U.S. patent application number 11/369557 was filed with the patent office on 2006-07-20 for event management system.
Invention is credited to Brian Bartkowiak, David Bean, David Drew, Laura Hanna, Gregory Mareski, Steven A. Westerholm.
Application Number | 20060161549 11/369557 |
Document ID | / |
Family ID | 26870492 |
Filed Date | 2006-07-20 |
United States Patent
Application |
20060161549 |
Kind Code |
A1 |
Bartkowiak; Brian ; et
al. |
July 20, 2006 |
Event management system
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.
Inventors: |
Bartkowiak; Brian; (Troy,
MI) ; Drew; David; (Bloomfield, MI) ; Bean;
David; (West Bloomfield, MI) ; Mareski; Gregory;
(Beverly Hills, MI) ; Hanna; Laura; (Birmingham,
MI) ; Westerholm; Steven A.; (Sterling Heights,
MI) |
Correspondence
Address: |
GIFFORD, KRASS, GROH, SPRINKLE & CITKOWSKI, P.C
PO BOX 7021
TROY
MI
48007-7021
US
|
Family ID: |
26870492 |
Appl. No.: |
11/369557 |
Filed: |
March 7, 2006 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
|
|
09755924 |
Jan 5, 2001 |
7010530 |
|
|
11369557 |
Mar 7, 2006 |
|
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60174726 |
Jan 6, 2000 |
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Current U.S.
Class: |
1/1 ;
707/999.009 |
Current CPC
Class: |
G06Q 10/06 20130101;
Y10S 707/99939 20130101; G06F 2221/2149 20130101 |
Class at
Publication: |
707/009 |
International
Class: |
G06F 7/00 20060101
G06F007/00; G06F 17/30 20060101 G06F017/30 |
Claims
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.
Description
REFERENCE TO RELATED APPLICATIONS
[0001] 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.
FIELD OF THE INVENTION
[0002] 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.
BACKGROUND OF THE INVENTION
[0003] 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.
[0004] 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.
[0005] 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.
[0006] 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.
SUMMARY OF THE INVENTION
[0007] 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.
[0008] 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.
[0009] 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.
[0010] 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.
[0011] 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.
BRIEF DESCRIPTION OF THE DRAWINGS
[0012] FIG. 1 illustrates an ontological model of a system
relationship according to the preferred embodiment of the present
invention;
[0013] FIG. 2 illustrates a hierarchical overview of a computer
system enterprise according to the current invention;
[0014] FIG. 3 illustrates a functional architecture plan of an
event management process application is shown;
[0015] FIG. 4 illustrates a schematic having phases of event
management;
[0016] FIG. 5 illustrates a typical process cycle related to a
client/local requestor submission;
[0017] FIG. 6 illustrates sample screens showing a library card and
a homepage;
[0018] FIG. 7 illustrates sample screens having information
pertinent to an event marketing brief;
[0019] FIG. 8 illustrates sample screens having information
pertinent to campaign planning tools, space cost reports, and event
workspace;
[0020] FIG. 9 illustrates sample screens having information
pertinent to inventory and conflict checks;
[0021] FIG. 10 illustrates sample screens having information
pertinent to space planning;
[0022] FIG. 11 illustrates samples screens having information
pertinent to floor plans, release screen, and graphics
annotator;
[0023] FIG. 12 illustrates sample screens having information
pertinent to supervisor scheduling;
[0024] FIG. 13 illustrates sample screens having information
pertinent to master show schedule, kit and element schedule, and
quick picks;
[0025] FIG. 14 illustrates a sample screen having a real time image
of the actual event construction site;
[0026] FIG. 15 illustrates sample screens having information
pertinent to third party research, competitive analyses, and follow
up reports; and
[0027] FIG. 16 illustrates sample screens having information
pertinent to swim lane charts and process control plan.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT
[0028] 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.
[0029] 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.
The clients 30 access information category 24, and only if the
information is pertinent to a the client itself; the suppliers 32
access information category 26, and only if it pertains to projects
of clients associated with the supplier itself or pertains to the
provider 22. The suppliers are not permitted to modify the
information. The provider 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.
[0030] Turning now to FIG. 2, there is shown a hierarchical
overview of a computer system enterprise according to the current
invention. Typically, the database 20 is associated with a local
computing environment, including a server 36 and one or more local
devices 38. The database includes any suitable proprietary or
off-the-shelf program, such as Lotus Notes/Domino. The database 20
communicates with the server 38 and the local computing devices via
a communication link; e.g., direct connection, local bus, etc.
[0031] 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 the database 20 via a variety of
communication conduits, including private communication networks
50, public communications networks such as the Internet 52,
connectivity via the electromagnetic energy spectrum (wireless) 54,
and the like.
[0032] The communication platform and database are accessible
through a single point of entry, for example, the server 36.
Typically, the server 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.
[0033] The server 36 and associated software, the database 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.
[0034] 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, a library
58, and books 60. The books are further subdivided into chapters
62, and the chapters 62 are subdivided into sections 64.
[0035] The library 58 incorporates the library card application and
welcome message 66.
[0036] 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 an event profile
68, a content library 70, an event calendar and quick facts 72, a
world-wide reports and schedules 74, an event bulletin board 76,
news and ideas 78, and a "how it works" 80 or help section.
[0037] 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 an event 82, event management 84,
event finance 86, and measurement and report 88. The event profile
68 chapters are further subdivided into sections. The open an event
82 chapter offers an event registration and event marketing brief
section 90, as well as a space purchase order request 92.
[0038] The event management chapter includes sections for project
specification 94, final properties 96, final graphics 98, a
critical path 100, and a bubble diagram 102 for the event.
