Case Study: Event Camp Middle East 2014 - a hybrid event ABOUT hybrid events

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Held in Abu Dhabi, UAE, ECME 2014 was a two day hybrid conference with speakers located in 7 different countries around the world. Delegates, both in the room and online, were able to interact and engage with each other, and clever use of technology enabled this truly global hybrid event.
The stated aim of the Event Camp community is “to bring together like-minded professionals, to share best practices, and learn new strategies, for leveraging social media and technology to create enhanced event experiences.” Event Camps are intended to push the boundaries of trying and testing new ideas, so using speakers contributing remotely fitted well with this ethos.
 
Whenever “innovative events” are being discussed you can be fairly sure that it won’t be long before someone mentions the “HYBRID” word. More often than not the discussion tends to revolve around attracting and keeping a remote audience, whether it should be free or paid for and ways to fund the activity in the first place. It is not often that the conversation moves onto the subject of remote presenters.
The concept of being more sustainable as well as reducing travel budgets by allowing delegates to attend a conference online / virtually / remotely (use your preferred adjective) is now a generally accepted one. But organisers have the opportunity to go one step further and engage remote speakers to contribute to their event.
This can significantly help an organiser’s bottom line as well as allow access to key speakers who may otherwise be unavailable. It may be possible, for example, for a world expert in the subject of the conference to give an hour of their time to present from their home or workplace, whereas the demands and costs of flying across continents to speak in person may preclude their availability and/or affordability. Done correctly, this approach allows great scope for all delegates – in the room or in the cloud – to learn, engage and interact with the speaker wherever they are located.
It was to explore exactly this approach that, together with Paul Cook of PlanetPlanit.biz and supported by friends at ShowGizmo, we undertook Event Camp Middle East 2014. Held in Abu Dhabi, UAE, as part of Reed Exhibitions’ GIBTM show in March. This particular Event Camp adopted a theme of sustainability; all speakers with the exception of one (who happened to be in the location anyway) and event host Paul Cook, presented from their home countries and were beamed into the room and out again to a dedicated event microsite.
The online event was created using YouTube Live Streaming and the remote speakers made their contribution via Skype. Promoted through Twitter and Facebook, Event Camp Middle East 2014 was a global hybrid conference, where the speakers were located in 7 different countries and attracted online delegates in 12 countries as well as the audience ‘in the room’ at ADNEC in Abu Dhabi.
The ‘virtual presenters’ were located in Aus., NZ, EUR, USA and Canada.

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  • The story of Event Camp Middle East 2014 a global hybrid event
    Held in Abu Dhabi, UAE, Event Camp Middle East 2014 was a two day hybrid conference with speakers located in 7 different countries around the world. MARTIN SHEPHERDLY, Managing Director, BeThereGlobal explains how delegates, both in the room and online, were able to interact and engage with each other, and how clever use of technology enabled this truly global hybrid event.
    The stated aim of the Event Camp community is “to bring together like-minded professionals, to share best practices, and learn new strategies, for leveraging social media and technology to create enhanced event experiences.” Event Camps are intended to push the boundaries of trying and testing new ideas, so using speakers contributing remotely fitted well with this ethos.
     
