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EventCamp Middle East #ECME12 presentation Ruud Janssen hybrid event process
 

EventCamp Middle East #ECME12 presentation Ruud Janssen hybrid event process

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Event Camp Middle East 2012 ...

Event Camp Middle East 2012
24th September 2012

Event Camps are growing in frequency and popularity around the world at the moment as they continue to achieve great successes...if you've never been to an Event Camp before, expect to explore what's new and exciting about event creation, event technology and event communities from the best speakers from around the world.

The Learner outcomes for this presentation based on the Hybrid Events Process which was desigend as part of an elaborate research piece commissioned by the MPI Foundation as as presented at #ECME12 by Ruud Janssen, CMM of TNOC are:

1. Use techniques that organizers and attendees agree make for remarkable hybrid events.

2. Gain insights on the type of technology, engagement and event formats that are best for hybrid events.

3. identify a skill set to ensure hybrid event success.

A number fo slides in this deck are adaptations of the presention "Meeting Pros are from Mars, Attendees are from Venus". They were first co-presented at MPI's World Education Congress when we launched the research toolkit. Those slides are presented courtesy of Samuel J Smith of Interactive Meetings Technology. Find the available toolkits here: Hybrid Event Study = http://bit.ly/N1l0Bc

Virtual Event Research = http://bit.ly/OsSnek

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EventCamp Middle East #ECME12 presentation Ruud Janssen hybrid event process EventCamp Middle East #ECME12 presentation Ruud Janssen hybrid event process Presentation Transcript

