US20060161549A1 - Event management system - Google Patents
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- US20060161549A1 US20060161549A1 US11/369,557 US36955706A US2006161549A1 US 20060161549 A1 US20060161549 A1 US 20060161549A1 US 36955706 A US36955706 A US 36955706A US 2006161549 A1 US2006161549 A1 US 2006161549A1
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- G06F2221/2149—Restricted operating environment
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Abstract
A system is disclosed for the planning, management and execution of events that permits the event manager, client, convention personnel, and suppliers to coordinate activities and rapidly disseminate information. Preferably, the system includes a repository of information. All or portions of the information may be electronically accessed by the various parties, subject to the limitations imposed by the event manager. Real time information is provided to the parties, including the ability to observe the progress of the production of the exhibit in real time from remote locations.
Description
- This application is a continuation of U.S. patent application Ser. No. 09/755,924 filed Jan. 5, 2001, which claims priority of U.S. Provisional Patent Application Ser. No. 60/174,726 filed Jan. 6, 2000.
- The present invention generally relates to event management. More particularly, the present invention provides an automated, end-to-end system for enterprise event management, including comprehensive interparty coordination services as well as a real time progress monitor via video camera.
- The production and management of events and exhibits requires the coordination of many resources for an extensive period of time. Planning for an event may begin more than a year prior to the actual exhibit. The initial planning includes developing a budget for the exhibit and producing an exhibit within the budget. Exhibit production includes booking space for the exhibit or convention facility, designing and producing the exhibit, assembling the exhibit at the exhibition site, and coordinating the personnel for the exhibit.
- Typically, an event manager works with the client to produce the exhibit, and makes all the arrangements to install the exhibit at the convention site. Thus, the event manager must coordinate activities with the client, convention producer, convention facility, and various contractors and suppliers.
- Communication between the client, event manager and suppliers is extensive. Information must be shared and provided to a number of parties. Frequently, design and production modifications are ordered during the production of the exhibit, thus necessitating copious communications to multiple parties, including those who must effect such modifications and those affected by the modifications. The cross-party communications often give rise to considerable confusion, resulting in error, delay, time, and budget issues.
- In light of the foregoing, it is desirable to provide an integrated, deployable event management model with comprehensive interparty communication functionality on a real time basis.
- Accordingly, a core management system and communications platform has been developed which permits the event manager, client and suppliers to access information and data (hereafter, information) from a central source on a real time basis. Preferably, the system includes a repository for the information, an interface for access to the information, and the means to restrict access to portions of the information.
- Typically, the system includes a repository such as a database. It is contemplated that the database may be designed and implemented according to a variety of schema; e.g., ontological model, existing relational or object-oriented framework. The event management services provider (hereafter, provider) or others populate the database according to a predetermined plan. Once populated, data in the database may be modified, deleted, or otherwise manipulated.
- The interface permits various levels of access to the database. Generally, an interactive software component provides the interface functionality. For example, the database and interface reside on a website server accessible via the World Wide Web. Various parties utilize a personal computer (PC) to establish a communication link via the Internet to the to the website server. Once connected, the system authenticates the party via an identification component such as a login and password, and permits access to the information or a portion thereof.
- The means to restrict include a software component or other means, so long as the functionality required to restrict access is fulfilled. Typically, the provider assigns various classes and subclasses to parties requesting access to the information, such as client, supplier, or provider. Suppliers are further subclassified as general suppliers or specialized suppliers. The provider determines an appropriate access scheme for each party, class, and subclass, and then implements a software component predicated on the relationship between the party, class, or subclass and the level of access.
- The foregoing examples are offered for illustrative purposes only; therefore, a skilled artisan will note that the foregoing examples in no way limit the invention disclosed herein.
