Advances in meetings technology can assist planners in executing affordable, yet impressive meetings and events. However, according to an HSMAI Affordable Meetings National and Event Technology Expo pre-conference survey, conducted by J. Spargo & Associates, Inc. and independently analyzed by 20|20 Assessment, a service of HVS, many planners feel that certain elements of face-to-face conferences cannot be duplicated with today's technology.

Seventy-six percent of meeting planners attending the Hospitality Sales & Marketing Association International's (HSMAI) Affordable Meetings National and Event Technology Expo at Walter E. Washington Convention Center in Washington, D.C., on September 9-10, 2009, stated that they used technology mostly for marketing efforts, followed by making presentations (68 percent) and networking (56 percent).

However, survey results suggest that technology reportedly cannot replace at least six elements of the conference experience: 1) socializing and networking spontaneously, 2) helping attendees best put names with faces, 3) allowing more free and open dialogue between attendees and vendors/presenters, 4) training effectively via live and personal interaction, 5) paying greater attention to others when face-to-face, and 6) engaging in real-time conversation that is not interrupted by technical glitches.

"While the 'always on the job' mentality of meeting planners tends to rely on the latest technological tools for marketing, presentations and networking, there is clearly a 'man over machine' mindset when it comes to other elements of meetings and conferences," stated Dr. James Houran of 20|20 Assessment. "Thus, the popular push for more teleconferences or Internet-based meetings, even for smaller groups, may ultimately not meet critical needs of attendees."

Most respondents are anticipating smaller event sizes, with most servicing between 101 and 1,000 registrants (51 percent), followed by events of 100 attendees or fewer (38 percent). Event planners attending National are also focusing on a smaller number of meetings with 43 percent planning five or less meetings in 2009 and 25 percent planning six to 10 meetings this year.

More than 1,800 attendees, representing meeting and event planners from a variety of organizations, with a majority representing corporate, association and independent sectors and the balance from government, non-profit, education, religious and medical/health care organizations, trade show management and the military, are expected to visit HSMAI's Affordable Meetings National and ETE 2009 show. Attendance at HSMAI's Affordable Meetings National and ETE is free of charge for qualified meeting planners.

Booth space is still available at Affordable Meetings National and ETE and can be obtained by contacting Craig Baker, account manager, J. Spargo & Associates, Inc., at 703-679-3942 or amexhibits@jspargo.com. Attendee information for HSMAI's Affordable Meetings National and ETE is available at www.affordablemeetings.com or by calling 800-564-4220.

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