MANAGEMENT
SOFTWARE
event, convention, congress

An event management software is a computer application designed to support the planning, organisation and management of events, conventions and congresses. It is innovative and hi-tech software. It is an invaluable working tool for organisers, powerful in offering exposure to sponsors and instrumental in the participants‘ active engagement.

Meetbit event management software

ALL SOFTWARE

Necessity is the mother of invention

“The need, which had grown over the years, was for Tecnoconference to develop IT products designed for events and training. This is why, in 2000, Meetbit was born. An in-house software house able, with its own R&D department, to design a complete and up-to-date suite of software designed and tested for the management of fully integrated onsite, virtual and hybrid events. A great vision that, in the early days, allowed us to foresee the upcoming changes in events management and enjoyment.”

Lisa Grotti | CEO Tecnoconference – TC Group

Below are the benefits, features, software and user manual of the best management suite for events, conventions and conferences.

I. WHAT IS IT

The set of applications has given life to the Meetbit suite. A unique and highly complex software system for the management of events, conventions and conferences with a modular design. The software suite offers, by its very nature, incredible advantages:

  • ALWAYS UP-TO-DATE
    The Software Suite is proprietary and does not require the use of a third-party licence, thus guaranteeing that the applications are constantly updated to meet market needs and technological upgrades.

  • EASY
    Easy to use, with graphic interfaces designed for all types of users. Congenial at all stages of an event: before, during and after.

  • ECO-FRIENDLY
    By its very nature, the Meetbit Software Suite is environmentally friendly, paperless and reusable in its various versions in line with the industry’s environmental sustainability guidelines.

  • FLEXIBLE AND MODULAR
    It is the only platform on the market that, thanks to its modular design, allows the complete or partial digitisation of an event. On-site, virtual or hybrid, with the Meetbit Software Suite every event becomes accessible and interactive.
  • SAFE
    The service provides a team of qualified personnel to assist before, during and after the event and a secure data facility according to international protocols.

  • CUSTOMISABLE
    All modules are customisable, adapting to your brand style and any graphic idea for an exclusive layout.

II. GOALS

With the software in the Meetbit suite, you satisfy all the demands of your event at every stage: before, during and after. You will be able to:

Event website with LIVEbit

ACCESS A WEBSITE

dedicated to the event, personalised and customisable, to ensure its maximum circulation

APP of the event with APP event tool from Meetbit

PROVIDE PARTICIPANTS WITH AN APP

also customised, in layout and graphics, to enhance the event’s accessibility

Increase engagement with Meetbit event management software

IMPROVE ENGAGEMENT

of your audience, by actively involving them with surveys, Q&A, social & chat services and interactive games

Manage speaker presentations at an event with Meetbit

MANAGE THE PRESENTATIONS

of speakers, facilitating their booking and ensuring smooth scheduling for you

EPOSTER display station Meetbit event

DISPLAY ALL POSTERS

always have an easily accessible display to ensure maximum visibility for your sponsors

Control access to your events with Meetbit

CONTROL OVER ACCESS

automatic registration and accreditation for the participants and for you data useful for planning future events

Platform for certified CME, RES and FAD courses

GUARANTEE ECM, RES & FAD COURSES

the Agenas (Agenzia Sanitaria per i Servizi Sanitari Regionali) recognised platform allows users to carry out tests and regularly obtain ecm credits

III. EVENT MANAGEMENT SOFTWARE

The Meetbit event management software consists of 8 software packages. Each software was developed to meet the needs of an event and can be used individually or in combination with others. Here is a detailed list of them and their combinations:

  • Projection Management System | SLIDEbit

    FEATURES
    This is the core product of the Software Suite, designed, developed and regularly updated over the last 20 years for the management of the science programme and slide centre. An end-to-end modular system with uploading, videoconferencing, streaming and recording for the management of live and distance speakers in addition to streaming.

    COMBINATIONS
    SLIDEbit is the heart of the Software Suite and includes many key features for event networking. To transform the event from a residential to an enhanced event, with all the options for on-site and remote, live and on-demand use and interaction, additional modules are available.

  • Platform for uploading remote input | SENDbit

    FEATURES
    The SENDbit module enables pre-event remote upload of all scientific content of the event by speakers and authors. Using personal user IDs, the speaker can access his or her own area where he or she can find a summary of speeches and contributions to be uploaded and their upload status (to be uploaded, partially uploaded, uploaded).

    COMBINATIONS
    The module is compatible with both the SLIDEbit slide centre software for collecting presentation files and the e-Poster module for publishing browsable libraries of multimedia science content including pdf, video files, audio files, images, text files.

  • APPevent tool

    FEATURES
    The Event Tool APP, native iOS & Android, was one of the first tools designed to enable access to information and interaction during an event. Today it is constantly updated with highly advanced features and fully integrated with the CMS.

    COMBINATIONS
    It is synchronised with the SLIDEbit slide centre software and the SENDbit collection system. Every submission uploaded by the author also becomes immediately available on the APP. Thanks to the interaction with the Accreditation and Access Control software, you can activate the “Badge” function on the app, to manage accreditation via self totems.

  • e-Poster

    FEATURES
    The e-Poster module is the software for searching and displaying contributions in pdf, audio and video, as well as scientific papers within congress events and corporate presentation in Poster mode. The system is equipped with a powerful search and navigation engine, fully compatible with different systems, from retrieval to search, display and sharing.