    Whenever “innovative events” are being discussed you can be fairly sure that it won’t be long before someone mentions the “HYBRID” word. More often than not the discussion tends to revolve around attracting and keeping a remote audience, whether it should be free or paid for and ways to fund the activity in the first place. It is not often that the conversation moves onto the subject of remote presenters.
    The concept of being more sustainable as well as reducing travel budgets by allowing delegates to attend a conference online / virtually / remotely (use your preferred adjective) is now a generally accepted one. But organisers have the opportunity to go one step further and engage remote speakers to contribute to their event.
    This can significantly help an organiser’s bottom line as well as allow access to key speakers who may otherwise be unavailable. It may be possible, for example, for a world expert in the subject of the conference to give an hour of their time to present from their home or workplace, whereas the demands and costs of flying across continents to speak in person may preclude their availability and/or affordability. Done correctly, this approach allows great scope for all delegates – in the room or in the cloud – to learn, engage and interact with the speaker wherever they are located.
    It was to explore exactly this approach that, together with Paul Cook of PlanetPlanit.biz and supported by friends at ShowGizmo, we undertook Event Camp Middle East 2014. Held in Abu Dhabi, UAE, as part of Reed Exhibitions’ GIBTM show in March. This particular Event Camp adopted a theme of sustainability; all speakers with the exception of one (who happened to be in the location anyway) and event host Paul Cook, presented from their home countries and were beamed into the room and out again to a dedicated event microsite.
    The online event was created using YouTube Live Streaming and the remote speakers made their contribution via Skype. Promoted through Twitter and Facebook, Event Camp Middle East 2014 was a global hybrid conference, where the speakers were located in 7 different countries and attracted online delegates in 12 countries around the globe, as well as the audience ‘in the room’ at ADNEC in Abu Dhabi.
    The ‘virtual presenters’ were located in Australia, New Zealand, Europe, the USA and Canada. Delegates, both in the room and online, were able to interact with comments and questions through an interactive panel on the web page alongside the video player. Event host Paul Cook as well as linking and introducing speakers also conducted interviews with many. The recordings were available through YouTube immediately afterwards and the event microsite was updated with the on demand recordings the next day. (One of the lesser known advantages of YouTube Live Streaming is that it has a DVR function. This is like a Sky+ or Tivo facility, where if a viewer joins a live webcast late they are able to watch it live or rewind back to earlier in the presentation.)
    The sessions are available on demand http://bit.ly/ecme14ondemand and continue to be widely viewed and commented upon.
     
  • IBTM Global Events are the world’s leading showcases for the meetings and events industry held in seven stunning business destinations.
     
    Tailored for the markets they serve and guaranteeing the attendance of top level decision makers, the exhibitions provide a time and business efficient matching service for buyers and sellers through the unique Hosted Buyer Programmes. In addition each event has a full programme of networking events as well as high level education.
     
    In total the 7 events provide access to 5,000 suppliers from 100 countries, 17,000 meeting planners and over 100,000 pre-scheduled appointments are generated ensuring that the IBTM events truly provide return on investment.
     
  • Case Study: Event Camp Middle East 2014 - a hybrid event ABOUT hybrid events

    1. 1. Event Camp Middle East 2014 Martin Shepherdly @bethereglobal
    2. 2. Aim of Event Camp community… “To bring together like-minded professionals, share best practices and learn new strategies for leveraging social media and technology to create enhanced event experiences.” http://www.eventcamp.org/
    3. 3. Event Camp is about…
    4. 4. innovation Event Camp is about…
    5. 5. events THE AUDIENCE FUNDING
    6. 6. events “remote” audience “remote” presenters? cheaper for organiser chance to get otherwise unavailable speakers more sustainable
    7. 7. Event Camp Middle East 2014 (on a shoestring budget)
    8. 8. the team
    9. 9. a hybrid event all about hybrid events and sustainability
    10. 10. telling people about it
    11. 11. the web page • “the player” – embedded YouTube
    12. 12. the web page • “the player” – embedded YouTube • interactive panel – Cover It Live
    13. 13. the web page • “the player” – embedded YouTube • interactive panel – Cover It Live • agenda – on demand version clickable links
    14. 14. the web page • “the player” – embedded YouTube • interactive panel – Cover It Live • agenda – on demand version clickable links • contact – via email •
    15. 15. the web page • “the player” – embedded YouTube • interactive panel – Cover It Live • agenda – on demand version clickable links • contact – via email • other content – sponsorship, calls to action etc.
    16. 16. the web page • “the player” – embedded YouTube • interactive panel – Cover It Live • agenda – on demand version clickable links • contact – via email • other content – sponsorship, calls to action etc.
    17. 17. the technology live streaming encoding and local recording “in the room” remote speakers
    18. 18. Abu Dhabi New Zealand Australia Canada USA France UK 11 speakers 4 continents 7 countries
    19. 19. 100+ remote delegates in 11 countries • Australia • Bahrain • Canada • France • Sri Lanka • UAE • USA • Great Britain • India • Ireland • South Korea
    20. 20. after event camp • each session available via YouTube live and immediately after (DVR functionality) • on demand page available next day • most sessions have had 100+ views in 2 months post event bit.ly/ecme14ondemand
    21. 21. what did we learn? With thanks to + positive • it works! • rehearsal and detailed preparation are vital (back up recordings) • scheduling across multiple time zones requires careful planning and communication - negative • ideally more technical resources needed on site • lighting can make a big difference • marketing is essential - A LOT of it!
    22. 22. Event Camp Middle East 2014 Martin Shepherdly @bethereglobal

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