-
FIG. 1 illustrates an ontological model of a system relationship according to the preferred embodiment of the present invention; -
FIG. 2 illustrates a hierarchical overview of a computer system enterprise according to the current invention; -
FIG. 3 illustrates a functional architecture plan of an event management process application is shown; -
FIG. 4 illustrates a schematic having phases of event management; -
FIG. 5 illustrates a typical process cycle related to a client/local requestor submission; -
FIG. 6 illustrates sample screens showing a library card and a homepage; -
FIG. 7 illustrates sample screens having information pertinent to an event marketing brief; -
FIG. 8 illustrates sample screens having information pertinent to campaign planning tools, space cost reports, and event workspace; -
FIG. 9 illustrates sample screens having information pertinent to inventory and conflict checks; -
FIG. 10 illustrates sample screens having information pertinent to space planning; -
FIG. 11 illustrates samples screens having information pertinent to floor plans, release screen, and graphics annotator; -
FIG. 12 illustrates sample screens having information pertinent to supervisor scheduling; -
FIG. 13 illustrates sample screens having information pertinent to master show schedule, kit and element schedule, and quick picks; -
FIG. 14 illustrates a sample screen having a real time image of the actual event construction site; -
FIG. 15 illustrates sample screens having information pertinent to third party research, competitive analyses, and follow up reports; and -
FIG. 16 illustrates sample screens having information pertinent to swim lane charts and process control plan. - The preferred embodiment of the event management system provides an automated tool for comprehensive event management and communications facilitation. Referring now to the drawings wherein like numbers are used to denote like items throughout,
FIG. 1 depicts an ontological model of the system disclosed herein. Typically, the tool includes an information repository such as a database and its associated software (hereafter, database) 20. - The
provider 22 populates the database according to a predetermined data scheme, and defines access and privilege rules with regard to the information, including rules under which parties can access the information. Generally, the rules include a definition of the parties permitted access to the information, and a definition of which parties can add, delete, or modify the information. For example, the information is logically defined under any one or a combination of three categories, 24, 26, and 28. Theclients 30access information category 24, and only if the information is pertinent to a the client itself; thesuppliers 32access information category 26, and only if it pertains to projects of clients associated with the supplier itself or pertains to theprovider 22. The suppliers are not permitted to modify the information. Theprovider 22 gains global access to any and all information, and enjoys full privilege and control over the entire corpus of information as well as the database scheme. - Turning now to
FIG. 2 , there is shown a hierarchical overview of a computer system enterprise according to the current invention. Typically, thedatabase 20 is associated with a local computing environment, including aserver 36 and one or morelocal devices 38. The database includes any suitable proprietary or off-the-shelf program, such as Lotus Notes/Domino. Thedatabase 20 communicates with theserver 38 and the local computing devices via a communication link; e.g., direct connection, local bus, etc. - The
database 20 is accessible by various remote devices, or communities of devices, 40-48. The devices include PCs, handheld computing devices, wired or wireless telephone, Web TV, and others. The remote devices access thedatabase 20 via a variety of communication conduits, includingprivate communication networks 50, public communications networks such as theInternet 52, connectivity via the electromagnetic energy spectrum (wireless) 54, and the like. - The communication platform and database are accessible through a single point of entry, for example, the
server 36. Typically, theserver 36 and its associated software provide event management functionality via one or more software applications. The application software (hereafter, the event management software) may be proprietary, off-the-shelf, or a combination of both, so long as the functionality described herein is satisfied. Further, various versions of the application software are platform independent, thus providing the event management functionality regardless of enterprise hardware and operating systems architecture. - The
server 36 and associated software, thedatabase 10, and the event management software interact to provide a plurality of webpages to the user of the system, as hereinafter detailed. Typically, the user utilizes a remote device such as a PC having browser software to access the server. Once in communication with the server, the server and its associated software invoke the event management software to provide a plurality of screens. The screens contain information from the database 10 (as hereinafter detailed), which the user views as webpages via browser software on the remote device. - Turning now to
FIG. 3 , a functional architecture plan of the software application is shown. The functional hierarchy of the software application incorporates two main components, alibrary 58, andbooks 60. The books are further subdivided intochapters 62, and thechapters 62 are subdivided intosections 64. - The
library 58 incorporates the library card application andwelcome message 66. - The
books 60, also deemed the main menu of the event management software, include seven main components for access by authorized users. The seven main components are anevent profile 68, acontent library 70, an event calendar andquick facts 72, a world-wide reports and schedules 74, anevent bulletin board 76, news andideas 78, and a “how it works” 80 or help section. - Each of the seven main components is further subdivided into chapters and/or sections. For example, the
