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20121510 meetopolis12 presentation ruud janssen hybrid event process

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Learner Outcomes: ...

Learner Outcomes:
1) Use techniques that organizers and attendees agree make for remarkable hybrid events
2) Gain insights on types of technology, engagement and event formats that work best for hybrid meetings
3) Identify a skill set that should be assembled and built into partnerships to ensure hybrid event success

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    20121510 meetopolis12 presentation ruud janssen hybrid event process 20121510 meetopolis12 presentation ruud janssen hybrid event process Presentation Transcript

    • Ruud Janssen, CMM Managing Director TNOC | The New Objective Collective Basel, Switzerland @ruudwjanssen #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • LEARNING OBJECTIVES THREE KEY THINGS 1. Use techniques that organizers and attendees agree make for remarkable hybrid events. 2. Gain insights on the type of technology, engagement and event formats that are best for hybrid events. 3. identify a skill set to ensure hybrid event success. #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #Meetopolis12 Source = ECEU talk Nick Balestra http://eventcampeu.files.wordpress.com/2011/09/screen-shot-2011-09-02-at-2-59-42-pm.png #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID EVENT RESEARCH MPI FOUNDATION + MEDIASITE bit.ly/hybridtoolkit #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID EVENT RESEARCH SPONSORS MPI FOUNDATION + MEDIASITE #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • RESEARCH TEAM RESEARCHERS FROM NORTH AMERICA & EUROPE Samuel J. Smith Rosa Garriga Jenise Fryatt Richard John Ruud Janssen, CMM #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • ABOUT THE RESEARCH APPROACH Look at Hybrid Meetings from Six Angles - Production - Technology - Attendee Experience - Design & Preparing Content - Team - Preparing & Training Speakers #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • ABOUT RESEARCH APPROACH Talked To Smart People Who Said Smart Things - 1,794 Survey Respondents - 37 Interviews #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • SELECTION OF COMPANY’S RESPONDING APPROACHTuesday, October 16, 12
    • ASK US QUESTIONS TWITTER, MICROPHONE, & ON STREAM #MEETOPOLIS12 #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • PAPER AIRPLANE ART PROJECT CONNECTING THROUGH THE AIR #MEETOPOLIS12 | @RUUDWJANSSEN http://hannahphang.files.wordpress.com/2011/02/7-3-planeinstructions.jpegTuesday, October 16, 12
    • WHAT IS A HYBRID EVENT? Mashup of Digital and Face-to-Face Meetings MEETING OR EVENT WITH AT LEAST ONE GROUP OF FACE-TO-FACE PARTICIPANTS CONNECTING WITH OTHER PARTICIPANTS IN ONE OR MORE LOCATIONS. #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHERE ARE ATTENDEES? Onsite, in Pods or Online onsite online from hotel room http://www.flickr.com/photos/oddysseey/5051881806/sizes/l/in/photostream/ #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHERE ARE ATTENDEES? Onsite, in Pods or Online at home in pods http://www.flickr.com/photos/reallyboring/6010493725/sizes/o/in/photostream/ #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • IS THE FUTURE HYBRID? HYBRID MEETINGS 70% of respondents agreed with the statement "Ultimately all events will become a hybrid event because technology will be a part of every conference that we produce." #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • NOT THIS YEAR IT IS STILL EARLY FOR HYBRID MEETINGS Hybrid meetings make up less than 25% of the event portfolio for most organizers. #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHY DO WE THINK MEETING PLANNERS ARE FROM MARS AND ATTENDEES ARE FROM VENUS? Meeting Pros Are from Mars, Attendees Are from Venus: Techniques for Creating a Remarkable Hybrid Event Presented by Samuel J Smith #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ATTENDEES WANT Talk Show, News Program, Awards Show, Man on the Street Interviews #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ORGANIZERS PROVIDE ORGANISER OFFER Lecture Presentation Format #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ATTENDEES WANT FROM ENGAGEMENT source: copyblogger.com #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ORGANIZERS PROVIDE FROM ENGAGEMENT 1. ONLINE CHATS 2. ONLINE Q&A 3. REBROADCAST 4. POLLS 5. EXCLUSIVE VIRTUAL CONTENT 6. VIRTUAL BREAKOUTS 7. VIRTUAL EMCEE 8. COMPELLING CONTENT #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WILL HYBRID CANNIBALIZE F2F? Cannibalization was a Top Concern for Many Meeting Planners 50% of planners said cannibalization was a top concern in their organization. #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HOW IS ATTENDANCE? Free Hybrid // Fee Based Hybrid // Future Attendance 67% of respondents said attendance did not change with a hybrid event. #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HOW IS ATTENDANCE? Free Hybrid // Fee Based Hybrid // Future Attendance 23% of respondents said attendance increased in the future. #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHY DO YOU ATTEND VIRTUALLY? Why we are staying home - instead of traveling 1. Travel Budget 55% 2. Can’t be out of office 50% 3. Cost of event 45% 4. Not enough lead time to plan to attend 25% 5. I chose to watch the recording later 20% 6. I prefer to attend virtually 