Hybrid Meetings: All Business, No Batteries

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Presentation to the Elite Meetings Alliance, January 2012. If you're considering adding a virtual component to your meetings or conferences, start with business strategy first! Pulse Staging is your only end-to-end solution from strategy to execution.

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  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
  • Phones or laptops = YES!\n (Don’t forget to turn off your ringer)\n Live Polling\n Twitter: #eventprofs #md10 @GreenA_V (me)\n Engage!\n Move and Stretch \n This is YOUR experience\n
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  • I restructured my presentation so that we will cover the one question that most people seemed to have according to the poll results – what is a hybrid anyways?\nBut first we must define a Virtual Event.\n
  • I restructured my presentation so that we will cover the one question that most people seemed to have according to the poll results – what is a hybrid anyways?\nBut first we must define a Virtual Event.\n
  • I restructured my presentation so that we will cover the one question that most people seemed to have according to the poll results – what is a hybrid anyways?\nBut first we must define a Virtual Event.\n
  • I restructured my presentation so that we will cover the one question that most people seemed to have according to the poll results – what is a hybrid anyways?\nBut first we must define a Virtual Event.\n
  • Okay, everyone doing okay?\nGot your water and a comfy seat? We’re going to hit a long stretch of presentation mode here but please ask questions at any time!\n
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  • Economy\nBudget and travel restrictions\nEnvironment\nWWF report calculated the impact of employee travel on a company's total carbon footprint – 50% or more for non-manufacturing companies\nWith increasing environmental regulations, large organizations are looking at ways to reduce their carbon footprint and travel is an easy target.\n\nBut the primary reason is that you are filling some need within your organization. List the top three challenges for your organization and see where a virtual or hybrid meeting can fill the void.\nMost of the organizations who need f2f attendance are holding meetings to increase revenue.\nIf not, then maybe it’s to SAVE money or improve educational offerings.\n
  • Engagement: Interacting virtually can actually lead to a phenomenon referred to as “Psychological Safety” As we know, there is a detachment from the emotions one could feel while face to face. This can be a drawback while simultaneously lead to \n\nNew markets: international, middle management or employee w/o travel budget\n
  • Engagement: Interacting virtually can actually lead to a phenomenon referred to as “Psychological Safety” As we know, there is a detachment from the emotions one feels while face to face. We usually consider this to be a drawback. But can lead to a new boldness from normally reserved individuals. Pull new ideas and concepts from your audience members who wouldn’t otherwise be willing to talk.\n\nFACT ON WILLINGNESS TO PARTICIPATE\n
  • Most platforms will allow for post-presentation testing and/or reporting of how long viewers stayed tuned in. If you have viewers logging out after a short time, you can evaluate the delivery methodology.\n
  • Introductory videos – short commercials before streaming begins or introduce speakers.\nHave their graphics up as the hold image in between sessions.\n\nNew data and demographics to be captured unlike a f2f audience. Track their interest and click throughs.\n
  • Content capture and repurpose\nBlogworld charges $250 for access to their recordings\n
  • You might have had audiences with disabilities that made travel difficult and perhaps not worth the effort.\nCould be new opp’s.\nWhich leads us to…\n
  • You might have had audiences with disabilities that made travel difficult and perhaps not worth the effort.\nCould be new opp’s.\nWhich leads us to…\n
  • You might have had audiences with disabilities that made travel difficult and perhaps not worth the effort.\nCould be new opp’s.\nWhich leads us to…\n
  • You might have had audiences with disabilities that made travel difficult and perhaps not worth the effort.\nCould be new opp’s.\nWhich leads us to…\n
  • You might have had audiences with disabilities that made travel difficult and perhaps not worth the effort.\nCould be new opp’s.\nWhich leads us to…\n
  • New generations of attendees who do not have budget to travel.\n\nExecutives who don’t have time to travel.\n\nInternational markets.\n
  • New generations of attendees who do not have budget to travel.\n\nExecutives who don’t have time to travel.\n\nInternational markets.\n
  • New generations of attendees who do not have budget to travel.\n\nExecutives who don’t have time to travel.\n\nInternational markets.\n
  • New generations of attendees who do not have budget to travel.\n\nExecutives who don’t have time to travel.\n\nInternational markets.\n
  • New generations of attendees who do not have budget to travel.\n\nExecutives who don’t have time to travel.\n\nInternational markets.\n
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  • Let’s talk about engagement strategies: Keeping an audience engaged means they will stay tuned in longer and become a part of the experience. Their learning retention increases and they are active participants.\n
  • Let’s talk about engagement strategies: Keeping an audience engaged means they will stay tuned in longer and become a part of the experience. Their learning retention increases and they are active participants.\n
  • Let’s talk about engagement strategies: Keeping an audience engaged means they will stay tuned in longer and become a part of the experience. Their learning retention increases and they are active participants.\n
  • Let’s talk about engagement strategies: Keeping an audience engaged means they will stay tuned in longer and become a part of the experience. Their learning retention increases and they are active participants.\n
  • Let’s talk about engagement strategies: Keeping an audience engaged means they will stay tuned in longer and become a part of the experience. Their learning retention increases and they are active participants.\n
  • Let’s talk about engagement strategies: Keeping an audience engaged means they will stay tuned in longer and become a part of the experience. Their learning retention increases and they are active participants.\n
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  • Your ideal connection is a wired, \n
  • T1 is ideal\nAt the minimum, ask for a wired Internet connection\nWifi for attendees\n
  • T1 is ideal\nAt the minimum, ask for a wired Internet connection\nWifi for attendees\n
  • T1 is ideal\nAt the minimum, ask for a wired Internet connection\nWifi for attendees\n
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  • T1 is ideal\nAt the minimum, ask for a wired Internet connection\nWifi for attendees\n
  • T1 is ideal\nAt the minimum, ask for a wired Internet connection\nWifi for attendees\n
  • T1 is ideal\nAt the minimum, ask for a wired Internet connection\nWifi for attendees\n
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  • 100% of the members who attended virtually felt this was an added value to their PCMA membership and would like to do it again. When asked if they would be more inclined to attend an event or join PCMA, 78% of the non-members who attended virtually replied, “Yes, PCMA is a forward-thinking and exciting association”.And, from a networking aspect; when asked if this event helped connect to PCMA members on a scale of 1-5 (5 being strongest), 36% of virtual attendees replied “Come to think of it, I guess so (level 4)” and 64% replied “Yes! Thanks for the increased networking opportunity (level 5)”. \n
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  • Hybrid Meetings: All Business, No Batteries

