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How to design and execute a Hybrid Meeting for your PCMA Chapter

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Covers the logistics, planning and value of a Hybrid Meeting format, particularly exploring what made the PCMA Greater Midwest Chapter's September 2009 Educational Program so successful.

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How to design and execute a Hybrid Meeting for your PCMA Chapter

  1. 1. Hybrid Meetings for PCMA Chapters<br />Why They Provide Value & How To Get Started<br />
  2. 2. Michael McCurry, CMP<br />Strategic Account Manager, Experient<br />2010 GMC PCMA Immediate Past President<br />
  3. 3. Midori Connolly<br />Co-founder & Chief AVGirl, Pulse Staging and Events, Inc.<br />
  4. 4. Today’s Learning Objectives<br />Define hybrid meetings and the potential value to your chapter<br />
  5. 5. Today’s Learning Objectives<br />Identify virtual components for creating a hybrid<br />
  6. 6. Today’s Learning Objectives<br />Understand logistical issues for producing a hybrid event<br />
  7. 7. Today’s Learning Objectives<br />Craft operational timeline and plan for a hybrid meeting<br />
  8. 8. Today’s Learning Objectives<br />Why sponsorships are viable to help fund the event<br />
  9. 9. Definition of Hybrid Event<br />Online and face2face attendees interacting with one another utilizing one or more virtual components <br />
  10. 10. The Big Picture<br />What is the potential value of hybrid meetings?<br />
  11. 11. Extend the Reach of Chapter Educational Events<br />Enhanced Membership Value<br />Members in Outlying Areas<br />New Members<br />
  12. 12. What are the Best Ingredients for a Hybrid Chapter Meeting?<br />
  13. 13.
  14. 14. Back Channel Conversation<br />
  15. 15. Twitter Monitor and theTwitter Stream<br />
  16. 16. Technology & Logistics To Consider When Staging A Hybrid<br />
  17. 17. VENUE<br />
  18. 18. Bandwidth and Connectivity<br />
  19. 19. Free Wifi<br />
  20. 20. Adequate power for AV equipment & attendees<br />
  21. 21. Unobstructed Camera View<br />
  22. 22. Questions and instructions for venues<br />How you would like the room set.<br />Need for ambient lighting.<br />
  23. 23. Questions and instructions for venues<br />What Internet access is available for your meeting room?<br />How fast is your Internet connection? (T1)<br />How much will it cost?<br />
  24. 24. PRODUCTION<br />
  25. 25. Production Crew &Cameras OperatedBy PeopleDirect Audio and Video FeedsDecent Lighting<br />
  26. 26. Online Video Streaming Provider<br />
  27. 27. Online Video Streaming Provider<br />MUST:<br />Interactivity Tool<br />Rich Media Stream<br />No pre-loading required<br />
  28. 28. Questions and instructions for production<br />What platform will provide the video stream? <br />Will the broadcast be password protected?<br />What can we customize? (Brand EVERYTHING!)<br />
  29. 29. 3+ months <br />6-8 weeks <br />6<br />weeks <br />2-4 weeks <br />1 <br />week <br />2-3 <br />days<br />1-3<br />hours<br />OperationalTimeline and Event Plan<br /><ul><li>GOALS
  30. 30. Explore technology options
  31. 31. ID speakers, topics
  32. 32. Choose Date and Time
  33. 33. Debriefing: what worked, what didn’t
  34. 34. Compile and use survey results
  35. 35. Download Twitter transcript
  36. 36. Address any unanswered questions or concerns
  37. 37. Tech test run
  38. 38. Calls with Pod leaders
  39. 39. Obtain multimedia to be played
  40. 40. Design registration
  41. 41. Begin promotion
  42. 42. Sell Sponsorships</li></ul>Speaker rehearsal<br />Event<br />Immediately<br /><ul><li>Assign team tasks
  43. 43. Finalize sponsorships and technology platform
  44. 44. Coach speakers
  45. 45. Create strategic survey questions
  46. 46. Ongoing Promo: Email, website, social media
  47. 47. Tech meeting
  48. 48. Final calls with tech moderator and production crew
  49. 49. Send email reminder to attendees
  50. 50. Review slide decks</li></ul>1 day - 1 week after<br />Survey attendees<br />
  51. 51. How to Create Your Chapter’s Plan?<br />Timeline Items:<br />Strategy<br />Marketing<br />Logistical<br />
  52. 52. GOALS!<br />What is the purpose of your hybrid event?<br />What are your top 3 challenges?<br />
  53. 53. Marketing<br />Sponsorship Revenue<br />Obtain Sponsor Logo’s<br />Custom Registration<br />Unique Survey Q’s<br />Drive Attendance/Advertising<br /> Create Hashtag<br />Member Value<br />Design Networking Pods<br />
  54. 54. Tactical<br />Future Content Use?<br />Testing?<br />Team Tasks<br />Regional Pods<br />Tech Moderator<br />Time zones/target market<br />
  55. 55. Why Are Sponsorships Viable for Your Chapter?<br />Hybrid Events Create An Extended Opportunity for Sponsors!<br />
  56. 56. In-Kind Sponsorships<br /><ul><li>Production Firms
  57. 57. A/V Companies
  58. 58. Stream Providers</li></ul>“Struttin Their Stuff”<br />
  59. 59. Funded Sponsorships<br /><ul><li>Hotels
  60. 60. DMO’s
  61. 61. Suppliers</li></ul>Trading Cash for Kudos (and Leads)!<br />
  62. 62. Everyone Wins With Hybrid Events<br /><ul><li>Increased Attendance at Event
  63. 63. Enhanced Member Value
  64. 64. Chapter Market Exposure
  65. 65. Business Growth for All</li></li></ul><li>Real-life Results?PCMA GMC<br />Visual Tweets<br />
  66. 66. Increased Audience Sizefrom220to 350+<br />
  67. 67. Now that’s what I call ROI!<br />Perception:<br />Members<br />100% Added value to my membership<br />100% Would like to do it again<br />Non-Members<br />78% I’m now more inclined to attend a PCMA event or join the association<br />
  68. 68. Now that’s what I call ROI!<br />Satisfaction:<br />“Did this event help you connect to PCMA members?” (Scale of 1-5)<br /> 36% Come to think of it, I guess so (Level 4)<br /> 64% Yes! Thanks for increased networking opportunity (Level 5)<br /> = 100% SATISFIED!!<br />
  69. 69. Recap of Discussion<br />Today You Have Learned:<br /><ul><li>Definition of a Hybrid Mtg.
  70. 70. Components of Hybrid Event
  71. 71. Logistical Considerations
  72. 72. How to craft a Plan/timeline
  73. 73. Why Sponsorships are Viable</li></li></ul><li>Q & A<br />
  74. 74. Connect With Us<br />Michael McCurry - @MichaelMcCurry (Twitter)<br />Blog: http://www.michaelmccurry.net/<br />Email: mike.mccurry@experient-inc.com<br />Midori Connolly - @GreenA_V (Twitter)<br />Blog: http://pulsestaging.com/news/<br />Email: midori@pulsestaging.com<br />
  75. 75. THANK YOU FOR JOINING US!<br />

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