15% 7. I learned about the event while it happened 15% #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • “Lots of e-learning projects fail because the people who develop them don’t contact the learner.” - Gillian Broadhead, Director, Learning Light Limited image source = http://www.trainingjournal.com/assets/e664c2f9-0f43-4ef4-86b8-9e17046c42ad/open/elearning%20button%20red%20banner%20large.jpg #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • BOTTOM LINE Meeting Planners Are From Mars // Attendees Are From Venus 1. Formats 2. Engagement 3. Attendees Will Not Leave You #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ARE SOME EXAMPLES OF GREAT HYBRID EVENTS? #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • h"p://www.flickr.com/photos/1nochow/5489732009/sizes/l/in/photostream/ #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • h"p://www.flickr.com/photos/1nochow/5489732009/sizes/l/in/photostream/ #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • http://eventcampvancouver.files.wordpress.com/2012/01/ecv11-051.jpg #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • http://eventcampvancouver.files.wordpress.com/2012/01/ecv11-051.jpg #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ARE THE BUILDING BLOCKS FOR HYBRID EVENTS? #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID EVENT FORMATS Main Event with Remote Attendees #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID EVENT FORMATS Main Event with Remote Pods #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID EVENT FORMATS Main Event with Pods + Remote Attendees #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID EVENT FORMATS Studio with Pods & Remote Attendees #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID FORMATS #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HOW DO YOU PUT THE BUILDING BLOCKS TOGETHER? #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • FROM STAGE TO LITTLE SCREEN HYBRID TECHNOLOGY ELEMENTS #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • SAMPLE BUDGET BREAKDOWN 1% Decor 2% Internet Services 6% Content Development 8% Consulting 10% Virtual Platform 31% Streaming Services 42% Video Production #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • QUESTIONS? #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID ART PROJECT Building your Paper Airplane REMEMBER TO TAKE PHOTOS SUBMIT THEM TO #ECME12 #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • HYBRID RESEARCH PROJECT LESSONS LEARNED #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • What is so exciting about hybrid meetings, is you don’t need big sets, and you don’t need a lot of production. It’s more nimble. Beth Beutell, Event Manager, Capella University #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • + Hybrid Meetings Case Study: eBay eBay: Hybrid communications for eBay. Across Borders That department created a structure for the weekly meetings that employees liked—one that allowed them to put faces to names and get a live, team-oriented experience that provided updates on When Pierre Omidyar started eBay in 1995, he said he wanted to important company business. “create an efficient market where regular people could compete Though the ETB originally began as a way for management to with big business.” Seventeen years later, eBay has become big update teams, the format has evolved to one that is less hierarchical business, with 90 million users and more than US$9 billion in and more discussion-oriented. Participants from the various offices revenue a year. interact and ask questions in real time. Davies establishes an As with any company’s rapid expansion, there were bound agenda and plans for each meeting several months in advance. to be growing pains. And, because of a major restructuring, “We currently have 14 offices in 13 different countries around eBay experienced a problem many large companies encounter: Europe,” he notes. “It’s growing all the time as eBay grows. The multinational Internet corporation needed to find a way for Last month, we added our recently acquired business in Turkey, colleagues in 14 offices in 13 European countries to interact with Gittigidiyor.” and see and hear their leaders talk about business strategy on a The timing and frequency of the event has flexed around regular basis. the needs of the business. When the need to connect the wider Enter the European Team Brief (ETB), developed by regional team was at its strongest, the briefing occurred at 10 communications specialists at the company in 2008. The first a.m. Mondays. Company leaders liked how ETB could be used briefs were limited to weekly emails with embedded video. to set the tempo and tone for the week. Scheduling the meeting on But after a year, the team introduced Web conferencing on Monday, a day when most people in the European offices avoid a shoestring budget. The 14 offices had a one-hour, live, travel, also resulted in greater attendance. Recently, ETB meetings joint meeting each week using Microsoft Office Suite. And have moved to a monthly frequency, with occasional ad hoc slowly the meeting evolved into today’s HD (high-definition) meetings, reflecting a decision by the company to increase its local videoconference solution. market focus. Participants in the weekly, multi-office hybrid meeting now The ETB is marketed to European employees through email interact both face-to-face (in large designated areas within their invitations