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How to design and execute a Hybrid Meeting for your PCMA Chapter
 

How to design and execute a Hybrid Meeting for your PCMA Chapter

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Covers the logistics, planning and value of a Hybrid Meeting format, particularly exploring what made the PCMA Greater Midwest Chapter's September 2009 Educational Program so successful.

Covers the logistics, planning and value of a Hybrid Meeting format, particularly exploring what made the PCMA Greater Midwest Chapter's September 2009 Educational Program so successful.

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  • DescriptionMidwestern Chapter of unnamed association. 1200 members across many states.5 pods in various Midwestern states of approximately 20 attendees each. With more time, would have made larger networking gatherings to feature technologies at various properties.3 hour breakfast meeting.One camera, stream 57Disney Institute speaker (FABULOUS)

How to design and execute a Hybrid Meeting for your PCMA Chapter How to design and execute a Hybrid Meeting for your PCMA Chapter Presentation Transcript

  • Hybrid Meetings for PCMA Chapters
    Why They Provide Value & How To Get Started
  • Michael McCurry, CMP
    Strategic Account Manager, Experient
    2010 GMC PCMA Immediate Past President
  • Midori Connolly
    Co-founder & Chief AVGirl, Pulse Staging and Events, Inc.
  • Today’s Learning Objectives
    Define hybrid meetings and the potential value to your chapter
  • Today’s Learning Objectives
    Identify virtual components for creating a hybrid
  • Today’s Learning Objectives
    Understand logistical issues for producing a hybrid event
  • Today’s Learning Objectives
    Craft operational timeline and plan for a hybrid meeting
  • Today’s Learning Objectives
    Why sponsorships are viable to help fund the event
  • Definition of Hybrid Event
    Online and face2face attendees interacting with one another utilizing one or more virtual components
  • The Big Picture
    What is the potential value of hybrid meetings?
  • Extend the Reach of Chapter Educational Events
    Enhanced Membership Value
    Members in Outlying Areas
    New Members
  • What are the Best Ingredients for a Hybrid Chapter Meeting?
  • Back Channel Conversation
  • Twitter Monitor and theTwitter Stream
  • Technology & Logistics To Consider When Staging A Hybrid
  • VENUE
  • Bandwidth and Connectivity
  • Free Wifi
  • Adequate power for AV equipment & attendees
  • Unobstructed Camera View
  • Questions and instructions for venues
    How you would like the room set.
    Need for ambient lighting.
  • Questions and instructions for venues
    What Internet access is available for your meeting room?
    How fast is your Internet connection? (T1)
    How much will it cost?
  • PRODUCTION
  • Production Crew &Cameras OperatedBy PeopleDirect Audio and Video FeedsDecent Lighting
  • Online Video Streaming Provider
  • Online Video Streaming Provider
    MUST:
    Interactivity Tool
    Rich Media Stream
    No pre-loading required
  • Questions and instructions for production
    What platform will provide the video stream?
    Will the broadcast be password protected?
    What can we customize? (Brand EVERYTHING!)
  • 3+ months
    6-8 weeks
    6
    weeks
    2-4 weeks
    1
    week
    2-3
    days
    1-3
    hours
    OperationalTimeline and Event Plan
    • GOALS
    • Explore technology options
    • ID speakers, topics
    • Choose Date and Time
    • Debriefing: what worked, what didn’t
    • Compile and use survey results
    • Download Twitter transcript
    • Address any unanswered questions or concerns
    • Tech test run
    • Calls with Pod leaders
    • Obtain multimedia to be played
    • Design registration
    • Begin promotion
    • Sell Sponsorships
    Speaker rehearsal
    Event
    Immediately
    • Assign team tasks
    • Finalize sponsorships and technology platform
    • Coach speakers
    • Create strategic survey questions
    • Ongoing Promo: Email, website, social media
    • Tech meeting
    • Final calls with tech moderator and production crew
    • Send email reminder to attendees
    • Review slide decks
    1 day - 1 week after
    Survey attendees
  • How to Create Your Chapter’s Plan?
    Timeline Items:
    Strategy
    Marketing
    Logistical
  • GOALS!
    What is the purpose of your hybrid event?
    What are your top 3 challenges?
  • Marketing
    Sponsorship Revenue
    Obtain Sponsor Logo’s
    Custom Registration
    Unique Survey Q’s
    Drive Attendance/Advertising
    Create Hashtag
    Member Value
    Design Networking Pods
  • Tactical
    Future Content Use?
    Testing?
    Team Tasks
    Regional Pods
    Tech Moderator
    Time zones/target market
  • Why Are Sponsorships Viable for Your Chapter?
    Hybrid Events Create An Extended Opportunity for Sponsors!
  • In-Kind Sponsorships
    • Production Firms
    • A/V Companies
    • Stream Providers
    “Struttin Their Stuff”
  • Funded Sponsorships
    • Hotels
    • DMO’s
    • Suppliers
    Trading Cash for Kudos (and Leads)!
  • Everyone Wins With Hybrid Events
    • Increased Attendance at Event
    • Enhanced Member Value
    • Chapter Market Exposure
    • Business Growth for All
  • Real-life Results?PCMA GMC
    Visual Tweets
  • Increased Audience Sizefrom220to 350+
  • Now that’s what I call ROI!
    Perception:
    Members
    100% Added value to my membership
    100% Would like to do it again
    Non-Members
    78% I’m now more inclined to attend a PCMA event or join the association
  • Now that’s what I call ROI!
    Satisfaction:
    “Did this event help you connect to PCMA members?” (Scale of 1-5)
    36% Come to think of it, I guess so (Level 4)
    64% Yes! Thanks for increased networking opportunity (Level 5)
    = 100% SATISFIED!!
  • Recap of Discussion
    Today You Have Learned:
    • Definition of a Hybrid Mtg.
    • Components of Hybrid Event
    • Logistical Considerations
    • How to craft a Plan/timeline
    • Why Sponsorships are Viable
  • Q & A
  • Connect With Us
    Michael McCurry - @MichaelMcCurry (Twitter)
    Blog: http://www.michaelmccurry.net/
    Email: mike.mccurry@experient-inc.com
    Midori Connolly - @GreenA_V (Twitter)
    Blog: http://pulsestaging.com/news/
    Email: midori@pulsestaging.com
  • THANK YOU FOR JOINING US!