event profile 68 includes a chapter for opening anevent 82,event management 84,event finance 86, and measurement andreport 88. Theevent profile 68 chapters are further subdivided into sections. The open anevent 82 chapter offers an event registration and event marketingbrief section 90, as well as a spacepurchase order request 92. - The event management chapter includes sections for
project specification 94,final properties 96,final graphics 98, acritical path 100, and a bubble diagram 102 for the event. Additionally, a user interface withdestination management 104 andsolutions nomination 106 is provided, along with logistics andservices 108,additional event programs 110, anddirect marketing activities 112. - The
additional event programs 110 include, for example, attendee registration functions. The attendee registration function permits individuals attending a convention to register for the event online. The attendee will be able to specify specific sessions, seminars, or programs. The attendee may pay for the event(s), elect to receive specific promotional information, and/or coupons for use at the event. The attendee can specify travel options, as well as lodging. The attendee can view maps, as well as general information about the location of the event. Links to remote or external services, such as suppliers, marketing, and additional event programs are provided. All necessary information is entered by the event manager or client. - The
event finance 86 chapter of theevent profile 68 includes apreliminary event estimate 114,individual show estimate 116,projections 118, and a change order log 120. - Finally, the measurements and
report card 88 chapter of theevent profile 68 includes field reports 122, performance evaluation byevent manager 124, performance evaluation by theclient 126,marketing research 128,opportunity management 130, and an at-show audit 132 section. - The event calendar and
quick facts 72 book includes the chapters forevent information 134 andevent archive 136. Theevent information 134 chapter includes sections forpreshow information 138,master show schedule 140,graphics viewer 142, floor plan viewer andannotator 144, and user interfaces forclient destination management 146,attendee destination management 148, and finally, an a solutions nomination andselection section 150. - The worldwide reports and schedules 74 book includes sections for a
savings log report 152 and amaster show schedule 154. - The
event bulletin board 76 chapter includes sections for aproject life cycle 156,architecture 158, and a frequently askedquestion section 160. - The news and
ideas 78 chapter includes sections for associated website links 162, state of thestate board 164, “what's new in measurement” 166, “what's new with the event manager” 168, “what's new in branded architecture” 170,client marketing update 172, andcase studies 174. - The “How It Works” 80 chapter contains sections for quick help 176, a user's manual 178, and phone numbers to call 180.
- Referring now to
FIG. 4 , there is shown a schematic defining the phases of event management. Typically, the event management process is divided into a pre-event 184 phase,event phase 186, andpost-event phase 188. The phases may be contiguous or overlapping. The phases include task related to marketing andcreative pursuits 190, estimating andmanufacturing 192,event project management 194, andfinance 196. - The pre-event phase includes various processes and webpages screens directed to the completion of pre-event phase task. For example,
FIG. 5 illustrates a typical process cycle related to submission of an event marketing brief wherein a client requests or submits anevent marketing brief 198 for afit analysis 200 by the event manager. Pursuant to thefit analysis 200, a regional and/orcorporate review 210 takes place. The regional and/orcorporate review 210 results in a return forchanges 212, and approval 214 a return forchanges 212, andapproval 214, or adenial 216. If thereview 210 is returned forchanges 212, the event marketing brief must start the process over with the submission at thelocal requestor level 198. If the request is approved 214, the process proceeds to visibility toclient procurement 218, and to event planning andexecution 220. - During the event planning and execution, the event manager or client input information or data into the event management system via a plurality of screens. Typically, the screens are viewed on a display device such as the monitor of a PC, and data or information is entered via an input device such as a keyboard. Various sections prompt the entry of information by the client or event manager.
- For illustrative purposes, selected examples of screens provided by the event management software are described herein. The screen examples for the pre-event phase are illustrated in
FIGS. 6-13 , while the screen examples for the pre-event, event, and the post-event phases are illustrated inFIGS. 14-16 . - With reference to
FIG. 6 , sample screens are illustrated showing alibrary card application 222 and ahomepage 223. The library card application contains a number oftext boxes 224 as well aslabels 226 to prompt an applicant for information. Additional information such as comments or requests are supplied via thecomments box 228. The applicant utilizes an input device to provide the requested information in theappropriate text box 222, then selects the submitbutton 230 or the cancelbutton 232 to submit or cancel the information. - Upon receipt and verification of the submitted information by the event management software, the applicant is issued an identification component, such as a code or a login and password. Thereafter, the identification component is used to gain access to various portions of the database and the event management software based on a predetermination by the event manager.
