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Event Forum Europe & Asia


                              EFEA




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content delivery tools. They include any meeting
  or event with at least one group of face-to-face     Be
what is a hybrid event?
  participants that digitally connects with partici-
  pants in another or multiple locations.
                                                       On
                                                       ven
                                                       • C
                                                         m
                                                       • C
                                                         a
                                                       • V
                                                       • C
                                                         m
                                                       • T
                                                         a
                                                       • I

                                                       Bu
                                                       On
                                                       allo
                                                       of a
                                                       cou
              www.TNOC.ch | @ruudwjanssen
                                                       to a
    The best hybrid events create unique experi-       a tw
MPI Hybrid Events Research
         How To roadmap
                                     facilitated by

                            Ruud Janssen, CMM

                                   www.TNOC.ch


     www.TNOC.ch | @ruudwjanssen
Download thew research
     + Hybrid Meeting
                                                                                                                                                                             CHAPTER 1:
                                                                                                                                                                             Introducing                                                          Benefits to Meeting Professionals

                                                                                                                                                                             Hybrid Meetings
                                                                                                                                                                                                                                                  Hybrid events create new opportunities for meeting planners to:
                                                                                                                                                                                                                                                  • Become more involved in the content development,
                                                                                                                                                                                                                                                  • Develop creativity in designing events,
                                                                                                                                                                             What is a Hybrid Meeting? Hybrid meetings inte-                      • Concentrate on objectives and strategy,
                                                                                                                                                                                                                                                  • Learn how to strategically ask questions when selecting
                                                                                                                                                                             grate technology with traditional event practices                      and applying technology and
                                                                                                                                                                             to create new types of attendee experiences and                      • Develop additional project management and planning skills.
                                                                                                                                                                             content delivery tools. They include any meeting
                                                                                                                                                                             or event with at least one group of face-to-face                     Benefits to Onsite Planners
                                                                                                                                                                                                                                                  Onsite planners who work for conference centers and other event
                                                                                                                                                                             participants that digitally connects with partici-                   venues can expand their client offerings to:
                                                                                                                                                                             pants in another or multiple locations.                              • Centralized booking of conference rooms across

         How-to Guide:                                                                                      Table of Contents
                                                                                                                                                                                                                                                    multiple properties for hybrid meetings,
                                                                                                                                                                                                                                                  • Centralized audiovisual technology ordering

         Hybrid Meetings                                                                                    CHAPTER 1: INTRODUCING HYBRID MEETINGS (PG 2)                                                                                           and support across multiple properties,
                                                                                                            - What is a Hybrid Meeting?                                                                                                           • Videoconference facilities on multiple properties,
                                                                                                            - Discovering the Benefits of Hybrid Meetings                                                                                          • Centralized ordering of food and beverage across
         By Jenise Fryatt, Rosa Garriga, Ruud Janssen,                                                                                                                                                                                              multiple properties,
                                                                                                              1. Benefits to Meeting Professionals
         CMM, Richard John and Samuel J. Smith                                                                2. Benefits to Onsite Planners                                                                                                       • Temporary staffing support across multiple properties
                                                                                                            - Building Blocks of Hybrid Events                                                                                                      and cities and
                                                                                                              1. Spaces                                                                                                                           • Internet bandwidth support.
                                                                                                              2. Audience
                                                                                                              3. Configurations                                                                                                                    Building Blocks of Hybrid Events
                                                                                                              4. Technology                                                                                                                       One of the greatest advantages of hybrid events is that they
                                                                                                            - Format Types                                                                                                                        allow meeting professionals to reconfigure the building blocks
                                                                                                            - Role of Communication in Live and Hybrid Events                                                                                     of an event. For example, instead of having a single venue, you
                                                                                                                                                                                                                                                  could have four or five regional sites. Instead of flying attendees
        INTRODUCTION                                                                                        CHAPTER 2: HYBRID EVENT PROCESS (PG 7)                                                                                                to a single city for a half-day conference, you can invite them to
                                                                                                            - Introduction                                                     The best hybrid events create unique experi-
       Hybrid is the breakout star of the
                                                                                                                                                                                                                                                  a two-hour conference at restaurants in their cities.
                                                                                                            - Strategy
                                                                                                              1. Define Meeting Objectives
                                                                                                                                                                             ences for different types of participants in differ-                    Technology enables hybrid events to work across time and

       meeting industry, an emerging event type that re-                                                      2. Consider External Factors
                                                                                                              3. Develop a Budget
                                                                                                                                                                             ent places. Combining functionalities of face-to-                    space. Before getting engaged with the technological options and
                                                                                                                                                                                                                                                  requirements, it’s critical to understand the basic building blocks of
       quires meeting professionals to stretch their creativity, strategizing,                                                                                               face events and those of virtual meetings into                       hybrid events.
                                                                                                              4. Measure Success
                                                                                                              5. Analyze Your Audience                                       hybrid events enables meeting planners to have
       execution and measurement and integrate technology with tradi-                                                                                                                                                                             Spaces. Hybrid attendees aren’t limited to a single room or venue.
                                                                                                              6. Outline Your Event Execution Strategy                       a much broader spectrum of options to engage                         They can participate online at the hotel, at a regional site or on the
       tional live events to create new types of experiences and content                                    - Pre-Production
                                                                                                                                                                             delegates. It’s important to become familiar with                    beach. Presenters and facilitators can be spread across time and
                                                                                                              1. Pre-Event Marketing                                                                                                              space as well. Here are the most common spaces.
       delivery tools. Nowhere in the history of meetings have we seen                                        2. Content Design                                              the components of hybrid events before you                           • A hybrid event is a gathering of at least one group of face-to-face
       such an explosion of so many different formats and applications                                        3. Digital Communications                                      think and conceptualize available options.                             participants that digitally connects with participants in another
                                                                                                              4. Speaker Selection and Briefing                                                                                                      or multiple locations.
       of new technology.                                                                                     5. Engagement                                                                                                                       • A virtual event is a gathering of participants in multiple
                                                                                                              6. Key Hybrid Team Roles                                       Discovering the Benefits of Hybrid Meetings
                                                                                                                                                                             Meetings deliver value when participants do something                  locations who connect by some form of technology (phone,
          Microsoft, eBay and Thrivent Financial are just a few of the                                        7. Security and Data Privacy                                                                                                          video, computer).
                                                                                                              8. Security and Data Privacy                                   (buy a product/service, become more efficient, learn a skill or
                                                                                                                                                                                                                                                  • A face-to-face event is a gathering of individuals in the
       companies that have realized the value of the hybrid meetings—to                                       9. Metrics and Reporting                                       procedure) as a result of having attended. Hybrid events
                                                                                                                                                                                                                                                    same location.
                                                                                                            - Onsite                                                         are no different in that sense from live events. They give you
       increase sales, improve performance and grow attendance. How-                                        - Post-Event                                                     opportunities for adding value in the following ways.                • A pod event (also referred to as a pod) is a gathering of
                                                                                                                                                                             • Reaching more delegates (face-to-face plus virtual)                  individuals in one location linked to an event in a separate
       ever, only a fraction of meeting professionals take advantage of all                                 CHAPTER 3: SUCCESSFUL HYBRID EVENT MODELS (PG 10)                                                                                       location.
                                                                                                                                                                             • Allowing virtual delegates to participate alone
       that technology has to offer. Many interviewed for MPI’s research                                    - Thrivent Financial                                                or in small groups                                                • A studio event is a gathering that includes a space for content
                                                                                                            - eBay                                                           • Providing new content delivery and communication                     production that is distributed to an online or pod audience.
       into hybrid events don’t have experience using the model, but                                        - Nike                                                              options
                                                                                                            - SAP                                                            • Connecting multiple events that occur concurrently                 Audiences. When you link audiences in vastly different locations,
       those who do are more likely to exceed objectives.                                                                                                                                                                                         you need to consider their different needs and experiences. Here
                                                                                                            - SAE                                                               or at different times or locations
                                                                                                            - Theater                                                        • Extending the reach of your message by repurposing                 are the most common audience types.
          So, we present this How-to Guide, based on author experi-                                         - Sports                                                            event content                                                     • The face-to-face audience of a hybrid event can be small or
                                                                                                            - Politics                                                       • Including people who could not otherwise attend                       large. Its needs are the same as the needs for any face-to-face
       ence, a survey of 1,794 meeting professionals and delegates and                                                                                                                                                                               event, but there are new aspects to consider. Will the virtual
                                                                                                            - Open Source                                                       (busy executives, global attendees)
       37 in-depth interviews with meeting professionals who have con-                                                                                                       Attend hybrid events as a virtual participant prior to                  audience interact with the face-to-face audience? Often




