Which top three tips would you like to give to other organizers when using LineUpr?

Lauren: 1. Try to keep your audience in mind when inputting information. What are they used to and what would they find most useful?

2. Make people aware of it before the event so they are used to navigating the app.

3. Slow and steady. Do a little at a time.

LineUpr: Thank you Lauren, for the exciting interview. It’s very nice that the app was integrated so well into the event. With LineUpr, the move to a completely paperless conference has definitely taken a big leap forward. It always takes a courageous will to break new ground.

Much more information about HTFN can be found online on their website. You should also visit the HTFN profiles on Instagram, Facebook, Twitter, and LinkedIn. Or if you prefer moving pictures, go to the Vimeo profile here.

And next time the use of the app will probably already be routine. We hope to be able to support you then as well.

Best PracticeConferences
Co-Founder of LineUpr