- For example, each person involved in the project is given a user access card having an identification component. Each identification component is associated with a level of information access or restriction to portions of the information. For example, the suppliers have access only to project specifications, change orders, and the like. Financial information is limited to those parties that the client and event management authorize to access. The information in the database can be changed only by authorized persons and through appropriate interfaces.
- The
home page 223 typically contains a variety of information pertinent to a client, event, area, past event or other criteria 234. -
FIG. 7 illustrates sample screens containing information pertinent to an event marketing brief, including a generalevent information screen 236, a budget/estimatesscreen 238, and a marketingbrief screen 240. Thegeneral event screen 236 provides general information pertinent to the event itself such as an event name, location, and contact information of the client. The budget/estimatesscreen 238 prompts the client to enter data in theestimate text boxes 242. After receiving the entered data in theestimates text boxes 242, the event management software calculates budget related data predicated on the entered data, and utilizes the output in the event management process. Similarly, and as illustrated in the marketingbrief screen 240, the client is prompted for marketing-related data via a series of marketing questions 244. The client inputs answers or comments received by the event management software for utilization in the event management process. -
FIG. 8 illustrates sample screens pertinent tocampaign planning tools 246, space cost reports 248, andevent workspace 250. The campaign planning tools screen 246 provides information related to, inter alia, case studies, show types, and branded architecture. Thespace cost report 248 provides a matrix of comparative information pertaining to a variety of events, the attendance for each event, the total square footage utilized at each event site, and other event particulars. -
FIG. 9 illustrates sample screens pertinent toinventory 252 and conflict checks 254. Theinventory 252 screen provides hierarchical menus of available kits. If an individual kit is selected 258, the event management software opens a graphical window having a graphical representation of the selectedkit 260. The event management software also opens a window having information specific to the selectedkit 262. - The conflicts check
screen 254 provides a visual representation of the trailer or other means of transportation having optimal load conditions for various components of various shows. The conflicts check includes atext list 266 of all event components contained in the trailer. Further conflict check and confirmation information is provided in aproperty assignment window 268, including a component description, show, client, status, and conflicts. -
FIG. 10 illustrates sample screens with tools for space planning. The tools include aplan view 270 of the event site modeled to scale and displaying all components planned for the event site. Another tool provides a three-dimensional representation 270 of the event site withheight conflict information 276. Finally, symbolic andtextual information 274 pertinent to each event site component is provided. -
FIG. 11 illustrates samples screens pertinent to floor plans 278, agraphics annotator 280, andrelease screen 282. The floor plan annotator provides the functionality of a white board by displaying a plan view of the event site and permitting input designating changes to the floor plan. For example, a client utilizes a mouse or other input device to draw acircle 284 around an event site component, then draw anarrow 286 corresponding to a point in the event site where the event site component should be moved. The event manager receives the annotated screen, and effects the modification to the event site component, in accordance with the annotations of the client. The graphics annotator 280 provides means to requestspecific items 288 as well as a graphical accelerator 290. Therelease screen 282 includes a textual chronology of comments, etc. and a final notice ofrelease 294 for the floorplan. -
FIG. 12 illustrates sample screens pertinent to supervisor scheduling, includingsupervisor assignment 296,travel request 298, andvacation scheduling 300. Thesupervisor assignment 296 permits selection of a supervisor and presents a graphic image of the selectedsupervisor 302. Once selected, the name of the assigned supervisor is displayed 304.Calendar information 306 is provided as well. - The system includes a destination management section that permits the event manager to coordinate all travel related tasks. Information received from attendees or clients is displayed and then assembled for booking with the travel suppliers, such as airline, hotel, and car rental. For example, the
travel request screen 298 displays information pertinent to the supervisor's travel itinerary. Thevacation scheduling screen 300 receives input data related to vacation dates, and reconciles the event schedule to reflect the same. -
FIG. 13 illustrates sample screens pertinent tomaster show schedule 308, kit andelement schedule 310, and quick picks 312. Themaster show schedule 308 provides information pertinent to the all scheduled events of a particular event manager or the event management provider. The kit andelement schedule 310 provides a matrix account of all equipment kits and event dates for which the kits are scheduled. The quick pick 312 displays all kits available and the dates on which they are available. The event management software permits selection of one or more kits for scheduling. - During the pre-event, event, and post-event phases, the provider installs a video system including at least one digital camera at a location where event management activities are underway. Typically, these locations include the production site and an event site. The production site generally refers to a physical location where a kit, booth, or other event components undergo construction. The event site encompasses the location or locations where the actual event takes place.