  http://bit.ly/hybridtoolkit
                                                                                                            CHAPTER 4: RESOURCES (PG 11)                                                                                                             face-to-face participants pay more to attend. Keep this in mind
                                                                                                                                                                             creating one for your own organization and seek the
       ducted hybrid events and delegates who have experienced them.                                        - Definitions                                                     advice of peers who are experienced in the medium.                      to ensure that other elements of the event don’t negatively
                                                                                                            - Useful Online Articles Related to Hybrid Events                                                                                        affect the face-to-face experience.
       This guide gives you the tools you need to implement your own                                        - Ideas, Inspiration for Hybrid Events
       hybrid event in two sections: one theoretical, one practical.                                        - Hybrid Event Pre-Production and Production Tools                                                                                                                         Hybrid Meetings: How-To Guide | Page 2
                                                                                                            - Remote Audience Engagement Tools

                                                                                                                                   Hybrid Meetings: How-To Guide | Page 1




                                                                                                                                                                            Today’s technology has made it much more affordable to set up          Another hybrid format uses a studio to create and broadcast con-
                                                                                                                                                                            two-way communications between pods and remote sites. This             tent. The face-to-face delegates attend in small groups in remote
                                                                                                                                                                            allows attendees to actively contribute to the content and the         pods watching the broadcast. These attendees then have the
     • The Pod audience experiences two types of events                                       The simplest form of hybrid event takes the content already                   dialogue. Equally important, speakers from one pod can present         chance to ask the speaker questions or give feedback.
       simultaneously: the face-to-face meeting and the remote                                being captured and streams it to individuals who are watching                 to the live event, or do callouts to the pods to get their perspec-
       experience that they watch streamed. Consider how much                                 sessions online. It’s one-way communication from your event to                tives on specific topics. This format is much more engaging for           Studio + 2 way pods
       autonomy each pod has in relation to the event(s) they’re                              participants that view the event remotely.                                    the pod participants but requires two-way streams from the
       connected to, whether or not the pods can communicate                                                                                                                live event to the pods for both audio and video. As soon as you
       with other pods or with the main event space, what technology                                                                                                        introduce two-way communication, the level of complexity and
                                                                                                Live Main + virtual participants                                            coordination goes up significantly.
       will produce the most glitch-free experience and what
       everyone will do in case of technology failure.
     • Remember that individuals attending online can disconnect                                                                                                              Main + 2 way pods
       when and if they want to. So keep their attention top-of-mind.

     Configurations. When you move the audience and speakers to
     different spaces, you can start recombining the building blocks of
     your hybrid event. Here are some commonly used configurations
     for hybrid events.


                                               Legend
                space types                             communication connection




                              = Face to face event
                                                          = realtime 1 way broadcast stream


                                                          = realtime 2 way communication
                                                                                              Some of your virtual viewers may get together in groups and
                              = Pod event                                                     watch the event together. Here, pods “watch” the content in
                                                          = on demand broadcast stream
                                                                                              four groups; each has its own “live event” in other locations.                                                                                       This can then also be combined with pods and individual virtual
                                                                                              This technique is often used when room capacity at live events is                                                                                    participants.
                                                          = near realtime
                              = Studio event                                                  insufficient, or when you want to connect groups of people who
                                                                                                                                                                            It’s also possible to combine elements from the above formats.           Studio + 2 way pods + virtual participants
                                                                                              can’t travel, and thus gather remotely in pods to have their own
                                                                                                                                                                            You can have a live event, a number of pods and individual
                              = Online individual                                             “live events” in other locations. You capture the essence of the
                                                                                                                                                                            participants.
                                                                                              video and audio onsite at the live event and stream it out to the
                                                                                              pods. They can watch it live or live with a delay or time-shifted
                                                                                              (when it is convenient in their time zone or program).                          Main + 1 way pods + virtual participants

     Format Types
     Traditionally, we have speakers and attendees in the same venue.                           Main + 1 way pods
     You have staging and production equipment in place for your
     general (plenary) sessions.


       Live Main Event




                                                        www.TNOC.ch | @ruudwjanssen
                                                                                                                                                                                                                                                                                       Hybrid Meetings: How-To Guide | Page 4
about the research
 Talked to smart people who said smart
 things: 1,794 Survey respondents and
 37 interviews.




         www.TNOC.ch | @ruudwjanssen
enabled by




 www.TNOC.ch | @ruudwjanssen
research team
                   USA & European based research team




Samuel J. Smith    Rosa Garriga   Jenise Fryatt   Richard John   Ruud Janssen

                         www.TNOC.ch | @ruudwjanssen
learner outcomes

1.Discover why hybrid events are relevant and
define the opportunities and benefits for your
organization

2.Learn about the building blocks and new
communication functions available in hybrid events



             www.TNOC.ch | @ruudwjanssen
learner outcomes
3.Become familiar with engagement
techniques can be used with the technology
options available.

4.Be ready to plan your next hybrid meeting after
having discovered the Hybrid Event Process
that comes directly from researching and analyzing
the most successful hybrid events.


             www.TNOC.ch | @ruudwjanssen
would you like to…?




     www.TNOC.ch | @ruudwjanssen
about the research
           Looked at hybrid events from six different angles:
           • production
           • technology
           • attendee experience
           • design & preparing content
           • team
           • preparing & training speakers
+ Hybrid Meeting




                         www.TNOC.ch | @ruudwjanssen
When have you last
  had chocolate?
www.TNOC.ch | @ruudwjanssen
When have you last
been to the Theatre?
  www.TNOC.ch | @ruudwjanssen
u s ?
                                        t to
                             v a n
                    re le
           th is
   y is
w h


          www.TNOC.ch | @ruudwjanssen
NT live facts
     • filmed in high definition
     • broadcast via satellite
     • in 500 cinemas in 22 countries
     • £ 50 (€ 59) Live Ticket
     • £ 15 (€ 18) Cinema ticket



  www.TNOC.ch | @ruudwjanssen
would you like to…?
• Reach more delegates
• Allow virtual delegates to participate
• Provide new content delivery & communication options
• Connect multiple events
• Different times or locations
• Repurposing event content
• Include those who could not attend

                 www.TNOC.ch | @ruudwjanssen
what you can expect
Why?    opportunities & benefits


What? building blocks & case study

How? formats; tech; engagement

When? process

           www.TNOC.ch | @ruudwjanssen
what’s expected of you
• Become more involved in the content development,

• Develop creativity in designing events,

• Concentrate on objectives and strategy,

• Learn how to strategically ask questions when selecting and
applying technology

• Develop new planning skills.

                 www.TNOC.ch | @ruudwjanssen
hybrid mission possible

                             EFEA




     www.TNOC.ch | @ruudwjanssen
different spaces, you can start recombining the building blocks of
your hybrid event. Here are some commonly used configurations
what are your building blocks
for hybrid events.