    COMBINATIONS
    The system can be linked with the SENDbit collection platform, with the APP, with the proprietary LIVEbit platform and can be combined with third-party platforms.

  • Hybrid & virtual events platform | LIVEbit

    FEATURES
    If you are looking to create a dedicated event webpage, then here is LIVEbit. An online platform (fully customisable) designed for the management of your event, hybrid or virtual, capable of replicating the typical features of a house event, extending its audience to an international scale.

    The platform is able to: interact with in-person participants with Q&A, polling, chat and social walls; broaden the audience by streaming all event content in real-time and asynchronously for remote ones; and act as a showcase for sponsors with virtual bags, virtual stands and sponsored workshops.

    COMBINATIONS
    It can be integrated with the APPevent tool, with the e-Poster module and with the Edubit ECM e-learning platform for certified mandatory training.

  • e-learning platform | EDUbit

    FEATURES

    EDUbit is a proprietary e-Learning platform. Designed for those who wish to optimise their training investments with a flexible, customisable and additional solution for all types of training events. An easy-to-use tool that is constantly updated and complies with current ministerial regulations on CME. Perfect for managing webinars, clinical cases and RES training.

    COMBINATIONS
    The platform incorporates, in hybrid and residential training events, the access control function according to the type of certificate required for certain types of training events. The platform is also compatible with other components of the Software Suite such as SLIDEbit.

  • Access Control Suite | CHECKbit

    FEATURES
    It is a complete management system useful for participant accreditation, for controlling the attendance during the event, for issuing certificates of attendance and CME credits.

    COMBINATIONS
    The system, thanks to seamless interaction with the Event Tool APP, allows the handling of registration via a self totem.

  • Remote speaker test platform | MEETthespeaker

    FEATURES
    This is an automatic booking system for managing appointments. By logging on to the system, speakers check the availability of slots in real time and independently schedule the appointment with the technician who will assist them. The system automatically sends a confirmation e-mail with links and instructions for performing the assisted technical test.

    COMBINATIONS
    The software combines with the SLIDEbit slide centre system if remote speakers are scheduled to be tested.

IV. CASE STUDY

Alberto Boccanelli, Sales Director of Tecnoconference, tells us how the software of the Meetbit suite was applied to the event “ESOF – European Science Open Forum 2020” held in Trieste from 2 to 6 September 2020, commissioned to Tecnoconference by the “Fondazione Internazionale Trieste per il progresso e la libertà delle scienze”. The largest hybrid association event held in the year 2020, in the midst of a pandemic, with record numbers:

0
HALLS (7 physical + 4 virtual expo)
+0
TECHNICIANS
0
IN-PERSON SPEAKERS
0
REMOTE SPEAKERS
0
IN-PRESENCE PARTICIPANTS
0
REMOTE PARTICIPANTS
0
HALLS (7 physical + 4 virtual expo)
+0
TECHNICIANS
0
IN-PERSON SPEAKERS
0
REMOTE SPEAKERS
0
IN-PRESENCE PARTICIPANTS
0
REMOTE PARTICIPANTS

CHALLENGES

“The great changeability of the COVID restriction rules meant that we could not finalise the format of the event (residential, hybrid or virtual) until 70 days prior to the event,” explains Alberto Boccanelli, Sales Director Tecnoconference, who carried out and ran three projects in parallel while waiting for the event format to be defined.

The event, the largest cross-network of researchers at European level, was attended by around 1,000 speakers from all over Europe as well as 4,000 attendants. The ever-changing rules on international travel meant that many researchers also participated as remote speakers. However, as it was not possible to predict which speakers would be present and which would be remote, Alberto continues, the event was managed ‘last-minute’, session by session thanks to all the built-in systems of the Software Suite.”

BASIC SOFTWARE SERVICES

“Seven rooms at the TCC + a further four virtual rooms with listening areas were set up with servizi audio and video projection services via four 500×300 ledwalls in the expo area.

To enable full hybridisation, each room was set up with video projection. In the main hall, translation into Italian Sign Language (LIS) with remote interpreters (London and Amsterdam) was successfully tested in addition to the classic BOSCH NG infrared simultaneous translation service with simultaneous translation booths.”

MEETBIT SUITE SOFTWARE

Tecnoconference provided its proprietary LIVEbit platform for the remote use of the eleven room sessions, the interaction and networking between participants, and the remote connection of 700 speakers.

Among others, we provided our Event Tool APP through which it was possible to enjoy all scientific content, live and on demand, in real time and in sync with the slide centre activities.”

PIONEERING PROPOSALS

“In addition, a TV studio green screen area was designed and developed – and not confirmed due to changes in needs at a research level – in 6 halls for the organisation of theory-practice sessions with customised digital backdrops for an immersive experience in thematically differentiated settings.

Other interesting project – which was also not implemented due to the drop in the number of attendees in presence instead of those connected remotely – was the activation of the Tecnoconference AR platform for Augmented Reality with the aim of making innovative engaging content available to participants on site within the networking area in addition to all the available scientific content.”

ASSIST

“The event was managed by a team of 46 technicians and a Project Manager

RESULTS

“The format,” Alberto concludes, “for the way it was set up, for the first time completely hybrid, was recognised by EuroScience as a new standard for future events thanks to the extreme smoothness with which it was possible for people to interact in presence and remotely.

Out of an audience of 1,000 speakers, we recorded a 4% no-show rate at such a difficult time as September 2020, which is unique even compared to traditional events… I would say a real success.”

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