- The video system permits real time viewing of the exhibit as it is being produced and as it is installed. The system permits viewing from a number of different angles. The cameras are remotely enabled and digital images therefrom are displayed through the web browser on command. Thus, the event manager, client, and personnel may have a real time conference from remote locations to view the progress of the exhibit and to discuss changes and/or alterations to the exhibit. The installation and dismantling of the exhibit may also be viewed, as well as viewing of the exhibit during the event. The images are stored to permit replay by the managers and others, such as absentee attendees.
FIG. 14 illustrates a sample screen of a real time view of the event site for an actual event. -
FIG. 15 provides information pertinent tothird party research 314,competitive analyses 316, and follow upreports 318. The third party research reports include research analysis data and competitive data displayed in textual, chart, or graph form. The third party research may be produced in written format or accessed as a screen display. Thecompetitive analysis 316 provides information based on various criteria; e.g., attendees, business unit, competitors/exhibitors, location or the like. - Post event information is provided via the follow up
report 318, which includes itemized data for contractor or subcontractor accounts, etc. -
FIG. 16 provides information in the form of aswim lane chart 320 and aprocess control plan 322. The swim lane chart providescategorical information 324 such as relationship, marketing, design, operations, event services and financial corresponding to atimeline 326 or other. The process control plan provides a hierarchy of information related to the process control plan, and information pertinent tospecific tasks 330. - Thus is disclosed a system for the management and conduction of events which permits the event manager, clients, and suppliers to coordinate activities and rapidly disseminate information. Real time information is provided to the parties, including the ability to observe the progress of the production of the exhibit in real time from remote locations.
Claims (20)
1. An event management system for a plurality of groups, the system comprising:
a repository having information associated with event management;
a first digital interface permitting access by a plurality of groups to the repository; and
means for restricting access of one or more groups to portions of the information in the repository.
2. The system of claim 1 , wherein the groups further comprise a group of event managers, a group of clients, and a group of suppliers.
3. The system of claim 1 , wherein the repository further comprises a database.
4. The system of claim 1 , wherein the first digital interface further comprises permitting modification of the information by authorized groups.
5. The system of claim 1 , wherein the first digital interface further comprises effecting corresponding changes to the information where such changes are necessitated by modification of the information by authorized groups.
6. The system of claim 1 , further comprising:
a first device for capturing data related to an event display; and
a presentation component for displaying the captured data.
7. The system of claim 6 , wherein the first device further comprises a video camera.
8. The system of claim 6 , wherein the presentation component further includes a software interface to facilitate visual presentation of the captured data.
9. The system of claim 6 , wherein the captured data further comprises data pertinent to a production site.
10. The system of claim 6 , wherein the captured data further comprises data pertinent to an event site.
11. The system of claim 1 , wherein the means for restricting access further comprises an identification component.
12. The system of claim 11 , wherein the identification component further comprises a user access card.
13. An event management system accessible by a plurality of groups via a communication network, the system comprising:
a server accessible via the communications network;
a database having information, the database associated with the server;
a software component to facilitate various levels of access to the database by a plurality of groups;
a user identification component corresponding to a level of access by a group to the information in the database;
a second device for capturing detail pertinent to the event management; and
a second digital interface for presenting presentation of the detail.
14. The system of claim 13 , wherein the server further comprises a website server.
15. The system of claim 13 , wherein the information further comprises one or more categories.
16. The system of claim 15 , wherein the software component further comprises the functionality to ascertain appropriate access to each category of information based on the user identification component.
17. The system of claim 13 , wherein the user identification component further comprises a user access card.
18. The system of claim 13 , wherein the second device further comprises a video camera.
19. The system of claim 13 , wherein the presentation of the detail further comprises multimedia presentation of the data.
20. The system of claim 13 , further comprising a plurality of reports related to an event.
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Also Published As
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US7010530B2 (en) | 2006-03-07 |
US20010056507A1 (en) | 2001-12-27 |
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