                                         Legend
          space types                             communication connection




                        = Face to face event
                                                    = realtime 1 way broadcast stream


                                                    = realtime 2 way communication
                                                                                        Som
                        = Pod event                                                     watc
                                                    = on demand broadcast stream
                                                                                        four
                                                    = near realtime
                                                                                        This
                        = Studio event                                                  insu
                                                                                        can’
                        = Online individual                                             “live
                                                                                        vide
                                                                                        pods
                          www.TNOC.ch | @ruudwjanssen                                   (whe
different spaces, you can start recombining the building blocks of
your hybrid event. Here are some commonly used configurations
what are your building blocks
for hybrid events.


                                         Legend
          space types                             communication connection




                        = Face to face event
                                                    = realtime 1 way broadcast stream


                                                    = realtime 2 way communication
                                                                                        Som
                        = Pod event                                                     watc
                                                    = on demand broadcast stream
                                                                                        four
                                                    = near realtime
                                                                                        This
                        = Studio event                                                  insu
                                                                                        can’
                        = Online individual                                             “live
                                                                                        vide
                                                                                        pods
                          www.TNOC.ch | @ruudwjanssen                                   (whe
different spaces, you can start recombining the building blocks of
your hybrid event. Here are some commonly used configurations
what are your building blocks
for hybrid events.


                                         Legend
          space types                             communication connection




                        = Face to face event
                                                    = realtime 1 way broadcast stream


                                                    = realtime 2 way communication
                                                                                        Som
                        = Pod event                                                     watc
                                                    = on demand broadcast stream
                                                                                        four
                                                    = near realtime
                                                                                        This
                        = Studio event                                                  insu
                                                                                        can’
                        = Online individual                                             “live
                                                                                        vide
                                                                                        pods
                          www.TNOC.ch | @ruudwjanssen                                   (whe
where are your attendees




                           at home                                                                       in pods




                                                                                       onsite
http://www.flickr.com/photos/oddysseey/5051881806/sizes/l/in/photostream/
                                                                           www.TNOC.ch | @ruudwjanssen
http://www.flickr.com/photos/reallyboring/6010493725/sizes/o/in/photostream/
hybrid mission possible
   + Hybrid Meetings Case Study: eBay




         eBay: Hybrid                                                       communications for eBay.

                                                                                                                                                        D Y
                                                                                                                                                      TU
         Across Borders                                                         That department created a structure for the weekly meetings
                                                                            that employees liked—one that allowed them to put faces to names



                                                                                                                                                    S
                                                                            and get a live, team-oriented experience that provided updates on




                                                                                                                      SE
        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




                                                                                                                    CA
        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

                            www.TNOC.ch | @ruudwjanssen
        joint meeting each week using Microsoft Office Suite. And
        slowly the meeting evolved into today’s HD (high-definition)
        videoconference solution.
                                                                            have moved to a monthly frequency, with occasional ad hoc
                                                                            meetings, reflecting a decision by the company to increase its local
                                                                            market focus.
            Participants in the weekly, multi-office hybrid meeting now          The ETB is marketed to European employees through email
eBay European Team
            Brief case study




www.TNOC.ch | @ruudwjanssen
How To Guide                                                                                                            CHAPTER 1:
                                                                                                                                                                          Introducing                                                          Benefits to Meeting Professionals

                                                                                                                                                                          Hybrid Meetings
                                                                                                                                                                                                                                               Hybrid events create new opportunities for meeting planners to:
      + Hybrid Meeting                                                                                                                                                                                                                         • Become more involved in the content development,
                                                                                                                                                                                                                                               • Develop creativity in designing events,
                                                                                                                                                                          What is a Hybrid Meeting? Hybrid meetings inte-                      • Concentrate on objectives and strategy,
                                                                                                                                                                                                                                               • Learn how to strategically ask questions when selecting
                                                                                                                                                                          grate technology with traditional event practices                      and applying technology and
                                                                                                                                                                          to create new types of attendee experiences and                      • Develop additional project management and planning skills.
                                                                                                                                                                          content delivery tools. They include any meeting
                                                                                                                                                                          or event with at least one group of face-to-face                     Benefits to Onsite Planners
                                                                                                                                                                                                                                               Onsite planners who work for conference centers and other event
                                                                                                                                                                          participants that digitally connects with partici-                   venues can expand their client offerings to:
                                                                                                                                                                          pants in another or multiple locations.                              • Centralized booking of conference rooms across
                                                                                                                                                                                                                                                 multiple properties for hybrid meetings,
                                                                                                                                                                                                                                               • Centralized audiovisual technology ordering

