Decision Point and Maritz Integration

VIDEO TRANSCRIPT | Recorded: 2025-12-19 | Verify against current system state

Abstract¶

This session covers the Decision Point platform used by Maritz for managing AANP's national conference operations. Jeff demonstrates the system interface, explains the data integration process for badge printing and hotel housing management, and discusses how registration data flows from AANP's conference system to Maritz via FTP file transfer. The session also covers the separate Corcoran/A-to-Z Personify integration for exhibitor data and explains the hotel block management process that impacts AANP's attrition costs.

Key Procedures¶

• Decision Point login: Use 1Password entry for JSykes (in app dev team group - no IT Support entry)
• Select correct "show" (conference year) after login - can set as default
• Search by last name to find attendee records
• Attendees may have multiple rows (registration + housing are separate records with different reg IDs)
• Identify correct record by reg type (NP, Member, Associate) or absence of hotel attachment
• Data integration: One-way from AANP → Maritz via Excel/CSV files picked up by FTP
• SQL stored procedure (Expo Logic) generates export files from conference registration data
• Maritz contact Jessica Horton handles import verification and troubleshooting
• Exhibitor data comes from Corcoran via A-to-Z Personify (separate from Decision Point)
• Keith has API integration with A-to-Z Personify for mobile app exhibitor data
• Housing link in conference reg is critical - drives registrations into contracted hotel blocks

Notable Statements¶

• 0:00:00 "Decision Point is a platform used by the Maritz team. It is what they utilize for printing our badges as well as managing our conference, including housing."
• 0:03:09 "We are providing the attendee information and then they have a separate application where our users are logging in to register for hotel blocks... it's not a one-to-one match."
• 0:06:21 "We integrate with them through an Excel file that we provide to them and they pick up via FTP. This is the way we've always done it."
• 0:06:46 "The data is one way. We are not doing any kind of set up on our side to pull in information from Maritz into our conference reg system."
• 0:11:04 "The registered attendee count is much different than what is in our attendee count... their registrants include exhibitors that are logging in and a bunch of people that kind of work with the conference but not actually attending."
• 0:13:27 "I would keep pushing on that and try to eliminate all of this back and forth because it is the same every year. There should be documentation where you don't have to do this same process every year."
• 0:13:52 "They have suggested that we start the process a little bit earlier this year as soon as we have a representative sample of attendee data."
• 0:20:15 "If we have a room that isn't being used... we're going to get charged for those hundred rooms. So it's very important to the team that every single room that's in the block gets used."

Systems & Configurations¶

Systems Mentioned¶

• Decision Point (Maritz conference management platform)
• Maritz (conference services provider)
• AANP Conference Registration System
• FTP Server (file transfer)
• A-to-Z Personify (Corcoran exhibitor management)
• Corcoran (exhibitor services)
• Mobile App (receives exhibitor data via Keith's API)

Data Flow¶

AANP Conference System → SQL Stored Procedure (Expo Logic)
    → Excel/CSV Files → FTP Upload → Maritz Import → Decision Point

Corcoran/A-to-Z Personify → Direct to Maritz (exhibitors)
                          → Keith's API → Mobile App (exhibitors)

Registration Types in Decision Point¶

Specific Configurations¶

Credentials/Access Mentioned¶

• 1Password: Decision Point entry (JSykes in app dev team group)
• No IT Support account exists for Decision Point
• Maritz contact: Jessica Horton (import verification)
• Housing contact: Maddie (Maritz dedicated housing person)

Data Exported to Maritz¶

• Attendee registration data (name, email, address)
• Registration type (NP, Member, Associate, etc.)
• Session selections (may be removed in 2025)
• Speaker information
• Transaction history

Data Used By Maritz For¶

• Badge printing at kiosks
• Room size calculations (based on session counts)
• Exhibitor lead reports (badge scans)
• Analytics reporting (attendance by day/hour)
• Housing block matching

Hotel Block Management¶

How It Works¶

1. AANP contracts with hotels for reserved room blocks
2. Attendees book through Maritz housing site (linked from conference reg)
3. Maritz tracks reservations against contracted blocks
4. Unused rooms result in attrition charges to AANP

Key Points¶

• Housing link in conference reg is critical for block attribution
• Direct hotel bookings don't count toward block
• After conference: Maritz compares attendee list to hotel records
• Guests who booked directly but are attendees get pushed to block (reduces attrition)
• Dedicated Maritz staff (Maddie) manages housing; IT not heavily involved

Errors & Troubleshooting¶

• Issue: Multiple records appear for same person
• Cause: Registration and housing records have different reg IDs
• Resolution: Select record with expected reg type (NP, Member) or without hotel attachment

• Timestamp: 0:03:44

• Issue: Attendee counts don't match AANP's numbers

• Cause: Maritz includes exhibitors, staff, and other non-attendees
• Resolution: Use AANP's internal counts; understand Maritz counts are broader

• Timestamp: 0:11:04

• Issue: Repetitive back-and-forth with Jessica each year

• Cause: Same questions/issues recur annually; late start timing
• Resolution: Start earlier with representative data; push for API integration; document process
• Timestamp: 0:13:27

Upcoming Changes (2025)¶

• No session schedules on badges - simplifies data requirements
• Start data exchange process earlier in year
• May need to update Expo Logic stored procedure to remove session data (or ask Maritz to ignore it)
• Maritz has been pushing for API integration (additional cost)

Transcript Gaps & Quality Notes¶

• Recording from live session with Matt Mackowski
• Matt confirmed Sushmita may be handling FTP transfers
• Housing discussed at high level - Teresa and Maddie (Maritz) handle details
• San Diego hotel issue mentioned as example of housing complications
• Duration: ~23 minutes
• Presenter: Jeff Sikes
• Audio quality: Good