From Local to Global: Do’s and Don’ts of a Hybrid Event - #EIBTM13 Innovation Zone

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Contact us via http://How-Can-I-Be-Social.com or @GHeijkoop

EIBTM Knowledge & Networking:
From Local to Global: Do’s and Don’ts of a Hybrid Event

Speaker: Gerrit Heijkoop, Executive Partner & Strategy Advisor How Can I Be Social (HCIBS)
Location: Innovation Zone (O100), EIBTM, Barcelpona, Spain
Date: 20 Nov 2013, 14:50 - 15:10

Description:
Based on the analysis and evaluation of a real hybrid event in July 2013. This session gives an overview of all the different elements that are required to set up a successful session of this kind: specialised marketing, website design, social media, involvement of and engagement with offsite groups and individuals, incentives to join, session design, IT and AV requirements, and moderator and speaker briefings and behaviour. Such a hybrid event may look simple when you see it taking place on your computer, but it's actually surprisingly complex and has many opportunities to make disastrous mistakes. With input from the organisers and participants from both the live and virtual elements, this is the perfect introduction to anyone wanting to understand the most important general principles or needing practical advice to set and run their own hybrid events.

Published in: Social Media, Technology, Business
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From Local to Global: Do’s and Don’ts of a Hybrid Event - #EIBTM13 Innovation Zone

  1. 1. From Local to Global Do’s and Don’ts of a Hybrid Event
  2. 2. Gerrit Heijkoop How Can I Be Social (HCIBS) Twitter: @HCIBS or @GHeijkoop Facebook: /HCIBS Email: Gerrit@HCIBS.com
  3. 3. why
  4. 4. “In advance I was not sure of what to expect, but there was so much positive energy! It brought people closer together, which really suits the values ​of our brand” Mieke van Loenen Director of events, ICCA
  5. 5. Let’s have a look …
  6. 6. Definition hybrid event An event with both live participants as remote participants.
  7. 7. Where do you stand?
  8. 8. “I have particpated in an event as an ‘online delegate’” Disagree Agree
  9. 9. “I will be involved in hybrid events in the future” Disagree Agree
  10. 10. 70% “I will be involved in hybrid events in the future” Disagree Agree MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
  11. 11. #ICCAbidding July 2013
  12. 12. Program(s) at a glance Day 1 Day 2 Bangkok, Thailand Day 1 Beijing, China P.R. Offices Mobiles Hybrid bidding seminar Amsterdam, Netherlands Day 3 Day 2
  13. 13. Program(s) at a glance Pre-Show LIVE Interactive session 1. Welcome by virtual hosts 2. Martin Sirk, CEO ICCA & moderator After-Show 1. Bidding story by panelist 2. Mieke van Loenen, events director ICCA 3. Do’s & Don’ts in bidding, 2 panelists (clients) 3. RSMP experience, 2 live delegates 4. Martin Sirk, CEO ICCA & moderator 5. Closing by virtual host
  14. 14. Why??
  15. 15. Why stay local, when you go global? “Het online ontsluiten van bijeenkomst leidt tot minder deelnemers”
  16. 16. Compare the numbers ICCA RSMP live #ICCABidding online • 152 delegates • 37 countries • 80 in session • • • • • • 604 viewers 75 countries 171 chat & 119 Twitter 521 messages 42.210 reached 12 high quality videos
  17. 17. Why NOT?
  18. 18. “Releasing content online will lead to less live particpants”
  19. 19. 50% is afraid of ‘cannibalisation’
  20. 20. Benefits are clear! 1. Larger reach 2. More interaction with audience 3. Sponsor opportunities 4. Reduces CO2 & travel costs 5. Huge pile of promotion material
  21. 21. how
  22. 22. What does it take? Design People Marketing Budget
  23. 23. What does it take? Design People Marketing Budget
  24. 24. Design: two experiences Live participant Online participant • Plenary • Listen & Watch • Parallell • Interviews • Workshops • Exercises • Activities • Breaks • Networking • Networking
  25. 25. Design: two experiences
  26. 26. What does it take? Design: two experiences People Marketing Budget
  27. 27. People: hybrid event team Online Presenter Online Moderator
  28. 28. What does it take? Design: two experiences People: new roles Marketing Budget
  29. 29. Marketing: upside down effort
  30. 30. What does it take? Design: two experiences People: new roles Marketing: upside down effort Budget
  31. 31. Budget: what does hybrid cost?
  32. 32. Budget: what does hybrid cost? 1% 2% Decor Internet 6% Content 8% Consultancy 10% Virtual platform 30% Streaming Services 7%: €1.000 Decor & other 13%: €2.000 Internet 10%: €1.500 Content 27%: €4.000 Consultancy & Production 7%: €1.000 Virtual platform 20%: €3.000 42% Video production MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents Streaming Services 17%: €2.500 Video production ICCA RSMP Hybrid session, July 2013 - HCIBS
  33. 33. What does it take? Design: two experiences People: new roles Marketing: upside down effort Budget: €15.000 + …
  34. 34. what
  35. 35. Lesson’s learned:
  36. 36. #reflection apply to your own situation
  37. 37. Before we go …
  38. 38. I am going to …
  39. 39. Gerrit Heijkoop How Can I Be Social (HCIBS) Twitter: @HCIBS or @GHeijkoop Facebook: /HCIBS Email: Gerrit@HCIBS.com

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