          How-to Guide:
                                                                                                                                                                                                                                                 and support across multiple properties,
                                                                                                        Table of Contents                                                                                                                      • Videoconference facilities on multiple properties,
                                                                                                                                                                                                                                               • Centralized ordering of food and beverage across
          Hybrid Meetings                                                                               CHAPTER 1: INTRODUCING HYBRID MEETINGS (PG 2)
                                                                                                        - What is a Hybrid Meeting?                                                                                                              multiple properties,
                                                                                                        - Discovering the Benefits of Hybrid Meetings                                                                                           • Temporary staffing support across multiple properties
          By Jenise Fryatt, Rosa Garriga, Ruud Janssen,                                                                                                                                                                                          and cities and
                                                                                                          1. Benefits to Meeting Professionals
          CMM, Richard John and Samuel J. Smith                                                           2. Benefits to Onsite Planners                                                                                                        • Internet bandwidth support.
                                                                                                        - Building Blocks of Hybrid Events
                                                                                                          1. Spaces
                                                                                                          2. Audience                                                                                                                          Building Blocks of Hybrid Events
                                                                                                          3. Configurations                                                                                                                     One of the greatest advantages of hybrid events is that they
                                                                                                          4. Technology                                                                                                                        allow meeting professionals to reconfigure the building blocks
                                                                                                        - Format Types                                                                                                                         of an event. For example, instead of having a single venue, you
                                                                                                        - Role of Communication in Live and Hybrid Events
                                                                                                                                                                                                                                               could have four or five regional sites. Instead of flying attendees
         INTRODUCTION                                                                                   CHAPTER 2: HYBRID EVENT PROCESS (PG 7)                                                                                                 to a single city for a half-day conference, you can invite them to
                                                                                                        - Introduction                                                      The best hybrid events create unique experi-                       a two-hour conference at restaurants in their cities.
        Hybrid is the breakout star of the                                                              - Strategy
                                                                                                          1. Define Meeting Objectives                                     ences for different types of participants in differ-                    Technology enables hybrid events to work across time and
        meeting industry, an emerging event type that re-                                                 2. Consider External Factors
                                                                                                          3. Develop a Budget
                                                                                                                                                                          ent places. Combining functionalities of face-to-                    space. Before getting engaged with the technological options and
                                                                                                                                                                                                                                               requirements, it’s critical to understand the basic building blocks of
        quires meeting professionals to stretch their creativity, strategizing,                           4. Measure Success                                              face events and those of virtual meetings into                       hybrid events.
        execution and measurement and integrate technology with tradi-                                    5. Analyze Your Audience
                                                                                                          6. Outline Your Event Execution Strategy                        hybrid events enables meeting planners to have
                                                                                                                                                                                                                                               Spaces. Hybrid attendees aren’t limited to a single room or venue.
        tional live events to create new types of experiences and content                               - Pre-Production                                                  a much broader spectrum of options to engage
                                                                                                          1. Pre-Event Marketing
                                                                                                                                                                                                                                               They can participate online at the hotel, at a regional site or on the
        delivery tools. Nowhere in the history of meetings have we seen                                   2. Content Design                                               delegates. It’s important to become familiar with                    beach. Presenters and facilitators can be spread across time and
        such an explosion of so many different formats and applications                                   3. Digital Communications                                                                                                            space as well. Here are the most common spaces.
                                                                                                          4. Speaker Selection and Briefing                                the components of hybrid events before you                           • A hybrid event is a gathering of at least one group of face-to-face
        of new technology.                                                                                5. Engagement                                                   think and conceptualize available options.                             participants that digitally connects with participants in another
                                                                                                          6. Key Hybrid Team Roles
                                                                                                                                                                                                                                                 or multiple locations.
           Microsoft, eBay and Thrivent Financial are just a few of the                                   7. Security and Data Privacy
                                                                                                          8. Security and Data Privacy                                   Discovering the Benefits of Hybrid Meetings                            • A virtual event is a gathering of participants in multiple
        companies that have realized the value of the hybrid meetings—to                                  9. Metrics and Reporting                                       Meetings deliver value when participants do something                   locations who connect by some form of technology (phone,
        increase sales, improve performance and grow attendance. How-                                   - Onsite                                                         (buy a product/service, become more efficient, learn a skill or          video, computer).
                                                                                                        - Post-Event                                                                                                                           • A face-to-face event is a gathering of individuals in the
                                                                                                                                                                         procedure) as a result of having attended. Hybrid events
        ever, only a fraction of meeting professionals take advantage of all                                                                                                                                                                     same location.
                                                                                                        CHAPTER 3: SUCCESSFUL HYBRID EVENT MODELS (PG 10)                are no different in that sense from live events. They give you
        that technology has to offer. Many interviewed for MPI’s research                               - Thrivent Financial                                             opportunities for adding value in the following ways.                 • A pod event (also referred to as a pod) is a gathering of
                                                                                                        - eBay                                                                                                                                   individuals in one location linked to an event in a separate
        into hybrid events don’t have experience using the model, but                                   - Nike
                                                                                                                                                                         • Reaching more delegates (face-to-face plus virtual)
                                                                                                                                                                         • Allowing virtual delegates to participate alone                       location.
        those who do are more likely to exceed objectives.                                              - SAP
                                                                                                                                                                            or in small groups                                                 • A studio event is a gathering that includes a space for content
                                                                                                        - SAE
                                                                                                        - Theater                                                        • Providing new content delivery and communication                      production that is distributed to an online or pod audience.
           So, we present this How-to Guide, based on author experi-                                    - Sports                                                            options
        ence, a survey of 1,794 meeting professionals and delegates and                                 - Politics
                                                                                                                                                                         • Connecting multiple events that occur concurrently                  Audiences. When you link audiences in vastly different locations,
                                                                                                        - Open Source                                                                                                                          you need to consider their different needs and experiences. Here
        37 in-depth interviews with meeting professionals who have con-                                                                                                     or at different times or locations
                                                                                                        CHAPTER 4: RESOURCES (PG 11)                                     • Extending the reach of your message by repurposing                  are the most common audience types.
        ducted hybrid events and delegates who have experienced them.                                   - Definitions                                                        event content                                                      • The face-to-face audience of a hybrid event can be small or
                                                                                                        - Useful Online Articles Related to Hybrid Events                                                                                         large. Its needs are the same as the needs for any face-to-face
        This guide gives you the tools you need to implement your own                                   - Ideas, Inspiration for Hybrid Events
                                                                                                                                                                         • Including people who could not otherwise attend
                                                                                                                                                                            (busy executives, global attendees)                                   event, but there are new aspects to consider. Will the virtual
        hybrid event in two sections: one theoretical, one practical.                                   - Hybrid Event Pre-Production and Production Tools
                                                                                                                                                                                                                                                  audience interact with the face-to-face audience? Often
                                                                                                        - Remote Audience Engagement Tools                               Attend hybrid events as a virtual participant prior to
                                                                                                                                                                         creating one for your own organization and seek the                      face-to-face participants pay more to attend. Keep this in mind
                                                                                                                               Hybrid Meetings: How-To Guide | Page 1
                                                                                                                                                                         advice of peers who are experienced in the medium.                       to ensure that other elements of the event don’t negatively
                                                                                                                                                                                                                                                  affect the face-to-face experience.




http://bit.ly/hybridtoolkit
                                                                                                                                                                                                                                                                                    Hybrid Meetings: How-To Guide | Page 2




                                                                                                                                                                         Today’s technology has made it much more affordable to set up           Another hybrid format uses a studio to create and broadcast con-
  • The Pod audience experiences two types of events                                       The simplest form of hybrid event takes the content already                   two-way communications between pods and remote sites. This              tent. The face-to-face delegates attend in small groups in remote
    simultaneously: the face-to-face meeting and the remote                                being captured and streams it to individuals who are watching                 allows attendees to actively contribute to the content and the          pods watching the broadcast. These attendees then have the
    experience that they watch streamed. Consider how much                                 sessions online. It’s one-way communication from your event to                dialogue. Equally important, speakers from one pod can present          chance to ask the speaker questions or give feedback.
    autonomy each pod has in relation to the event(s) they’re                              participants that view the event remotely.                                    to the live event, or do callouts to the pods to get their perspec-
    connected to, whether or not the pods can communicate
                                                                                                                                                                         tives on specific topics. This format is much more engaging for             Studio + 2 way pods
    with other pods or with the main event space, what technology                            Live Main + virtual participants                                            the pod participants but requires two-way streams from the
    will produce the most glitch-free experience and what
    everyone will do in case of technology failure.                                                                                                                      live event to the pods for both audio and video. As soon as you
  • Remember that individuals attending online can disconnect                                                                                                            introduce two-way communication, the level of complexity and
    when and if they want to. So keep their attention top-of-mind.                                                                                                       coordination goes up significantly.

  Configurations. When you move the audience and speakers to                                                                                                                Main + 2 way pods
  different spaces, you can start recombining the building blocks of
  your hybrid event. Here are some commonly used configurations
  for hybrid events.


                                            Legend
             space types                             communication connection




                           = Face to face event
                                                       = realtime 1 way broadcast stream


                                                       = realtime 2 way communication
                                                                                           Some of your virtual viewers may get together in groups and
                           = Pod event                                                     watch the event together. Here, pods “watch” the content in
                                                       = on demand broadcast stream
                                                                                           four groups; each has its own “live event” in other locations.
                                                       = near realtime
                                                                                           This technique is often used when room capacity at live events is
                           = Studio event                                                  insufficient, or when you want to connect groups of people who
                                                                                           can’t travel, and thus gather remotely in pods to have their own
                           = Online individual                                             “live events” in other locations. You capture the essence of the
                                                                                           video and audio onsite at the live event and stream it out to the
                                                                                           pods. They can watch it live or live with a delay or time-shifted                                                                                     This can then also be combined with pods and individual virtual
                                                                                           (when it is convenient in their time zone or program).                                                                                                participants.

  Format Types                                                                                                                                                           It’s also possible to combine elements from the above formats.             Studio + 2 way pods + virtual participants
  Traditionally, we have speakers and attendees in the same venue.                           Main + 1 way pods                                                           You can have a live event, a number of pods and individual
  You have staging and production equipment in place for your                                                                                                            participants.
  general (plenary) sessions.