  • Ruud Janssen, CMM Managing DirectorTNOC | The New Objective Collective Basel, Switzerland @ruudwjanssen
  • BIG round of applause to organisers #ECME12 Source = ECEU talk Nick Balestra http://eventcampeu.files.wordpress.com/2011/09/screen-shot-2011-09-02-at-2-59-42-pm.png
  • LEARNING OBJECTIVESTHREE KEY THINGS1. Use techniques that organizers and attendeesagree make for remarkable hybrid events.2. Gain insights on the type of technology,engagement and event formats that are best forhybrid events.3. identify a skill set to ensure hybrid event success.
  • HYBRID EVENT RESEARCHMPI FOUNDATION + MEDIASITE bit.ly/hybridtoolkit
  • HYBRID EVENT RESEARCH SPONSORSMPI FOUNDATION + MEDIASITE
  • RESEARCH TEAMRESEARCHERS FROM NORTH AMERICA & EUROPE Samuel J. Smith Rosa Garriga Jenise Fryatt Richard John Ruud Janssen, CMM
  • ABOUT THE RESEARCHAPPROACHLook at Hybrid Meetings from Six Angles- Production- Technology- Attendee Experience- Design & Preparing Content- Team- Preparing & Training Speakers
  • ABOUT RESEARCHAPPROACHTalked To Smart PeopleWho Said Smart Things- 1,794 Survey Respondents- 37 Interviews
  • SELECTION OF COMPANY’S RESPONDINGAPPROACH
  • ASK US QUESTIONSTWITTER, MICROPHONE, & ON STREAM #ECME12
  • PAPER AIRPLANE ART PROJECTCONNECTING THROUGH THE AIR http://hannahphang.files.wordpress.com/2011/02/7-3-planeinstructions.jpeg
  • WHAT IS A HYBRID EVENT?Mashup of Digital and Face-to-Face MeetingsMEETING OR EVENT WITH AT LEASTONE GROUP OF FACE-TO-FACEPARTICIPANTS CONNECTING WITH OTHER PARTICIPANTSIN ONE OR MORE LOCATIONS.
  • WHERE ARE ATTENDEES? Onsite, in Pods or Online onsite online from hotel roomhttp://www.flickr.com/photos/oddysseey/5051881806/sizes/l/in/photostream/
  • WHERE ARE ATTENDEES? Onsite, in Pods or Online at home in podshttp://www.flickr.com/photos/reallyboring/6010493725/sizes/o/in/photostream/
  • IS THE FUTURE HYBRID?HYBRID MEETINGS70% of respondents agreed with the statement"Ultimately all events will become a hybridevent because technology will be a part ofevery conference that we produce."
  • NOT THIS YEARIT IS STILL EARLY FOR HYBRID MEETINGSHybrid meetings make up less than 25%of the event portfolio for most organizers.
  • WHY DO WE THINK MEETING PLANNERS ARE FROM MARS AND ATTENDEES ARE FROM VENUS?Meeting Pros Are from Mars,Attendees Are from Venus: Techniques for Creating a Remarkable Hybrid Event Presented by Samuel J Smith
  • WHAT ATTENDEES WANTTalk Show, News Program, Awards Show, Man on the Street Interviews
  • WHAT ORGANIZERS PROVIDE ORGANISER OFFERLecture Presentation Format
  • WHAT ATTENDEES WANTFROM ENGAGEMENT source: copyblogger.com
  • WHAT ORGANIZERS PROVIDEFROM ENGAGEMENT 1. ONLINE CHATS 2. ONLINE Q&A 3. REBROADCAST 4. POLLS 5. EXCLUSIVE VIRTUAL CONTENT 6. VIRTUAL BREAKOUTS 7. VIRTUAL EMCEE 8. COMPELLING CONTENT
  • WILL HYBRID CANNIBALIZE F2F?Cannibalization was a Top Concern for Many Meeting Planners 50% of planners said cannibalization was a top concern in their organization.
  • HOW IS ATTENDANCE?Free Hybrid // Fee Based Hybrid // Future Attendance 67% of respondents said attendance did not change with a hybrid event.
  • HOW IS ATTENDANCE?Free Hybrid // Fee Based Hybrid // Future Attendance 23% of respondents said attendance increased in the future.
  • WHY DO YOU ATTEND VIRTUALLY?Why we are staying home - instead of traveling1. Travel Budget 55%2. Can’t be out of office 50%3. Cost of event 45%4. Not enough lead time to plan to attend 25%5. I chose to watch the recording later 20%6. I prefer to attend virtually 15%7. I learned about the event while it happened 15%
  • “Lots of e-learning projects failbecause the people who developthem don’t contact the learner.”- Gillian Broadhead, Director, Learning Light Limited
  • BOTTOM LINEMeeting Planners Are From Mars // Attendees Are From Venus 1. Formats 2. Engagement 3. Attendees Will Not Leave You
  • WHAT ARE SOME EXAMPLESOF GREAT HYBRID EVENTS?
  • http://www.flickr.com/photos/tinochow/5489732009/sizes/l/in/photostream/
  • http://eventcampvancouver.files.wordpress.com/2012/01/ecv11-051.jpg
  • WHAT ARE THE BUILDING BLOCKS FOR HYBRID EVENTS?
  • HYBRID EVENT FORMATSMain Event with Remote Attendees
  • HYBRID EVENT FORMATSMain Event with Remote Pods
  • HYBRID EVENT FORMATSMain Event with Pods + Remote Attendees
  • HYBRID EVENT FORMATSStudio with Pods & Remote Attendees
  • HYBRID FORMATS
  • HOW DO YOU PUT THEBUILDING BLOCKS TOGETHER?
  • FROM STAGE TO LITTLE SCREENHYBRID TECHNOLOGY ELEMENTS
  • SAMPLE BUDGET BREAKDOWN 1% Decor 2% Internet Services 6% Content Development 8% Consulting 10% Virtual Platform 31% Streaming Services 42% Video Production
  • QUESTIONS?
  • HYBRID ART PROJECTBuilding your Paper Airplane REMEMBER TO TAKE PHOTOS SUBMIT THEM TO #ECME12
  • HYBRID RESEARCH PROJECT LESSONS LEARNED
  • What is so exciting about hybridmeetings, is you don’t need bigsets, and you don’t need a lotof production. It’s more nimble.Beth Beutell, Event Manager,Capella University
