Official services contractors have created a range of technologies to simplify trade show operations before, during or after the event — from online graphics reviewing to Web-based services ordering and instant mobile freight notifications — for organizers and exhibitors alike. Here’s a sampling of some of the latest technologies available to make planning your next show a little easier:

CHAMPION

The technology: Client Command Center, C3

How it works: Organizers can use Champion’s proprietary Web-based workflow management tool for quick access to order management and approvals.

The technology: ShowVision

How it works: Organizers can use this 360-degree virtual tour of the show facility to view the actual site to decide on signage placement and identify high-impact locations for sponsorships. Tools let users pan up, forward, backward and sideways to get a full view of the facility and how graphics will fit into the overall scheme.

The technology: EventView Sponsorship

How it works: This 3-D interactive program showcases sponsorship opportunities and placements within the venue to show sponsors exactly what they’re buying, along with dimensions and pricing details.

The technology: Exhibitor Online Ordering System

How it works: This system provides exhibitors with password-protected access to critical show information, floor plans and freight tracking. Exhibitors can also use the system to place orders, make changes and check status updates.

The technology: QuickScan Package Delivery and Online Shipment Tracking System

How it works: Proprietary QuickScan Package Delivery software tracks all small packages ensuring accurate booth delivery from the dock to the show floor. New for 2010, the proprietary tracking system used in conjunction with Champion Shipping Systems lets exhibitors track their shipments and package status online every move of the way.

FREEMAN

The technology: Freeman OnLine

How it works: Organizers can use Freeman OnLine to order services from all official service providers, including third-party contractors, such as facility, photography and cleaning, through a secure portal. Freeman then accesses and fulfills the orders. The dedicated Web site lets organizers keep track of event information; get instant access to order forms, show manuals and confirmations; download an Event Checklist; select order services online; print order forms; and contact Freeman. An Exhibitor Assistant tool guides users through the ordering process, and a Material Handling Estimator helps users budget costs. Similar to Amazon.com, the site also includes cross-sell and up-sell features for Freeman products. It looks at the users’ shopping carts and crosstabulates that data with other items they might want to consider purchasing.

The technology: iPlanner

How it works: Organizers can use this secure, interactive tool to upload files with event requirements, view and provide feedback and approve designs for Freemandesigned custom elements. Changes are communicated through comments and notation options.

The technology: ExhibitPlanner

How it works: This customizable Web solution lets multiple users share documents and data and annotate works in progress, review and approve graphics and construction drawings, use a day-to-day project workflow tool, add customizable reporting tools, and view inventory availability status and reserve assets via electronic cataloging. The system includes an e-commerce solution that automates repetitive project transactions such as portable programs, collateral and giveaways.

The technology: PlanTour

How it works: The free Web-based tool identifies locations in facilities and convention centers where banners or other signage may be displayed. Users can view floor plans, photos and dimensions of facilities to plan internal signage. A customized version of PlanTour is available to help organizers sell sponsorship advertising.

The technology: Concierge Elite

How it works: The mobile customer service and productivity application lets exhibitors track freight at the show site via e-mail and/or text message updates, log move-in requests and view a list of current booth orders and statuses, and even check out of the show. Organizers can use Concierge Elite to track the progress of their show in real time via a dashboard and gather data for post-show analysis.

GLOBAL EXPERIENCE SPECIALISTS (GES)

The technology: Core Connect

How it works: Show organizers can use this Web-based portal to manage their events on any Internet-enabled device. The system provides a comprehensive view of an entire event, including real-time status updates, the ability to review and approve graphic designs, floor plan collaboration, access to customer service activities and work order management. Organizers can control which staff members can access the system and what portions of the system they can see. The system also features an online ordering tool that coordinates details between all parties involved, including third-party vendors. Core Connect can be customized to fit the organizer’s needs, such as including only the graphics and customer service portions.

Additional features: The My Notifications section of the portal shows the tasks assigned to an individual including links to documents requiring action.Managers are sent email notifications as tasks are assigned to them. Collaboration Tools provide a quick status update on all graphics or designs for an event, including those approved, submitted and pending approval with links to each design page and editing tools. The Customer Service section shows real-time statuses on exhibitor ordering activity, a list of exhibitors requesting additional info from GES and customer service scores before and after the event. The Work Order Management area lets management create work orders for GES and review and approve orders submitted from staff. A Show Management section includes exhibitor kits, key GES contact info and marshalling yard details. An Invoices section has downloadable PDF versions of all invoices for current and previous shows.

More to know: Third-party vendors, such as food service and AV providers, can also be given access to the system to submit their work orders, so everything is accessible through a single tool.

HARGROVE

The technology: Client Connection

How it works: The Web-based customer service portal offers interactive services 24/7. Organizers can use it to upload, view, mark up and approve graphic designs; use a historical filing system to simplify reordering graphics; view messages, action items and floor plans; review upto- date show information, including venue contacts, installation and dismantle dates; view on-site signage placement and inventory; and receive instant notifications when changes are made.

Additional highlights: Exhibitors can use the portal to access and review service manuals, place orders for rental items and services, request shipping quotes and plan trade show participation.

The technology: Floor Plan Management

How it works: This system provides 24-hour access to floor plan management. Organizers can use the system’s self-guided tool to upload an exhibitor spreadsheet list, which is then populated to a floor plan. Users can view floor plans, mark up changes using a red-line tool, communicate changes in real time and receive e-mail alerts once updates are complete.

THE EXPO GROUP

The technology: cyberservices

How it works: Exhibitors can use the cyberservices exhibitor service ordering system and e-commerce Web site to order all exhibiting services online by placing items in a cart, such as orders for labor hours, electrical service, photography, material handling services and AV.

Additional highlights: A One Memory feature provides an account summary with prices for future shows to help with budgeting and project management. A new Instant Freight short message system (SMS) notifies exhibitors via e-mail or text message when their freight reaches customer-specified milestones in the material-handling sequence, such as “arrived at marshalling yard” or “delivered to booth.” Organizers can also license cyberservices software without hiring The Expo Group to fulfill orders.

The technology: Yourspace

How it works: Organizers can use the Yourspace Web site to upload photos and descriptions for each promotional opportunity at their events and show prospective sponsors what’s available by price points, high-traffic areas, inside the exhibit hall or in sessions. The interactive tool highlights all graphic and nongraphic sponsorship opportunities available, including facility-related signage, as well as room keys, meals, conference breakfasts, golf tournaments, etc. The site captures all inventories and also provides financial reporting functionality.