                                                                                                                                                                           Main + 1 way pods + virtual participants
    Live Main Event




                                                                         www.TNOC.ch | @ruudwjanssen                            Hybrid Meetings: How-To Guide | Page 3
nts                    The simplest form of hybrid event takes the content already


                          format examples
he remote               being captured and streams it to individuals who are watching
  how much              sessions online. It’s one-way communication from your event to
 t(s) they’re           participants that view the event remotely.
mmunicate
what technology           Live Main + virtual participants
 d what

 n disconnect
 on top-of-mind.

d speakers to
uilding blocks of
d configurations




 connection




 way broadcast stream


 way communication
                        Some of your virtual viewers may get together in groups and
                        watch the event together. Here, pods “watch” the content in
d broadcast stream                 www.TNOC.ch | @ruudwjanssen
                        four groups; each has its own “live event” in other locations.
video and audio onsite at the live event and stream it out to the
                 pods. They can watch it live or live with a delay or time-shifted

                   format examples
                 (when it is convenient in their time zone or program).


he same venue.     Main + 1 way pods
ace for your




                            www.TNOC.ch | @ruudwjanssen
Studio
the pod participants but requires two-way streams from the
live event to the pods for both audio and video. As soon as you

   format examples
introduce two-way communication, the level of complexity and
coordination goes up significantly.

  Main + 2 way pods




                                                                  This can
                                                                  participan
           www.TNOC.ch | @ruudwjanssen
It’s also possible to combine elements from the above formats.   Studio + 2 way

  format examples
You can have a live event, a number of pods and individual
participants.


  Main + 1 way pods + virtual participants




            www.TNOC.ch | @ruudwjanssen
fordable to set up    Another hybrid format uses a studio to create and broadcast con-
 emote sites. This    tent. The face-to-face delegates attend in small groups in remote
content and the
ne pod can present
 get their perspec-
                       format examples
                      pods watching the broadcast. These attendees then have the
                      chance to ask the speaker questions or give feedback.

 ore engaging for       Studio + 2 way pods
eams from the
o. As soon as you
of complexity and




                                 www.TNOC.ch | @ruudwjanssen
format examples
                This can then also be combined with pods and individual virtual
                participants.

 ove formats.     Studio + 2 way pods + virtual participants
individual




                            www.TNOC.ch | @ruudwjanssen
Alternatively you can have independent events that are intercon-   Technology. T


format examples
nected during which each pod has its own programming and           events. Your
connects with other pods for joint sessions.                       you allocate r
                                                                   • Production
                                                                     and/or stud
 Equal pods                                                        • Streaming
                                                                     it on a serv
                                                                     and provid
                                                                   • Online atte
                                                                     and login a
                                                                     element su
                                                                     online com
                                                                   • You need st
                                                                     This may c
                                                                   • Videoconfe
                                                                     and video
                                                                     minimizing

                                                                   Role of Comm
                                                                   The role of co
                                                                   across multip
                                                                   creates a diffe
                                                                   for content d
                                                                   communicati
                                                                   on the next p
                                                                   they are relev
                                                                       Dispersio
         www.TNOC.ch | @ruudwjanssen                               locations crea
engagement
VIRTUAL STUDIO LIVE EVENT           EXCLUSIVE INTERVIEWS




    MAKE IT PERSONAL                  BUILD A COMMUNITY




                 www.TNOC.ch | @ruudwjanssen
The presentation styles require
certain specific skills in terms of
talking to the camera and being
comfortable around a camera.
Richard Davies, eBay Europe
TEAMS AND PEOPLE
Which 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
For examples, refer to Chapter 3.                  remote participant networking and team building.
                                                       Your building blocks can be configured in many different
                                                   ways. Keep your audience, spaces and objectives forefront, as
                                                   these factors will help guide your hybrid strategy. In Chapter 2,




                                    technology
                                                   you’ll find the steps for developing and executing your hybrid
                                                   events strategy.

                                                   See next page.




                                     www.TNOC.ch | @ruudwjanssen                       Hybrid Meetings: How-To Guide | Page 5
Function   Why it is relevant?




communication
  function of




                                                  Hybrid Meetings: How-To Guide | Page 6

                www.TNOC.ch | @ruudwjanssen
hybrid event process
opportunities & benefits
   Expand your offerings to:

   • Centralized booking capabilities

   • Video conference facilities on site

   • Internet bandwidth support



            www.TNOC.ch | @ruudwjanssen
3 things you can do tomorrow




                                             www.TNOC.ch | @ruudwjanssen
NT Live image credit = http://d19rwafe7w9ltb.cloudfront.net/sites/all/libraries/files/styles/730x398-homepage_orig/public/images/ntlive_poster.jpg
1) visit a hybrid event




                                             www.TNOC.ch | @ruudwjanssen
NT Live image credit = http://d19rwafe7w9ltb.cloudfront.net/sites/all/libraries/files/styles/730x398-homepage_orig/public/images/ntlive_poster.jpg
2) plan a (mini) hybrid event




          www.TNOC.ch | @ruudwjanssen
20120124 Europe Asia Event Forum
20120124 Europe Asia Event Forum

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20120124 Europe Asia Event Forum