  • + Hybrid Meetings Case Study: eBay eBay: Hybrid communications for eBay. Across Borders That department created a structure for the weekly meetings that employees liked—one that allowed them to put faces to names and get a live, team-oriented experience that provided updates on When Pierre Omidyar started eBay in 1995, he said he wanted to important company business. “create an efficient market where regular people could compete Though the ETB originally began as a way for management to with big business.” Seventeen years later, eBay has become big update teams, the format has evolved to one that is less hierarchical business, with 90 million users and more than US$9 billion in and more discussion-oriented. Participants from the various offices revenue a year. interact and ask questions in real time. Davies establishes an As with any company’s rapid expansion, there were bound agenda and plans for each meeting several months in advance. to be growing pains. And, because of a major restructuring, “We currently have 14 offices in 13 different countries around eBay experienced a problem many large companies encounter: Europe,” he notes. “It’s growing all the time as eBay grows. The multinational Internet corporation needed to find a way for Last month, we added our recently acquired business in Turkey, colleagues in 14 offices in 13 European countries to interact with Gittigidiyor.” and see and hear their leaders talk about business strategy on a The timing and frequency of the event has flexed around regular basis. the needs of the business. When the need to connect the wider Enter the European Team Brief (ETB), developed by regional team was at its strongest, the briefing occurred at 10 communications specialists at the company in 2008. The first a.m. Mondays. Company leaders liked how ETB could be used briefs were limited to weekly emails with embedded video. to set the tempo and tone for the week. Scheduling the meeting on But after a year, the team introduced Web conferencing on Monday, a day when most people in the European offices avoid a shoestring budget. The 14 offices had a one-hour, live, travel, also resulted in greater attendance. Recently, ETB meetings joint meeting each week using Microsoft Office Suite. And have moved to a monthly frequency, with occasional ad hoc slowly the meeting evolved into today’s HD (high-definition) meetings, reflecting a decision by the company to increase its local videoconference solution. market focus. Participants in the weekly, multi-office hybrid meeting now The ETB is marketed to European employees through email interact both face-to-face (in large designated areas within their invitations and follow-up summaries.One of the things that we learned very early offices) and virtually (connected to the other offices via the videoconference system.) PRE-PRODUCTION: Supersize with LifeSize The ETB has become highly popular among European eBay After experiencing difficulties with Microsoft Office Suite for a live employees for its useful information, fun approach and the team meeting of this size and complexity, the eBay global IT team chose spirit it engenders. to invest in an HD videoconferencing solution called LifeSize. The organization has a technical support team that manages a STRATEGY: Team Approach videoconference bridge (to minimize communication glitches “[Our] objectives are to connect employees to their leaders and by ensuring a dedicated, two-way audio and video connection to our business strategy so that employees understand where between the offices), working out of the U.S. and Ireland. In we are going and why—and also how we are performing as addition, the IT department provides onsite support at the larger a business,” says Richard Davies, head of European employee locations. Otherwise, the ETB is managed in-house.on is that in order for it to be very engaging Hybrid Meetings Case Study: eBay | Page 1we need to get away from people thinkingof it like a business meeting.”Richard Davies, eBay Europe
  • The presentation styles requirecertain specific skills in terms oftalking to the camera and beingcomfortable around a camera.Richard Davies, eBay Europe
  • + Hybrid Meetings Case Study: eBay eBay: Hybrid communications for eBay. Across Borders That department created a structure for the weekly meetings that employees liked—one that allowed them to put faces to names and get a live, team-oriented experience that provided updates on When Pierre Omidyar started eBay in 1995, he said he wanted to important company business. “create an efficient market where regular people could compete Though the ETB originally began as a way for management to with big business.” Seventeen years later, eBay has become big update teams, the format has evolved to one that is less hierarchical business, with 90 million users and more than US$9 billion in and more discussion-oriented. Participants from the various offices revenue a year. interact and ask questions in real time. Davies establishes an As with any company’s rapid expansion, there were bound agenda and plans for each meeting several months in advance.bit.ly/hybridtoolkit to be growing pains. And, because of a major restructuring, “We currently have 14 offices in 13 different countries around eBay experienced a problem many large companies encounter: Europe,” he notes. “It’s growing all the time as eBay grows. The multinational Internet corporation needed to find a way for Last month, we added our recently acquired business in Turkey, colleagues in 14 offices in 13 European countries to interact with Gittigidiyor.” and see and hear their leaders talk about business strategy on a The timing and frequency of the event has flexed around regular basis. the needs of the business. When the need to connect the wider Enter the European Team Brief (ETB), developed by regional team was at its strongest, the briefing occurred at 10 communications specialists at the company in 2008. The first a.m. Mondays. Company leaders liked how ETB could be used briefs were limited to weekly emails with embedded video. to set the tempo and tone for the week. Scheduling the meeting on But after a year, the team introduced Web conferencing on Monday, a day when most people in the European offices avoid a shoestring budget. The 14 offices had a one-hour, live, travel, also resulted in greater attendance. Recently, ETB meetings joint meeting each week using Microsoft Office Suite. And have moved to a monthly frequency, with occasional ad hoc slowly the meeting evolved into today’s HD (high-definition) meetings, reflecting a decision by the company to increase its local