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Technology can facilitate a meeting, enhance efficiency and augment the overall effectiveness of the experience. But Meeting Planners insist that while the digital world have become an essential supplement, it will never replace the face-to-face experience of a meeting.  According to an HSMAI (Hospitality Sales and Marketing Association International) Affordable Meetings National and Event Technology Expo study, the majority of Meeting Planners affirm that the face-to-face conferences will never be duplicated with today’s technology.

Conducted by J. Spargo & Associates, Inc. and independently analyzed by 20|20 Assessment,  the survey found that 76 percent of meeting planners attending HSMAI’s Affordable Meetings National & Event Technology Expo at Walter E. Washington Convention Center in Washington, D.C. in September, adamantly affirmed the need of personal contact. Respondents identified six elements of the conference experience that requires a personal touch:  1) socializing and networking spontaneously; 2) putting names with faces; 3) free & open dialogue; 4) effective training & personal interaction; 5) greater attention paid to others when face-to-face; and 6) engaging in real-time conversation that is not interrupted by technical glitches.

Technology continues to play an important role, according to planners—68 percent cited technology as important in making presentations and 56 percent see it as essential for networking.

“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.”

Other survey findings indicate that planners are anticipating smaller event sizes, with most servicing between 101 and 1,000 registrants (51 percent), followed by events of 100 attendees or less (38 percent). Meeting 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 expected to HSMAI Washington event.