On Second Thought: Reconsidering USBs & CDs

You know the basics of giving your attendees a USB or CD filled with conference content. Providing a useful giveaway that spurs learning and deeper engagement with the content shows that your association is committed to member education. Attendees appreciate the ability to access digital content, even when WiFi is spotty or expensive, as it so often is at convention centers and hotels.

You know how important it is that a USB or CD be well-organized and easy to navigate. Robust search capabilities make it easy for attendees to find the files they need.

You may even know that several options are available for USBs, including a pen-style version and several custom options, like an ear of corn, a tube of lipstick, and even a slap-band bracelet. Many packing options are available, like inserts to a 3-ring binder to deliver CDs and a plastic case to protect a USB.

A CD or USB filled with conference content also extends your brand. The logo of your association and/or the annual meeting can be printed on the CD or USB, reminding attendees of your association and its educational benefits every time they use it.

Besides all of these advantages to using physical digital media for your conference, many of which you may already know, there’s one more great reason to add a CD or USB to your conference content planning—a companion website comes with it!

The same search capabilities your attendees enjoyed offline can be used online when internet access is reliable. The format and structure of the companion site looks and feels like the navigation of the USB or CD, which helps attendees bridge the gap between the two.

You know a lot about offering USBs and CDs to your conference attendees, but when was the last time you considered doing it? Maybe it’s time to rethink physical digital media as a viable and valuable choice for your association’s conference content.

Think Beyond the Stick Drive: USBs Become Brag-Worthy Conference Swag

slapband USBs for conferencesTime to decide what to include in the swag bag for your next annual meeting? The Event Manager Blog presents some considerations in a recent article, Event Swag: From Drag to Brag in Four Steps by Shawna McKinley.

We believe that as far as giveaways go, you can’t do better than a USB chock-full of valuable conference content. If that USB is presented in a creative way, all the better.

Omnipress can set you up with fun options. Imagine how well a USB that looks like a syringe would go over at a medical conference, for example, or how a flash drive that resembles a gavel would amuse attendees of a legal association’s annual meeting.

Other non-standard USBs that would work for any conference: a pen-style USB and the slap band USB. For memorable, useful giveaways, custom USBs deliver.

A custom USB’s beauty is more than skin deep; its true value comes in delivering your association’s conference content to attendees. The abstracts, papers, and handouts are well-organized and searchable. The USB is brandable, so your association’s logo can grace the giveaway, keeping your association top of mind.

Beyond looking great and providing value, custom USBs fit all four of the criteria mentioned in the Event Manager Blog post:

  1. Is the item needed? Content is an essential component of your conference. Even if everything runs according to plan logistically, a lack of quality content will have attendees considering whether it was worth it to come to the annual meeting when it’s time to register next year. Is quality content— delivered on a convenient, highly-portable USB—needed? Absolutely!Customized USB
  2. Is the focus on the attendee (not the giver)? Attendees will appreciate a giveaway they can use, and especially one that supports the professional development they came to the conference to experience. The focus remains on the attendee, not on the association, when you deliver knowledge on a flash drive. Check!
  3. Do you like what the swag says about your organization? A USB says that your association stands for providing attendees with the latest, best information available in the industry. It says that your association understands that it’s content that attendees crave, not a stress ball or keychain that will ultimately end up in the trash.
  4. Does it fill an emotional connection as well as a practical need? This is where custom USBs come into play. Whether your content is on a USB that looks like a surfboard to celebrate a meeting in California or it looks like a tape measure, to the delight of the real estate agents at your conference, a customized flash drive speaks to the heart. Incorporating something that reminds them of their profession or memories from this particular conference is more than just whimsical; it’s a subtle nod to the importance of their career and your association’s part in furthering it.

Improve your swag game: Offer custom USBs at your next conference! Get in touch with one of our conference content specialists. We’d love to discuss the best fit for your association and send you a sample!

Content in Peril, Starring USBs!

Time for a true confession: I watch too much TV. It’s easy to get caught up in a good story, and there are many shows worth your time on the air today. Nevertheless, I could stand to go outside a bit more often.

Some of the shows I watch are a little predictable and formulaic, and involves “the good guys” getting important information off the computers of “the bad guys,” usually with seconds to spare before they’re caught. Inevitably, the information is collected off of the criminal’s computer with a USB.