videoconference solution. market focus. Participants in the weekly, multi-office hybrid meeting now The ETB is marketed to European employees through email interact both face-to-face (in large designated areas within their invitations and follow-up summaries. offices) and virtually (connected to the other offices via the videoconference system.) PRE-PRODUCTION: Supersize with LifeSize The ETB has become highly popular among European eBay After experiencing difficulties with Microsoft Office Suite for a live employees for its useful information, fun approach and the team meeting of this size and complexity, the eBay global IT team chose spirit it engenders. to invest in an HD videoconferencing solution called LifeSize. The organization has a technical support team that manages a STRATEGY: Team Approach videoconference bridge (to minimize communication glitches “[Our] objectives are to connect employees to their leaders and by ensuring a dedicated, two-way audio and video connection to our business strategy so that employees understand where between the offices), working out of the U.S. and Ireland. In we are going and why—and also how we are performing as addition, the IT department provides onsite support at the larger a business,” says Richard Davies, head of European employee locations. Otherwise, the ETB is managed in-house. Hybrid Meetings Case Study: eBay | Page 1
  • I am more likely to hire vendors who haveworked in my industry and know myindustry...even if I had to pay little more.- VP of Meetings, FINANCIAL SERVICES INDUSTRY
  • “It is all in the pre-production. It is all in theplanning. It is being able to properly envisionwhat the outcome should be.”- Bill Finlay, Technical Director, ICON PRESENTATIONS http://www.flickr.com/photos/sunriserjay/4238127834/lightbox/
  • “have a rehearsal.” - Various
  • QUESTIONS?
  • OUTCOMESHybrid Meetings Delivered Results for Thrivent Financial + Hybrid Meeting Case Study Thrivent Financial: The Case for a Hybrid Meeting About Thrivent Financial When Steph Pfeilsticker, CMP, CMM, saw a presentation on Thrivent Financial for Lutherans is a faith-based, bit.ly/hybridtoolkit hybrid events given by former MPI CEO Bruce MacMillan in not-for-profit financial services organization of nearly 2010, she experienced an a-ha moment. 2.5 million members with the strength of more than As senior event planner for Thrivent Financial, she knew US$75 billion in assets managed. the impact her National Sales Meeting had on the financial representatives who attended, and on the company’s bottom line. She uncovered data showing that reps who attended increased their sales in the three months following the event. However, only 40 percent of her financial reps were attending. What if the company could somehow reach the other 60 percent? That was her business case when she presented the idea of a hybrid event to her leadership in early 2011. What would current Steph Pfeilsticker won approval for that event proposal in February 2011, and began the process of planning and Pfeilsticker tell pre-hybrid collaboration leading up to the November NSM. Steph Pfeilsticker? “Don’t get bogged down with the naysayers VIRTUAL VALUE who might not understand it. Keep the fire in High-performing financial reps receive complimentary or your belly and don’t second-guess your plan discounted access to the face-to-face event. The vast majority when you recognize the value and know that of those who had not attended face-to-face in the past had not it’s the organization’s future. Don’t let the qualified for gratis access. technology scare you. It’s a machine, and we “I wanted to place a value on the virtual stream [free implies know how to make machines work. If we can lack of value], but not price ourselves out of the market,” understand it, we can trust it.” Pfeilsticker says. She knew if she got them to log onto the virtual meeting, those who usually didn’t attend the national sales meeting would get the content and education they needed to increase their production, so remote participation was priced at a $49 early-bird rate and $99 regular registration. Case Study: Hybrid Meeting | Page 1
  • VIRTUAL STUDIO IN GENERAL SESSIONConnection for Remote Attendees
  • EXCLUSIVE INTERVIEWSSpeakers, Senior Leaders and Content Providers
  • MAKE IT PERSONALWorkbook for Hybrid Attendees
  • BUILD A COMMUNITYChat Session Moderators Made Conversation Lively
  • Teams and People
  • TEAMS AND PEOPLEWhich roles do you consider to be of most importance for a Hybrid Event Team? Production Director Creative Director Technical Director Digital Strategist Consultant Virtual Emcee Meeting Planner Marketing Manager Educator Important Unsure Not Important
  • MEETING PLANNER SKILLS
  • “What makes a hybrid event a success ismainly the right strategic approach.”- Senior Manager from a German events agency
  • “...to effectively implement a hybridevent both the local live and thebroadcast portions need to beproduced in different ways.”- Joe Frascella, Technical Director, Swank Audio Visuals
  • “I believe there is an entirely differentskillset that planners need to add totheir toolbox. Everything fromunderstanding the technology, to userexperience to proper speakertechniques for virtual education.”- Kyle Hillman, Meeting Planner, NASW IL PAC
  • In addition to current skill set of meetingprofessionals, we need to have a goodunderstanding of engagement, creativity,gaming, social networking and projectmanagement.Janet Cooper, Director of Convention ServicesRadiological Society of North America
  • QUESTIONS?
  • BIG FINISH
  • LA UNC H?TIM E TO
  • WHAT ARE THREE THINGSTHAT YOU LEARNED TODAY? #ECME12
  • bit.ly/hybridtoolkit
  • Ruud Janssen, CMM Managing DirectorTNOC | The New Objective Collective Basel, Switzerland @ruudwjanssen