  • 1. Event Forum Europe & Asia EFEA www.TNOC.ch | @ruudwjanssen
  • 2. content delivery tools. They include any meeting or event with at least one group of face-to-face Be what is a hybrid event? participants that digitally connects with partici- pants in another or multiple locations. On ven • C m • C a • V • C m • T a • I Bu On allo of a cou www.TNOC.ch | @ruudwjanssen to a The best hybrid events create unique experi- a tw
  • 3. MPI Hybrid Events Research How To roadmap facilitated by Ruud Janssen, CMM www.TNOC.ch www.TNOC.ch | @ruudwjanssen
  • 4. Download thew research + Hybrid Meeting CHAPTER 1: Introducing Benefits to Meeting Professionals Hybrid Meetings Hybrid events create new opportunities for meeting planners to: • Become more involved in the content development, • Develop creativity in designing events, What is a Hybrid Meeting? Hybrid meetings inte- • Concentrate on objectives and strategy, • Learn how to strategically ask questions when selecting grate technology with traditional event practices and applying technology and to create new types of attendee experiences and • Develop additional project management and planning skills. content delivery tools. They include any meeting or event with at least one group of face-to-face Benefits to Onsite Planners Onsite planners who work for conference centers and other event participants that digitally connects with partici- venues can expand their client offerings to: pants in another or multiple locations. • Centralized booking of conference rooms across How-to Guide: Table of Contents multiple properties for hybrid meetings, • Centralized audiovisual technology ordering Hybrid Meetings CHAPTER 1: INTRODUCING HYBRID MEETINGS (PG 2) and support across multiple properties, - What is a Hybrid Meeting? • Videoconference facilities on multiple properties, - Discovering the Benefits of Hybrid Meetings • Centralized ordering of food and beverage across By Jenise Fryatt, Rosa Garriga, Ruud Janssen, multiple properties, 1. Benefits to Meeting Professionals CMM, Richard John and Samuel J. Smith 2. Benefits to Onsite Planners • Temporary staffing support across multiple properties - Building Blocks of Hybrid Events and cities and 1. Spaces • Internet bandwidth support. 2. Audience 3. Configurations Building Blocks of Hybrid Events 4. Technology One of the greatest advantages of hybrid events is that they - Format Types allow meeting professionals to reconfigure the building blocks - Role of Communication in Live and Hybrid Events of an event. For example, instead of having a single venue, you could have four or five regional sites. Instead of flying attendees INTRODUCTION CHAPTER 2: HYBRID EVENT PROCESS (PG 7) to a single city for a half-day conference, you can invite them to - Introduction The best hybrid events create unique experi- Hybrid is the breakout star of the a two-hour conference at restaurants in their cities. - Strategy 1. Define Meeting Objectives ences for different types of participants in differ- Technology enables hybrid events to work across time and meeting industry, an emerging event type that re- 2. Consider External Factors 3. Develop a Budget ent places. Combining functionalities of face-to- space. Before getting engaged with the technological options and requirements, it’s critical to understand the basic building blocks of quires meeting professionals to stretch their creativity, strategizing, face events and those of virtual meetings into hybrid events. 4. Measure Success 5. Analyze Your Audience hybrid events enables meeting planners to have execution and measurement and integrate technology with tradi- Spaces. Hybrid attendees aren’t limited to a single room or venue. 6. Outline Your Event Execution Strategy a much broader spectrum of options to engage They can participate online at the hotel, at a regional site or on the tional live events to create new types of experiences and content - Pre-Production delegates. It’s important to become familiar with beach. Presenters and facilitators can be spread across time and 1. Pre-Event Marketing space as well. Here are the most common spaces. delivery tools. Nowhere in the history of meetings have we seen 2. Content Design the components of hybrid events before you • A hybrid event is a gathering of at least one group of face-to-face such an explosion of so many different formats and applications 3. Digital Communications think and conceptualize available options. participants that digitally connects with participants in another 4. Speaker Selection and Briefing or multiple locations. of new technology. 5. Engagement • A virtual event is a gathering of participants in multiple 6. Key Hybrid Team Roles Discovering the Benefits of Hybrid Meetings Meetings deliver value when participants do something locations who connect by some form of technology (phone, Microsoft, eBay and Thrivent Financial are just a few of the 7. Security and Data Privacy video, computer). 8. Security and Data Privacy (buy a product/service, become more efficient, learn a skill or • A face-to-face event is a gathering of individuals in the companies that have realized the value of the hybrid meetings—to 9. Metrics and Reporting procedure) as a result of having attended. Hybrid events same location. - Onsite are no different in that sense from live events. They give you increase sales, improve performance and grow attendance. How- - Post-Event opportunities for adding value in the following ways. • A pod event (also referred to as a pod) is a gathering of • Reaching more delegates (face-to-face plus virtual) individuals in one location linked to an event in a separate ever, only a fraction of meeting professionals take advantage of all CHAPTER 3: SUCCESSFUL HYBRID EVENT MODELS (PG 10) location. • Allowing virtual delegates to participate alone that technology has to offer. Many interviewed for MPI’s research - Thrivent Financial or in small groups • A studio event is a gathering that includes a space for content - eBay • Providing new content delivery and communication production that is distributed to an online or pod audience. into hybrid events don’t have experience using the model, but - Nike options - SAP • Connecting multiple events that occur concurrently Audiences. When you link audiences in vastly different locations, those who do are more likely to exceed objectives. you need to consider their different needs and experiences. Here - SAE or at different times or locations - Theater • Extending the reach of your message by repurposing are the most common audience types. So, we present this How-to Guide, based on author experi- - Sports event content • The face-to-face audience of a hybrid event can be small or - Politics • Including people who could not otherwise attend large. Its needs are the same as the needs for any face-to-face ence, a survey of 1,794 meeting professionals and delegates and event, but there are new aspects to consider. Will the virtual - Open Source (busy executives, global attendees) 37 in-depth interviews with meeting professionals who have con- Attend hybrid events as a virtual participant prior to audience interact with the face-to-face audience? Often http://bit.ly/hybridtoolkit CHAPTER 4: RESOURCES (PG 11) face-to-face participants pay more to attend. Keep this in mind creating one for your own organization and seek the ducted hybrid events and delegates who have experienced them. - Definitions advice of peers who are experienced in the medium. to ensure that other elements of the event don’t negatively - Useful Online Articles Related to Hybrid Events affect the face-to-face experience. This guide gives you the tools you need to implement your own - Ideas, Inspiration for Hybrid Events hybrid event in two sections: one theoretical, one practical. - Hybrid Event Pre-Production and Production Tools Hybrid Meetings: How-To Guide | Page 2 - Remote Audience Engagement Tools Hybrid Meetings: How-To Guide | Page 1 Today’s technology has made it much more affordable to set up Another hybrid format uses a studio to create and broadcast con- two-way communications between pods and remote sites. This tent. The face-to-face delegates attend in small groups in remote allows attendees to actively contribute to the content and the pods watching the broadcast. These attendees then have the • The Pod audience experiences two types of events The simplest form of hybrid event takes the content already dialogue. Equally important, speakers from one pod can present chance to ask the speaker questions or give feedback. simultaneously: the face-to-face meeting and the remote being captured and streams it to individuals who are watching to the live event, or do callouts to the pods to get their perspec- experience that they watch streamed. Consider how much sessions online. It’s one-way communication from your event to tives on specific topics. This format is much more engaging for Studio + 2 way pods autonomy each pod has in relation to the event(s) they’re participants that view the event remotely. the pod participants but requires two-way streams from the connected to, whether or not the pods can communicate live event to the pods for both audio and video. As soon as you with other pods or with the main event space, what technology introduce two-way communication, the level of complexity and Live Main + virtual participants coordination goes up significantly. will produce the most glitch-free experience and what everyone will do in case of technology failure. • Remember that individuals attending online can disconnect Main + 2 way pods when and if they want to. So keep their attention top-of-mind. Configurations. When you move the audience and speakers to different spaces, you can start recombining the building blocks of your hybrid event. Here are some commonly used configurations for hybrid events. Legend space types communication connection = Face to face event = realtime 1 way broadcast stream = realtime 2 way communication Some of your virtual viewers may get together in groups and = Pod event watch the event together. Here, pods “watch” the content in = on demand broadcast stream four groups; each has its own “live event” in other locations. This can then also be combined with pods and individual virtual This technique is often used when room capacity at live events is participants. = near realtime = Studio event insufficient, or when you want to connect groups of people who It’s also possible to combine elements from the above formats. Studio + 2 way pods + virtual participants can’t travel, and thus gather remotely in pods to have their own You can have a live event, a number of pods and individual = Online individual “live events” in other locations. You capture the essence of the participants. video and audio onsite at the live event and stream it out to the pods. They can watch it live or live with a delay or time-shifted (when it is convenient in their time zone or program). Main + 1 way pods + virtual participants Format Types Traditionally, we have speakers and attendees in the same venue. Main + 1 way pods You have staging and production equipment in place for your general (plenary) sessions. Live Main Event www.TNOC.ch | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 4