Additionally, a user interface with destination management 104 and
solutions nomination 106 is provided, along with logistics and
services 108, additional event programs 110, and direct marketing
activities 112.
[0039] 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.
[0040] The event finance 86 chapter of the event profile 68
includes a preliminary event estimate 114, individual show estimate
116, projections 118, and a change order log 120.
[0041] Finally, the measurements and report card 88 chapter of the
event profile 68 includes field reports 122, performance evaluation
by event manager 124, performance evaluation by the client 126,
marketing research 128, opportunity management 130, and an at-show
audit 132 section.
[0042] The event calendar and quick facts 72 book includes the
chapters for event information 134 and event archive 136. The event
information 134 chapter includes sections for preshow information
138, master show schedule 140, graphics viewer 142, floor plan
viewer and annotator 144, and user interfaces for client
destination management 146, attendee destination management 148,
and finally, an a solutions nomination and selection section
150.
[0043] The worldwide reports and schedules 74 book includes
sections for a savings log report 152 and a master show schedule
154.
[0044] The event bulletin board 76 chapter includes sections for a
project life cycle 156, architecture 158, and a frequently asked
question section 160.
[0045] The news and ideas 78 chapter includes sections for
associated website links 162, state of the state 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, and case studies 174.
[0046] The "How It Works" 80 chapter contains sections for quick
help 176, a user's manual 178, and phone numbers to call 180.
[0047] 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, and
post-event phase 188. The phases may be contiguous or overlapping.
The phases include task related to marketing and creative pursuits
190, estimating and manufacturing 192, event project management
194, and finance 196.
[0048] 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 an event marketing brief 198 for a fit analysis 200 by the
event manager. Pursuant to the fit analysis 200, a regional and/or
corporate review 210 takes place. The regional and/or corporate
review 210 results in a return for changes 212, and approval 214a
return for changes 212, and approval 214, or a denial 216. If the
review 210 is returned for changes 212, the event marketing brief
must start the process over with the submission at the local
requestor level 198. If the request is approved 214, the process
proceeds to visibility to client procurement 218, and to event
planning and execution 220.
[0049] 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.
[0050] 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 in FIGS. 14-16.
[0051] With reference to FIG. 6, sample screens are illustrated
showing a library card application 222 and a homepage 223. The
library card application contains a number of text boxes 224 as
well as labels 226 to prompt an applicant for information.
Additional information such as comments or requests are supplied
via the comments box 228. The applicant utilizes an input device to
provide the requested information in the appropriate text box 222,
then selects the submit button 230 or the cancel button 232 to
submit or cancel the information.
[0052] 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.
[0053] 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.
[0054] The home page 223 typically contains a variety of
information pertinent to a client, event, area, past event or other
criteria 234.
[0055] FIG. 7 illustrates sample screens containing information
pertinent to an event marketing brief, including a general event
information screen 236, a budget/estimates screen 238, and a
marketing brief screen 240. The general 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/estimates screen 238 prompts the client to enter data in the
estimate text boxes 242. After receiving the entered data in the
estimates 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 marketing brief 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.
[0056] FIG. 8 illustrates sample screens pertinent to campaign
planning tools 246, space cost reports 248, and event workspace
250. The campaign planning tools screen 246 provides information
related to, inter alia, case studies, show types, and branded
architecture. The space 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.
[0057] FIG. 9 illustrates sample screens pertinent to inventory 252
and conflict checks 254. The inventory 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 selected kit 260.
The event management software also opens a window having
information specific to the selected kit 262.
[0058] 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 a text list 266 of all event
components contained in the trailer. Further conflict check and
confirmation information is provided in a property assignment
window 268, including a component description, show, client,
status, and conflicts.
[0059] FIG. 10 illustrates sample screens with tools for space
planning. The tools include a plan 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 with height conflict
information 276. Finally, symbolic and textual information 274
pertinent to each event site component is provided.
[0060] FIG. 11 illustrates samples screens pertinent to floor plans
278, a graphics annotator 280, and release 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 a circle 284 around
an event site component, then draw an arrow 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 request specific items 288 as well as a graphical
accelerator 290. The release screen 282 includes a textual
chronology of comments, etc. and a final notice of release 294 for
the floorplan.
[0061] FIG. 12 illustrates sample screens pertinent to supervisor
scheduling, including supervisor assignment 296, travel request
298, and vacation scheduling 300. The supervisor assignment 296
permits selection of a supervisor and presents a graphic image of
the selected supervisor 302. Once selected, the name of the
assigned supervisor is displayed 304. Calendar information 306 is
provided as well.
[0062] 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. The vacation scheduling screen 300 receives input
data related to vacation dates, and reconciles the event schedule
to reflect the same.
[0063] FIG. 13 illustrates sample screens pertinent to master show
schedule 308, kit and element schedule 310, and quick picks 312.
The master show schedule 308 provides information pertinent to the
all scheduled events of a particular event manager or the event
management provider. The kit and element 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.
[0064] 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.
[0065] 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.
[0066] FIG. 15 provides information pertinent to third party
research 314, competitive analyses 316, and follow up reports 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. The competitive analysis 316 provides
information based on various criteria; e.g., attendees, business
unit, competitors/exhibitors, location or the like.
[0067] Post event information is provided via the follow up report
318, which includes itemized data for contractor or subcontractor
accounts, etc.
[0068] FIG. 16 provides information in the form of a swim lane
chart 320 and a process control plan 322. The swim lane chart
provides categorical information 324 such as relationship,
marketing, design, operations, event services and financial
corresponding to a timeline 326 or other. The process control plan
provides a hierarchy of information related to the process control
plan, and information pertinent to specific tasks 330.
[0069] 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.
* * * * *