If memory serves, I’ve seen that plot go down on “The Good Wife,” “Person of Interest,” and “The Blacklist,” as well as some dearly departed shows, like “Burn Notice,” “The Mentalist,” and “Chuck,” among others. Time is never on the hero’s side, and there is always a very important file that the team needs to catch the thief or kidnapper or other flavor of villain.

Whether or not your typical annual meeting tends to include high drama and intrigue, USBs are quick, easy, and portable ways to deliver knowledge to your attendees. They won’t have to steal conference content like the heist teams from television; the USB will be a useful giveaway included with the materials they get at registration.

The content contained in your conference USB, while it might not be a matter of national security, will be valuable longer than the data found on USBs in the TV shows. Attendees take USBs home to pore over papers from sessions they attended, as well as those they couldn’t get to. It’s easy for them to begin reading content at the office and continue at home that night. USBs are nothing if not easily portable.

Your attendees will use your conference content for good, to help advance their careers and learn more about the industry. Give them the ease of navigation and search of an Omnipress USB, without the ticking clock, henchmen, and high stakes. It’s all the information they crave without the drama they don’t need!

No WiFi? No Problem—Your Attendees Are Covered

How reliable do you expect the WiFi will be at the venue for your association’s next annual meeting? No matter what the event coordinator tells you, the likelihood of you not getting any complaints from attendees is close to zero.

Attendees will want to read abstracts and papers while they’re onsite, though, and unreliable WiFi at the venue shouldn’t stop them from doing that. Printed programs are a good alternative. But some attendees are starting to insist on digital resources. What’s a conference planner to do?

Physical digital mediaCDs, DVDs and USBs—provide electronic access to conference content and don’t rely on internet connectivity. If an attendee wants to read a paper in advance of tomorrow morning’s keynote but doesn’t want to spring for (frightfully expensive) in-room internet access in their hotel room, a USB drive is the perfect digital alternative to providing online access to conference content.

Conference apps are perfect for many attendee needs—easy access to a personalized itinerary, GPS-enabled maps to help them get around and connections with other attendees, exhibitors and association staff. But reading technical papers on a small screen, while doable in a pinch, isn’t exactly an optimal experience. In fact, any of the other options—USBs, CDs, online conference materials or print—would work better than an app for reading abstracts.

When you think through the attendee’s typical conference experience, the need for physical digital media becomes abundantly clear. CDs, DVDs and USBs offer useful features, like advanced search capabilities, that make them enviable giveaways. Add to that the valuable branding opportunity and you’ve got a winning combination of swag and content delivery that resonates with attendees.

To keep your message consistent across platforms, you can add a companion site to your CD, DVD or USB. When attendees return from your annual meeting, they can access your conference content online from their office desktop and review abstracts and papers to their hearts’ content.

Consider all aspects of your attendees’ conference experience when you think about how to deliver your conference content. Give them as many avenues to the content as you can, keeping in mind that internet access may be spotty at best. Remember the joy of getting a freebie that you’d actually use again, like CDs and USBs. Any method of getting your association’s conference content to attendees is a worthy investment.

How to Streamline Your Conference Printing

When you hear streamlined, what do you think of? An aerodynamic sports car? The flattering cut of an A-line skirt with no fuss or frills? Or an easy process with all of the usual stumbling blocks removed?

If you seek a streamlined process for your conference printing, you’ll find that Omnipress fits the bill. This works especially well when you pair your print order with other services that we offer.

Abstract management is a good example.
When Omnipress handles your abstract management and paper collection (which can encompass all aspects of the process—submission, review, and management), we’ll help you set up the system to collect all of the information you need for your conference printing and any other outputs you plan to offer attendees. It makes sense to print with us when we have collected the conference content; likewise, it makes sense to use Omnipress for abstract management when you plan to use our printing services. Just as it is with a patchwork quilt, so is it with your conference content—the pieces often work better together than they do on their own.

Formatting is another service that plays well with conference printing.
The abstract management system may have all of the elements of your conference content, but there must also be a means to organize and lay out the information in a way that attendees can easily understand it. Just supply us with a sample of last year’s conference program and we’ll take it from there.