  • 5. about the research Talked to smart people who said smart things: 1,794 Survey respondents and 37 interviews. www.TNOC.ch | @ruudwjanssen
  • 6. enabled by www.TNOC.ch | @ruudwjanssen
  • 7. research team USA & European based research team Samuel J. Smith Rosa Garriga Jenise Fryatt Richard John Ruud Janssen www.TNOC.ch | @ruudwjanssen
  • 8. learner outcomes 1.Discover why hybrid events are relevant and define the opportunities and benefits for your organization 2.Learn about the building blocks and new communication functions available in hybrid events www.TNOC.ch | @ruudwjanssen
  • 9. learner outcomes 3.Become familiar with engagement techniques can be used with the technology options available. 4.Be ready to plan your next hybrid meeting after having discovered the Hybrid Event Process that comes directly from researching and analyzing the most successful hybrid events. www.TNOC.ch | @ruudwjanssen
  • 10. would you like to…? www.TNOC.ch | @ruudwjanssen
  • 11. about the research Looked at hybrid events from six different angles: • production • technology • attendee experience • design & preparing content • team • preparing & training speakers + Hybrid Meeting www.TNOC.ch | @ruudwjanssen
  • 12. When have you last had chocolate? www.TNOC.ch | @ruudwjanssen
  • 13. When have you last been to the Theatre? www.TNOC.ch | @ruudwjanssen
  • 14. u s ? t to v a n re le th is y is w h www.TNOC.ch | @ruudwjanssen
  • 15. NT live facts • filmed in high definition • broadcast via satellite • in 500 cinemas in 22 countries • £ 50 (€ 59) Live Ticket • £ 15 (€ 18) Cinema ticket www.TNOC.ch | @ruudwjanssen
  • 16. would you like to…? • Reach more delegates • Allow virtual delegates to participate • Provide new content delivery & communication options • Connect multiple events • Different times or locations • Repurposing event content • Include those who could not attend www.TNOC.ch | @ruudwjanssen
  • 17. what you can expect Why? opportunities & benefits What? building blocks & case study How? formats; tech; engagement When? process www.TNOC.ch | @ruudwjanssen
  • 18. what’s expected of you • Become more involved in the content development, • Develop creativity in designing events, • Concentrate on objectives and strategy, • Learn how to strategically ask questions when selecting and applying technology • Develop new planning skills. www.TNOC.ch | @ruudwjanssen
  • 19. hybrid mission possible EFEA www.TNOC.ch | @ruudwjanssen
  • 20. different spaces, you can start recombining the building blocks of your hybrid event. Here are some commonly used configurations what are your building blocks for hybrid events. Legend space types communication connection = Face to face event = realtime 1 way broadcast stream = realtime 2 way communication Som = Pod event watc = on demand broadcast stream four = near realtime This = Studio event insu can’ = Online individual “live vide pods www.TNOC.ch | @ruudwjanssen (whe
  • 21. different spaces, you can start recombining the building blocks of your hybrid event. Here are some commonly used configurations what are your building blocks for hybrid events. Legend space types communication connection = Face to face event = realtime 1 way broadcast stream = realtime 2 way communication Som = Pod event watc = on demand broadcast stream four = near realtime This = Studio event insu can’ = Online individual “live vide pods www.TNOC.ch | @ruudwjanssen (whe
  • 22. different spaces, you can start recombining the building blocks of your hybrid event. Here are some commonly used configurations what are your building blocks for hybrid events. Legend space types communication connection = Face to face event = realtime 1 way broadcast stream = realtime 2 way communication Som = Pod event watc = on demand broadcast stream four = near realtime This = Studio event insu can’ = Online individual “live vide pods www.TNOC.ch | @ruudwjanssen (whe
  • 23. where are your attendees at home in pods onsite http://www.flickr.com/photos/oddysseey/5051881806/sizes/l/in/photostream/ www.TNOC.ch | @ruudwjanssen http://www.flickr.com/photos/reallyboring/6010493725/sizes/o/in/photostream/
  • 24. hybrid mission possible + Hybrid Meetings Case Study: eBay eBay: Hybrid communications for eBay. D Y TU Across Borders That department created a structure for the weekly meetings that employees liked—one that allowed them to put faces to names S and get a live, team-oriented experience that provided updates on SE 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 CA 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 www.TNOC.ch | @ruudwjanssen joint meeting each week using Microsoft Office Suite. And slowly the meeting evolved into today’s HD (high-definition) videoconference solution. have moved to a monthly frequency, with occasional ad hoc meetings, reflecting a decision by the company to increase its local market focus. Participants in the weekly, multi-office hybrid meeting now The ETB is marketed to European employees through email
  • 25. eBay European Team Brief case study www.TNOC.ch | @ruudwjanssen
  • 26. How To Guide CHAPTER 1: Introducing Benefits to Meeting Professionals Hybrid Meetings Hybrid events create new opportunities for meeting planners to: + Hybrid Meeting • Become more involved in the content development, • Develop creativity in designing events, What is a Hybrid Meeting? Hybrid meetings inte- • Concentrate on objectives and strategy, • Learn how to strategically ask questions when selecting grate technology with traditional event practices and applying technology and to create new types of attendee experiences and • Develop additional project management and planning skills. content delivery tools. They include any meeting or event with at least one group of face-to-face Benefits to Onsite Planners Onsite planners who work for conference centers and other event participants that digitally connects with partici- venues can expand their client offerings to: pants in another or multiple locations. • Centralized booking of conference rooms across multiple properties for hybrid meetings, • Centralized audiovisual technology ordering How-to Guide: and support across multiple properties, Table of Contents • Videoconference facilities on multiple properties, • Centralized ordering of food and beverage across Hybrid Meetings CHAPTER 1: INTRODUCING HYBRID MEETINGS (PG 2) - What is a Hybrid Meeting? multiple properties, - Discovering the Benefits of Hybrid Meetings • Temporary staffing support across multiple properties By Jenise Fryatt, Rosa Garriga, Ruud Janssen, and cities and 1. Benefits to Meeting Professionals CMM, Richard John and Samuel J. Smith 2. Benefits to Onsite Planners • Internet bandwidth support. - Building Blocks of Hybrid Events 1. Spaces 2. Audience Building Blocks of Hybrid Events 3. Configurations One of the greatest advantages of hybrid events is that they 4. Technology allow meeting professionals to reconfigure the building blocks - Format Types of an event. For example, instead of having a single venue, you - Role of Communication in Live and Hybrid Events could have four or five regional sites. Instead of flying attendees INTRODUCTION CHAPTER 2: HYBRID EVENT PROCESS (PG 7) to a single city for a half-day conference, you can invite them to - Introduction The best hybrid events create unique experi- a two-hour conference at restaurants in their cities. Hybrid is the breakout star of the - Strategy 1. Define Meeting Objectives ences for different types of participants in differ- Technology enables hybrid events to work across time and meeting industry, an emerging event type that re- 2. Consider External Factors 3. Develop a Budget ent places. Combining functionalities of face-to- space. Before getting engaged with the technological options and requirements, it’s critical to understand the basic building blocks of quires meeting professionals to stretch their creativity, strategizing, 4. Measure Success face events and those of virtual meetings into hybrid events. execution and measurement and integrate technology with tradi- 5. Analyze Your Audience 6. Outline Your Event Execution Strategy hybrid events enables meeting planners to have Spaces. Hybrid attendees aren’t limited to a single room or venue. tional live events to create new types of experiences and content - Pre-Production a much broader spectrum of options to engage 1. Pre-Event Marketing They can participate online at the hotel, at a regional site or on the delivery tools. Nowhere in the history of meetings have we seen 2. Content Design delegates. It’s important to become familiar with beach. Presenters and facilitators can be spread across time and such an explosion of so many different formats and applications 3. Digital Communications space as well. Here are the most common spaces. 4. Speaker Selection and Briefing the components of hybrid events before you • A hybrid event is a gathering of at least one group of face-to-face of new technology. 