and follow-up summaries. One of the things that we learned very early offices) and virtually (connected to the other offices via the videoconference system.) PRE-PRODUCTION: Supersize with LifeSize The ETB has become highly popular among European eBay After experiencing difficulties with Microsoft Office Suite for a live employees for its useful information, fun approach and the team meeting of this size and complexity, the eBay global IT team chose spirit it engenders. to invest in an HD videoconferencing solution called LifeSize. The organization has a technical support team that manages a STRATEGY: Team Approach videoconference bridge (to minimize communication glitches “[Our] objectives are to connect employees to their leaders and by ensuring a dedicated, two-way audio and video connection to our business strategy so that employees understand where between the offices), working out of the U.S. and Ireland. In we are going and why—and also how we are performing as addition, the IT department provides onsite support at the larger a business,” says Richard Davies, head of European employee locations. Otherwise, the ETB is managed in-house. on is that in order for it to be very engaging Hybrid Meetings Case Study: eBay | Page 1 we need to get away from people thinking of it like a business meeting.” Richard Davies, eBay Europe #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • The presentation styles require certain specific skills in terms of talking to the camera and being comfortable around a camera. Richard Davies, eBay Europe #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • + Hybrid Meetings Case Study: eBay eBay: Hybrid communications for eBay. Across Borders That department created a structure for the weekly meetings that employees liked—one that allowed them to put faces to names and get a live, team-oriented experience that provided updates on When Pierre Omidyar started eBay in 1995, he said he wanted to important company business. “create an efficient market where regular people could compete Though the ETB originally began as a way for management to with big business.” Seventeen years later, eBay has become big update teams, the format has evolved to one that is less hierarchical business, with 90 million users and more than US$9 billion in and more discussion-oriented. Participants from the various offices revenue a year. interact and ask questions in real time. Davies establishes an As with any company’s rapid expansion, there were bound agenda and plans for each meeting several months in advance. to be growing pains. And, because of a major restructuring, “We currently have 14 offices in 13 different countries around eBay experienced a problem many large companies encounter: Europe,” he notes. “It’s growing all the time as eBay grows. bit.ly/hybridtoolkit The multinational Internet corporation needed to find a way for Last month, we added our recently acquired business in Turkey, colleagues in 14 offices in 13 European countries to interact with Gittigidiyor.” and see and hear their leaders talk about business strategy on a The timing and frequency of the event has flexed around regular basis. the needs of the business. When the need to connect the wider Enter the European Team Brief (ETB), developed by regional team was at its strongest, the briefing occurred at 10 communications specialists at the company in 2008. The first a.m. Mondays. Company leaders liked how ETB could be used briefs were limited to weekly emails with embedded video. to set the tempo and tone for the week. Scheduling the meeting on But after a year, the team introduced Web conferencing on Monday, a day when most people in the European offices avoid a shoestring budget. The 14 offices had a one-hour, live, travel, also resulted in greater attendance. Recently, ETB meetings joint meeting each week using Microsoft Office Suite. And have moved to a monthly frequency, with occasional ad hoc slowly the meeting evolved into today’s HD (high-definition) meetings, reflecting a decision by the company to increase its local videoconference solution. market focus. Participants in the weekly, multi-office hybrid meeting now The ETB is marketed to European employees through email interact both face-to-face (in large designated areas within their invitations and follow-up summaries. offices) and virtually (connected to the other offices via the videoconference system.) PRE-PRODUCTION: Supersize with LifeSize The ETB has become highly popular among European eBay After experiencing difficulties with Microsoft Office Suite for a live employees for its useful information, fun approach and the team meeting of this size and complexity, the eBay global IT team chose spirit it engenders. to invest in an HD videoconferencing solution called LifeSize. The organization has a technical support team that manages a STRATEGY: Team Approach videoconference bridge (to minimize communication glitches “[Our] objectives are to connect employees to their leaders and by ensuring a dedicated, two-way audio and video connection to our business strategy so that employees understand where between the offices), working out of the U.S. and Ireland. In we are going and why—and also how we are performing as addition, the IT department provides onsite support at the larger a business,” says Richard Davies, head of European employee locations. Otherwise, the ETB is managed in-house. Hybrid Meetings Case Study: eBay | Page 1 #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • I am more likely to hire vendors who have worked in my industry and know my industry...even if I had to pay little more. - VP of Meetings, FINANCIAL SERVICES INDUSTRY #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • “It is all in the pre-production. It is all in the planning. It is being able to properly envision what the outcome should be.” - Bill Finlay, Technical Director, ICON PRESENTATIONS http://www.flickr.com/photos/sunriserjay/4238127834/lightbox/ #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • “have a rehearsal.” - Various #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • QUESTIONS? #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • OUTCOMES Hybrid Meetings Delivered Results for Thrivent Financial + Hybrid Meeting Case Study Thrivent Financial: The Case for a Hybrid Meeting About Thrivent Financial When Steph Pfeilsticker, CMP, CMM, saw a presentation on Thrivent Financial for Lutherans is a faith-based, bit.ly/hybridtoolkit hybrid events given by former MPI CEO Bruce MacMillan in not-for-profit financial services organization of nearly 2010, she experienced an a-ha moment. 2.5 million members with the strength of more than As senior event planner for Thrivent Financial, she knew US$75 billion in assets managed. the impact her National Sales Meeting had on the financial representatives who attended, and on the company’s bottom line. She uncovered data showing that reps who attended increased their sales in the three months following the event. However, only 40 percent of her financial reps were attending. What if the company could somehow reach the other 60 percent? That was her business case when she presented the idea of a hybrid event to her leadership in early 2011. What would current Steph Pfeilsticker won approval for that event proposal in February 2011, and began the process of planning and Pfeilsticker tell pre-hybrid collaboration leading up to the November NSM. Steph Pfeilsticker? “Don’t get bogged down with the naysayers VIRTUAL VALUE who might not understand it. Keep the fire in High-performing financial reps receive complimentary or your belly and don’t second-guess your plan discounted access to the face-to-face event. The vast majority when you recognize the value and know that of those who had not attended face-to-face in the past had not it’s the organization’s future. Don’t let the qualified for gratis access. technology scare you. It’s a machine, and we “I wanted to place a value on the virtual stream [free implies know how to make machines work. If we can lack of value], but not price ourselves out of the market,” understand it, we can trust it.” Pfeilsticker says. She knew if she got them to log onto the virtual meeting, those who usually didn’t attend the national sales meeting would get the content and education they needed to increase their production, so remote participation was priced at a $49 early-bird rate and $99 regular registration. Case Study: Hybrid Meeting | Page 1 #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • VIRTUAL STUDIO IN GENERAL SESSION Connection for Remote Attendees #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • EXCLUSIVE INTERVIEWS Speakers, Senior Leaders and Content Providers #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • MAKE IT PERSONAL Workbook for Hybrid Attendees #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • BUILD A COMMUNITY Chat Session Moderators Made Conversation Lively #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • Teams and People #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • 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 #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • MEETING PLANNER SKILLS #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • “What makes a hybrid event a success is mainly the right strategic approach.” - Senior Manager from a German events agency #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • “...to effectively implement a hybrid event both the local live and the broadcast portions need to be produced in different ways.” - Joe Frascella, Technical Director, Swank Audio Visuals #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • “I believe there is an entirely different skillset that planners need to add to their toolbox. Everything from understanding the technology, to user experience to proper speaker techniques for virtual education.” - Kyle Hillman, Meeting Planner, NASW IL PAC #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • In addition to current skill set of meeting professionals, we need to have a good understanding of engagement, creativity, gaming, social networking and project management. Janet Cooper, Director of Convention Services Radiological Society of North America #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • QUESTIONS? #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • BIG FINISH #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • LA UNC H? TIM E TO #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • WHAT ARE THREE THINGS THAT YOU LEARNED TODAY? #MEETOPOLIS12 #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • bit.ly/hybridtoolkit #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12
    • Ruud Janssen, CMM Managing Director TNOC | The New Objective Collective Basel, Switzerland @ruudwjanssen #MEETOPOLIS12 | @RUUDWJANSSENTuesday, October 16, 12