Online conference materials, conference apps, and USBs—all other conference outputs you want to add to a printed program or proceedings.
You’d be forgiven if you think of “Omnipress” and “printer” as synonymous. Conference printing is an essential component of our business. It is not, however, all we have to offer associations. Over the last several years, we have expanded our digital services to include online conference materials, conference apps, CDs, and USBs. Once we have your conference content, especially when it was collected through our abstract management system, we can help you with all sorts of outputs. And the more options your association offers, the more your attendees get out of your annual meeting.

Anytime you can slice items off of your to-do list, you’ll feel calmer. When you work with one provider for all of your conference content needs, you won’t have as many calls to make to keep things on track. That means fewer loose ends to tie up. Less follow-up that you have to be responsible for.

If you meet certain criteria, you can take advantage of Omnipress’ incentive program. (Criteria include: Sign a proposal for conference services by June 30th; and complete final invoicing by December 31st. Find complete requirements at omnipress.com.)

Earn one of four incentives:

  • 11” MacBook Air
  • Dell XPS 13 (Non-Touch)
  • 2 airline vouchers ($500 each)
  • $1,000 off of your project

The best incentive of all, included with every Omnipress project, is a smooth, hassle-free process. We work hard to put procedures in place to make things easier for you.

To learn more, read our white paper, Best Practices in Conference Content Planning & Production. Then contact us to get started!

10 Reasons to Take Advantage of Our Incentive Program

It’s probably not news to you that Omnipress has launched an incentive program. We have been promoting it frequently over the past four weeks. In case you missed it, or have yet to pull the trigger, here are 10 reasons to take advantage of our incentive program!

  1. You need to get moving on the conference content for your fall conference. Time is of the essence!
  2. You could use an association-owned laptop to help with on-site registration. If you qualify for the incentive program, you could earn a MacBook Air or a Dell XPS 13 (Non-Touch).*
  3. You want to check out more venues than your travel budget allows. Another incentive offered is two airline vouchers, worth $500 each. Take a trip and find the perfect place for a future annual meeting!
  4. You recognize that coordinating content for your annual meeting could be easier. Omnipress is your one-stop shop for conference content. Start with abstract management and continue through all of your outputs, with$1000-off a single vendor!
  5. You know your association’s budget could use a $1,000 break. One of the most popular incentives is $1,000 off your project. Every association’s bottom line could use a little breathing room!
  6. You are going to need to handle conference content one way or another. You might as well earn an incentive for it!
  7. You want to expand the number of content outputs you offer. This is the perfect opportunity to add a content website or a conference app, without adding to the number of vendors you have to contact to get the job done.
  8. You accept that your conference printing needs are moving beyond what your local printer can reasonably do. There will come a time when it’s not tenable to stay with your hometown printer. Have you reach that threshold?
  9. You want to work with a provider that understands associations. Does your app developer really understand what associations need and how to meet the needs of your attendees? Does your local printer? Wouldn’t you rather work with a vendor that gets it?
  10. You deserve a break. A conference planner’s job is never done, and you work hard every day to make your annual meeting a valuable experience for attendees. It’s time you got something to show for it! Take advantage of our incentive program and you’ll receive a bonus that you so richly deserve.

Now you have 10 perfectly good reasons to take the next step—register at omnipress.com. Let us know the products and services that you need: abstract management, conference printing, online conference materials, scientific posters (collection, printing, and/or online access), CDs, USBs, and/or conference apps. One of our friendly account managers will reach out to you with solutions to your conference content woes. Get started now!


*Disclaimer: Apple is not a participant in or sponsor of this promotion. Dell is not a participant in or sponsor of this promotion. Omnipress is in no way affiliated with either Apple or Dell.

Why We’re Willing to Give You an Incentive for Trying Omnipress

First, let’s go through the basics, in case you missed it. The facts are these:

What a great offer, right?! That begs the question: Why are we willing to give you an incentive for trying us?

The answer is simple: We are confident in our ability to help your association deliver conference content to your attendees, using streamlined processes that make your life easier in a noticeable way.

Let’s unpack that statement …

We are confident in our ability: Omnipress has been working with associations for nearly four decades. We continually invest in our products, offering additional features (like the multi-event app) and upgrades regularly. More importantly, we invest in our people, giving you a superior customer service experience from your first contact with us through the post-project survey and debriefing.