5. Engagement think and conceptualize available options. participants that digitally connects with participants in another 6. Key Hybrid Team Roles or multiple locations. Microsoft, eBay and Thrivent Financial are just a few of the 7. Security and Data Privacy 8. Security and Data Privacy Discovering the Benefits of Hybrid Meetings • A virtual event is a gathering of participants in multiple companies that have realized the value of the hybrid meetings—to 9. Metrics and Reporting Meetings deliver value when participants do something locations who connect by some form of technology (phone, increase sales, improve performance and grow attendance. How- - Onsite (buy a product/service, become more efficient, learn a skill or video, computer). - Post-Event • A face-to-face event is a gathering of individuals in the procedure) as a result of having attended. Hybrid events ever, only a fraction of meeting professionals take advantage of all same location. CHAPTER 3: SUCCESSFUL HYBRID EVENT MODELS (PG 10) are no different in that sense from live events. They give you that technology has to offer. Many interviewed for MPI’s research - Thrivent Financial opportunities for adding value in the following ways. • A pod event (also referred to as a pod) is a gathering of - eBay individuals in one location linked to an event in a separate into hybrid events don’t have experience using the model, but - Nike • Reaching more delegates (face-to-face plus virtual) • Allowing virtual delegates to participate alone location. those who do are more likely to exceed objectives. - SAP or in small groups • A studio event is a gathering that includes a space for content - SAE - Theater • Providing new content delivery and communication production that is distributed to an online or pod audience. So, we present this How-to Guide, based on author experi- - Sports options ence, a survey of 1,794 meeting professionals and delegates and - Politics • Connecting multiple events that occur concurrently Audiences. When you link audiences in vastly different locations, - Open Source you need to consider their different needs and experiences. Here 37 in-depth interviews with meeting professionals who have con- or at different times or locations CHAPTER 4: RESOURCES (PG 11) • Extending the reach of your message by repurposing are the most common audience types. ducted hybrid events and delegates who have experienced them. - Definitions event content • The face-to-face audience of a hybrid event can be small or - Useful Online Articles Related to Hybrid Events large. Its needs are the same as the needs for any face-to-face This guide gives you the tools you need to implement your own - Ideas, Inspiration for Hybrid Events • Including people who could not otherwise attend (busy executives, global attendees) event, but there are new aspects to consider. Will the virtual hybrid event in two sections: one theoretical, one practical. - Hybrid Event Pre-Production and Production Tools audience interact with the face-to-face audience? Often - Remote Audience Engagement Tools Attend hybrid events as a virtual participant prior to creating one for your own organization and seek the face-to-face participants pay more to attend. Keep this in mind Hybrid Meetings: How-To Guide | Page 1 advice of peers who are experienced in the medium. to ensure that other elements of the event don’t negatively affect the face-to-face experience. http://bit.ly/hybridtoolkit Hybrid Meetings: How-To Guide | Page 2 Today’s technology has made it much more affordable to set up Another hybrid format uses a studio to create and broadcast con- • The Pod audience experiences two types of events The simplest form of hybrid event takes the content already two-way communications between pods and remote sites. This tent. The face-to-face delegates attend in small groups in remote simultaneously: the face-to-face meeting and the remote being captured and streams it to individuals who are watching allows attendees to actively contribute to the content and the pods watching the broadcast. These attendees then have the experience that they watch streamed. Consider how much sessions online. It’s one-way communication from your event to dialogue. Equally important, speakers from one pod can present chance to ask the speaker questions or give feedback. autonomy each pod has in relation to the event(s) they’re participants that view the event remotely. to the live event, or do callouts to the pods to get their perspec- connected to, whether or not the pods can communicate tives on specific topics. This format is much more engaging for Studio + 2 way pods with other pods or with the main event space, what technology Live Main + virtual participants the pod participants but requires two-way streams from the will produce the most glitch-free experience and what everyone will do in case of technology failure. live event to the pods for both audio and video. As soon as you • Remember that individuals attending online can disconnect introduce two-way communication, the level of complexity and when and if they want to. So keep their attention top-of-mind. coordination goes up significantly. Configurations. When you move the audience and speakers to Main + 2 way pods different spaces, you can start recombining the building blocks of your hybrid event. Here are some commonly used configurations for hybrid events. Legend space types communication connection = Face to face event = realtime 1 way broadcast stream = realtime 2 way communication Some of your virtual viewers may get together in groups and = Pod event watch the event together. Here, pods “watch” the content in = on demand broadcast stream four groups; each has its own “live event” in other locations. = near realtime This technique is often used when room capacity at live events is = Studio event insufficient, or when you want to connect groups of people who can’t travel, and thus gather remotely in pods to have their own = Online individual “live events” in other locations. You capture the essence of the video and audio onsite at the live event and stream it out to the pods. They can watch it live or live with a delay or time-shifted This can then also be combined with pods and individual virtual (when it is convenient in their time zone or program). participants. Format Types It’s also possible to combine elements from the above formats. Studio + 2 way pods + virtual participants Traditionally, we have speakers and attendees in the same venue. Main + 1 way pods You can have a live event, a number of pods and individual You have staging and production equipment in place for your participants. general (plenary) sessions. Main + 1 way pods + virtual participants Live Main Event www.TNOC.ch | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 3
  • 27. nts The simplest form of hybrid event takes the content already format examples he remote being captured and streams it to individuals who are watching how much sessions online. It’s one-way communication from your event to t(s) they’re participants that view the event remotely. mmunicate what technology Live Main + virtual participants d what n disconnect on top-of-mind. d speakers to uilding blocks of d configurations connection way broadcast stream way communication Some of your virtual viewers may get together in groups and watch the event together. Here, pods “watch” the content in d broadcast stream www.TNOC.ch | @ruudwjanssen four groups; each has its own “live event” in other locations.
  • 28. video and audio onsite at the live event and stream it out to the pods. They can watch it live or live with a delay or time-shifted format examples (when it is convenient in their time zone or program). he same venue. Main + 1 way pods ace for your www.TNOC.ch | @ruudwjanssen
  • 29. Studio the pod participants but requires two-way streams from the live event to the pods for both audio and video. As soon as you format examples introduce two-way communication, the level of complexity and coordination goes up significantly. Main + 2 way pods This can participan www.TNOC.ch | @ruudwjanssen
  • 30. It’s also possible to combine elements from the above formats. Studio + 2 way format examples You can have a live event, a number of pods and individual participants. Main + 1 way pods + virtual participants www.TNOC.ch | @ruudwjanssen
  • 31. fordable to set up Another hybrid format uses a studio to create and broadcast con- emote sites. This tent. The face-to-face delegates attend in small groups in remote content and the ne pod can present get their perspec- format examples pods watching the broadcast. These attendees then have the chance to ask the speaker questions or give feedback. ore engaging for Studio + 2 way pods eams from the o. As soon as you of complexity and www.TNOC.ch | @ruudwjanssen
  • 32. format examples This can then also be combined with pods and individual virtual participants. ove formats. Studio + 2 way pods + virtual participants individual www.TNOC.ch | @ruudwjanssen
  • 33. Alternatively you can have independent events that are intercon- Technology. T format examples nected during which each pod has its own programming and events. Your connects with other pods for joint sessions. you allocate r • Production and/or stud Equal pods • Streaming it on a serv and provid • Online atte and login a element su online com • You need st This may c • Videoconfe and video minimizing Role of Comm The role of co across multip creates a diffe for content d communicati on the next p they are relev Dispersio www.TNOC.ch | @ruudwjanssen locations crea
  • 34. engagement VIRTUAL STUDIO LIVE EVENT EXCLUSIVE INTERVIEWS MAKE IT PERSONAL BUILD A COMMUNITY www.TNOC.ch | @ruudwjanssen
  • 35. The presentation styles require certain specific skills in terms of talking to the camera and being comfortable around a camera. Richard Davies, eBay Europe
  • 36. TEAMS AND PEOPLE Which 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
  • 37. For examples, refer to Chapter 3. remote participant networking and team building. Your building blocks can be configured in many different ways. Keep your audience, spaces and objectives forefront, as these factors will help guide your hybrid strategy. In Chapter 2, technology you’ll find the steps for developing and executing your hybrid events strategy. See next page. www.TNOC.ch | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 5
  • 38. Function Why it is relevant? communication function of Hybrid Meetings: How-To Guide | Page 6 www.TNOC.ch | @ruudwjanssen
  • 40. opportunities & benefits Expand your offerings to: • Centralized booking capabilities • Video conference facilities on site • Internet bandwidth support www.TNOC.ch | @ruudwjanssen
  • 41. 3 things you can do tomorrow www.TNOC.ch | @ruudwjanssen NT Live image credit = http://d19rwafe7w9ltb.cloudfront.net/sites/all/libraries/files/styles/730x398-homepage_orig/public/images/ntlive_poster.jpg
  • 42. 1) visit a hybrid event www.TNOC.ch | @ruudwjanssen NT Live image credit = http://d19rwafe7w9ltb.cloudfront.net/sites/all/libraries/files/styles/730x398-homepage_orig/public/images/ntlive_poster.jpg
  • 43. 2) plan a (mini) hybrid event www.TNOC.ch | @ruudwjanssen