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Experimenting with Live and Hybrid Meeting Design. A master class around the book "Into the Heart of Meetings" laced with a handson application of live meeting design and handson Hybrid Meeting design ...

Experimenting with Live and Hybrid Meeting Design. A master class around the book "Into the Heart of Meetings" laced with a handson application of live meeting design and handson Hybrid Meeting design around a chocolate company and its challenges.
10 Watt Milano
with Mike van der Vijver - MindMeeting

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20130417 cwt tnoc hybrid presentation 20130417 cwt tnoc hybrid presentation Presentation Transcript

  • hybrid in a (chocolate) box #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 to a The best hybrid events@ruudwjanssen #CWTworkshop | create unique experi- a twMonday, 15 April 13
  • MPI Hybrid Events Research How To roadmap facilitated by Ruud Janssen, CMM www.TNOC.ch #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 4Monday, 15 April 13 Hybrid Meetings: How-To Guide | Page 3
  • about the research Talked to smart people who said smart things: 1,794 Survey respondents and 37 interviews. #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • enabled by #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • research team USA & European based research team Samuel J. Smith Rosa Garriga Jenise Fryatt Richard John Ruud Janssen #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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. #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • would you like to…? #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • about the research Looked at hybrid events from six different angles: • production • technology • attendee experience • design & preparing content • team • preparing & training speakers + Hybrid Meeting #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • When have you last had chocolate? #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • When have you last been to the Theatre? #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • u s ? t to v an l e is re is th h y w #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • NT live facts • filmed in high definition • broadcast via satellite • in 500 cinemas in 22 countries • £ 50 (€ 59) Live Ticket • £ 15 (€ 18) Cinema ticket #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • what you can expect Why? opportunities & benefits What? building blocks & case study How? formats; tech; engagement When? process #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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. #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • hybrid mission possible #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssen (wheMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssen (wheMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssen (wheMonday, 15 April 13
  • where are your attendees at home in pods http://www.flickr.com/photos/oddysseey/5051881806/sizes/l/in/photostream/ http://www.flickr.com/photos/reallyboring/6010493725/sizes/o/in/ photostream/ onsite #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • hybrid mission possible + Hybrid Meetings Case Study: eBay eBay: Hybrid Y communications for eBay. Across Borders D That department created a structure for the weekly meetings U that employees liked—one that allowed them to put faces to names T and get a live, team-oriented experience that provided updates on S 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 E with big business.” Seventeen years later, eBay has become big update teams, the format has evolved to one that is less hierarchical S business, with 90 million users and more than US$9 billion in and more discussion-oriented. Participants from the various offices A revenue a year. interact and ask questions in real time. Davies establishes an C 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 #CWTworkshop | @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 emailMonday, 15 April 13 interact both face-to-face (in large designated areas within their invitations and follow-up summaries.
  • eBay European Team Brief case study #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 3 Hybrid Meetings: How-To Guide | Page 4Monday, 15 April 13
  • nts The simplest form of hybrid event takes the content already format exampleshe 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.mmunicatewhat technology Live Main + virtual participants d what n disconnect on top-of-mind.d speakers touilding blocks ofd 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 ind broadcast stream #CWTworkshop | @ruudwjanssen four groups; each has its own “live event” in other locations. Monday, 15 April 13 This technique is often used when room capacity at live events is
  • 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 podsace for your #CWTworkshop | @ruudwjanssen Monday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssenMonday, 15 April 13 It’s also possible to combine elements from the above formats.
  • 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 #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 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 remotecontent and thene 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 podseams from theo. As soon as youof complexity and #CWTworkshop | @ruudwjanssen Monday, 15 April 13 This can then also be combined with pods and individual virtual
  • format examples This can then also be combined with pods and individual virtual participants. ove formats. Studio + 2 way pods + virtual participantsindividual #CWTworkshop | @ruudwjanssen Monday, 15 April 13
  • 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 #CWTworkshop | @ruudwjanssen locations creaMonday, 15 April 13 building face-
  • engagement VIRTUAL STUDIO LIVE EVENT EXCLUSIVE INTERVIEWS MAKE IT PERSONAL BUILD A COMMUNITY #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • The presentation styles require certain specific skills in terms of talking to the camera and being comfortable around a camera. Richard Davies, eBay EuropeMonday, 15 April 13
  • 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 ImportantMonday, 15 April 13
  • 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. #CWTworkshop | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 5Monday, 15 April 13
  • Function Why it is relevant? communication function of Hybrid Meetings: How-To Guide | Page 6 #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • hybrid event processMonday, 15 April 13
  • opportunities & benefits Expand your offerings to: • Centralized booking capabilities • Video conference facilities on site • Internet bandwidth support #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 3 things you can do tomorrow NT Live image credit = http://d19rwafe7w9ltb.cloudfront.net/sites/all/libraries/files/styles/730x398-homepage_orig/public/images/ntlive_poster.jpg #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 1) visit a hybrid event NT Live image credit = http://d19rwafe7w9ltb.cloudfront.net/sites/all/libraries/files/styles/730x398-homepage_orig/public/images/ntlive_poster.jpg #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 2) plan a (mini) hybrid event #CWTworkshop | @ruudwjanssenMonday, 15 April 13
  • 3) download the HowTo guide + 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 #CWTworkshop | @ruudwjanssen Hybrid Meetings: How-To Guide | Page 4Monday, 15 April 13 Hybrid Meetings: How-To Guide | Page 3
  • hybrid in a (chocolate) box #CWTworkshop | @ruudwjanssenMonday, 15 April 13