To help your association deliver conference content to your attendees: Does this mean abstract management and paper collection? High-quality, error-free printed programs or proceedings? Uploading conference content to branded USBs or CDs? Building a site so online conference materials are available? Developing a conference app so attendees can navigate your annual meeting with ease? Printing services for your poster presenters and online access to posters after your conference? Whatever you need, we can help you get it done.

Using streamlined processes that make your life easier in a noticeable way: When all of your conference content is handled under one roof, many tasks and communications take place behind the scenes. Project managers from two different products talk on their own, or with you, so both of them know what’s going on with their project. The account manager will share details of your unique situation with the project managers. Less intervention from you means an easier day and less work calling multiple vendors and making sure everyone is on the same page. With a single-source solution for your conference content, life becomes easier.

Our Incentive Program is the perfect opportunity for your association to see what your new conference content experience can be. Work with us and you’ll get a simpler, more streamlined process, with world-class service at every step—and a $1,000 incentive.

What are you waiting for? Pick up the phone today or visit omnipress.com for full details.


** Disclaimer: Apple is not a participant in or sponsor of this promotion. Dell is not a participant in or sponsor of this promotion. Omnipress is in no way affiliated with either Apple or Dell.

It Pays to Work With Omnipress—Literally!

You work hard throughout the year to bring content to your association’s attendees. In appreciation for all you do, Omnipress has begun an incentive program. Partner with us for your 2015 conference content and you could earn an incentive worth $1,000!

How do you get started? It’s easy! Here’s how the promotion works:

  1. Visit the incentive program page to contact an Omnipress account manager.
  2. Get the conversation started! Let’s talk with us about your conference content needs: abstract management and paper collection, conference printing, online conference materials, conference apps, and/or USBs/CDs. Any or all of these aspects of conference content apply, as long as the total value adds up to at least $15,000.
  3. Sign a proposal for your conference content from Omnipress on or before June 30, 2015.
  4. Enjoy a smoother experience with conference content for your fall meeting!
  5. Complete final invoicing by December 31, 2015.
  6. Earn one of these incentives—each worth $1,000! (One reward per customer.)

Choose from one of the following incentives to make life easier for yourself and your association:

11” Macbook Air**
Dell XPS 13 (Non-Touch)**
$1,000 off your project
2 airline vouchers ($500 each)



For complete details (including legalese and pictures of the rewards) of the spring promotion, visit the incentive program page.

If you’ve thought about trying Omnipress for your conference content, but never felt quite ready to pull the trigger, this is your chance! Work with us, earn and enjoy your incentive, and banish stress from your conference content planning process, in 2015 and beyond.

**Apple is not a participant in or sponsor of this promotion. Dell is not a participant or sponsor of this promotion. Omnipress is in no way affiliated with either Apple or Dell.

Slap Band USBs Offer Fun Takeaways

Offering educational takeaways at your conference is an extremely important part of showing value to your attendees. While budgets for sending employees to conferences continue to shrink, it’s an absolute must to show as much value as possible. But how do you stand out from the crowd and not do what everybody else does?

Here’s yet another option that Omnipress offers for your conference content delivery: Slap Band USBs. That’s right. Those strangely popular slap bands that used to be everywhere back in the late ’80s and early ’90s. They are a fun way to distribute your conference content on a unique, almost nostalgic giveaway.

A lot of us grew up with those slap bands that really served no purpose other than to wear on your wrist or slap on your brother’s and sister’s arm to get under their skin. Now, you can offer these to your conference attendees with a USB of your content built into it. You can guarantee that people will remember their USB because they can wear it!

There are many colors to choose from, as well as branding opportunities for your association, or even a way to generate more sponsorships by putting a sponsor logo on them. Basically, you can make them your own fun giveaway that contains important conference content that your attendees won’t soon forget. Who would have known that this fad of practically useless children’s toys could be used in such an incredibly unique and useful way 25-30 years later?

Slap bands not your style? That’s okay! We have literally hundreds of other designs that you can use for your USB to personalize it to your organization and conference.

Contact us today to learn more about what creative giveaway we can produce for you!

Customized USB

Best Practices in Conference Content: New White Paper!

In your approach to your association’s conference content, do you ever feel like you’re going through the motions, but not sure you’re making the best choices? Do you wonder if there was a better way to get your association’s valuable conference materials into the hands of your attendees?

If so, you’re in luck! Omnipress handles conference content delivery for hundreds of associations every year and, over time, we have come to some conclusions about which type of content works best in which medium.

