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MEDWeek – Accessing Minute-by-minute Marketing Data

Department of Commerce Annual Conference and Trade Show for Minority Enterprise Development

The U.S. Dept. of Commerce used a2z's online registration system, including badge and mailing component to streamline their administrative systems. The program also allowed them to book an exceptionally-high, 45% of their attendees, online this first year. a2z’s robust analysis and reporting module also provided automatic, minute-by-minute marketing data that was never available to the Department of Commerce before. See the solution at http://www.MEDWeek.gov

Benefits

Data mining reports that document ten times (10x) more online exposure of LIVE event to potential audience for the benefit of both the exhibitors and MED Week show management.
Greater satisfaction of exhibitors due to greater online exposure, more attendees, automatic lead fulfillment and tracking reports, and more.
Ability to instantly access real-time marketing and management data including revenue and A/R reports; heaviest/lightest volume periods; tracking areas of attendee interest; effectiveness of mailings, and much more.
Significant reduction of data entry mistakes (typos and applications).
Almost 50% reduction in customer calls for information and details.
Automatic e-mail confirmations saved hours-and-hours of staff time. Enhanced ability to promote the event, in less time and costs; to generate greater attendance, and manage the conference and live trade show better.

ESTIMATED COST SAVINGS
Registration staff reduction: one-third (1/3) less staff for three (3) months due to 45% reduction of mailed-in and faxed reg forms, customer service calls, database entry, mailed/faxed confirmations, etc.	$12,000
Significant reduction in out-going long-distance service calls	$1,250
Booth sales staff reduction: one person 4-months	$9,000
Replacement of traditional 2^nd follow-up promotional mailing (printing, postage, staff time), with little-or-no-cost e-mail broadcast - printing 40,000 pc. Mailer @ 20 cents each; postage @ 19 cents each; staff time $500	$15,600
This Year’s Savings	$37,850

ESTIMATED COST SAVINGS (YEAR 2)
Fifty percent (50%) reduction in reg staff for 3-months	$12,000
Reduction of booth sales staff 2^nd year	$9,000
Reduction of L.D. calls for both admin and booth sales staff	$2,500
Replacement of 2^nd follow-up promotional mailing 2^nd-year	$15,600
Ability to execute 3^rd promo mailing to increase attendance and exhibitors	extra benefit
Next Year’s Total Savings	$39,100
Total Estimated Savings for Both Years:	$76,950

ROI:
5% all new attendees generated exclusively via internet/online	$25,000
Additional 5% increase in attendance and revenues this year	$25,000
Estimated 15% attendance increase next year due to ability to promote to a greater audience, at less costs	$75,000
Estimated 15% increase in exhibitors for next year due to additional value of online trade show, greater attendance, more leads, automated lead fulfillment 12-month exposure in an industry portal,	$15,000