We decided it was time we shared our secrets! Many conference planners like yourself struggle with content delivery, especially now that new and improved options, like digital publishing platforms and mobile apps, are available. Are printed conference materials worth continuing, now that everyone uses mobile devices? Yes! Could a fun takeaway like a custom USB help deliver my association content? Absolutely!

In our new white paper, Best Practices in Conference Content, we go through the pros and cons of each method of delivering content and recommend content that best matches a particular format. We have also included a conference content timeline to help you keep on top of deadlines and move smoothly from your initial call for papers through archiving the conference content on a digital publishing platform—all to make your job just a little easier.

We invite you to read through the white paper and share your thoughts. Reach out to us if you’d like to see how Omnipress can make delivering content for your next annual meeting a simpler, more streamlined process.


Strengthen Your Brand with USBs

When it comes to branding, consistency and frequency are keys to success. Your brand is featured prominently on all of your event content, including your printed program, your mobile event app and your website. At your annual conference, your brand isn’t hard to find. Attendees see it on everything from room signs to goody bags.

Another way you can extend your brand is to include a giveaway in that goody bag that contains the conference’s content. Something small and portable, but valuable enough not to lose track of in the shuffle. A branded USB fits the bill nicely.

Besides fulfilling an attendee’s frenzied need for free stuff, a USB pre-loaded with your conference’s content is a valuable resource that attendees will appreciate and return to again and again.

Why? Because a USB is the perfect compromise between print and digital distribution of content.

  • More portable than print … but not dependent on internet connectivity.
  • Searchable like a website … but less vulnerable to sharing and copying.
  • Easy to access without an internet connection … but complete with an online companion site.

Some associations are thinking outside the box with clever, custom USBs that make a great impression. Sure, they’re a little kitschy and they do cost more, but novelty can work in your favor. If your association is in the medical field and you offer attendees a USB that looks like a syringe or a capsule, you’re bound to illicit a reaction. Many other options are also available, including:

  • Veterinary: Dog bone
  • Education: Apple
  • Music: Cello
  • Legal: Gavel
  • Financial: Gold bar

How you offer your conference content to attendees depends on your goals, your budget and your members’ preferences. If you want to strengthen your brand and offer a valuable takeaway that will keep your association top of mind, USBs could be the right choice.

5 Reasons Abstract Management is Everything

What is the most critical step in your conference content process? Preparing the printed program? Receiving the USBs that contains the conference’s complete abstracts? Setting your mobile app or content website live?

For these five reasons, abstract management—which includes your call for papers, submissions, review, and managing the process—is the most important piece of your conference content puzzle.

  1. The conference content is chosen. Cue the chorus of “duh”s. One of the most important aspects of your conference is deciding which topics to cover, which research to highlight, and which speakers will excite and inspire your attendees. It all starts with your call for papers. Your review team separates the wheat from the chaff, and your conference content starts to resemble the excellent industry resource it will become.
  2. The groundwork for your outputs is set. For best results, use the same provider for abstract management and your content outputs, whatever form it takes—printed program and/or proceedings, CDs or USBs, a conference content website, a mobile event app, or any combination of these. Your provider will help you set yourself to collect the content you need from the get-go, including not just the abstract, but other information, like release forms, bios, photos, A/V needs, metadata, and more.
  3. The schedule begins to take shape. Choose an abstract management system that allows you to build your conference schedule and you’ll be ahead of the game. As reviewers select presenters, you can take that information and begin to lay out your event.
  4. The elements of your conference content is collected. Abstracts, papers, final presentations, posters, keywords and other metadata for online posts, handouts, special requests, and more—whatever you’ll need from accepted speakers, get it up front. There’s no great harm in collecting information you may ultimately not need, but chasing down presenters for more information could prove challenging.
  5. The whole process is simplified when you do abstract management right. Your outputs consist of more information than a basic call for paper requires. For a smoother process from the initial submission to the final conference program or website, though, it makes sense to get everything you need from potential speakers from the very beginning.

Abstract management makes life easier for everyone involved.

  • Your accepted presenters can rest assured that all the information you needed is already in.
  • You don’t have to spend time hunting down speakers at the 11th hours for a CV or photo.
  • Your content provider can move forward toward your content outputs without delay.

We believe it’s true and hope that, given our five reasons, you agree: Abstract management is everything.