    1. 1. Hybrid Meetings: All Business, No BatteriesMidori Connolly, Chief AVGirl AnPulse Staging and Events, Inc.Twitter: AVGirlMidorihttp://www.pulsestaging.com Production
    2. 2. Open Mind Share the Floor Co-Create Share the Love: @AVGirlMidori#EliteMtgsAlliance #eventprofs
    3. 3. Today’s Plan
    4. 4. Today’s PlanDefining a Hybrid
    5. 5. Today’s PlanDefining a Hybrid Strategy
    6. 6. Today’s PlanDefining a Hybrid Engagement Strategy
    7. 7. Today’s PlanDefining a Technology Hybrid Engagement Strategy
    8. 8. Today’s PlanDefining a Technology Hybrid Engagement Business Strategy Results
    9. 9. Defining a Hybrid Meeting Does it get good mileage?
    10. 10. A Virtual Event means what?
    11. 11. A Virtual Event means what?First, define an event:
    12. 12. A Virtual Event means what?First, define an event:A gathering of individuals for a common purpose at a specific time and duration of time.
    13. 13. A Virtual Event means what?First, define an event:A gathering of individuals for a common purpose at a specific time and duration of time.Then, a virtual event is:
    14. 14. A Virtual Event means what?First, define an event:A gathering of individuals for a common purpose at a specific time and duration of time.Then, a virtual event is:An event that takes place with participants who collaborate and interact without being physically present.
    15. 15. So, a Hybrid Meeting would be:An event that combines a physically present, “f2f” audience with an active, engaged remote audience through a technological platform. Also referred to as a Blended Meeting
    16. 16. Main Event Remote Viewers:Pods or Individuals
    17. 17. Main Event Remote Viewers:Pods or Individuals
    18. 18. STRATEGYIf technology doesn’t serve a purpose, it’s just toy!
    19. 19. Why Choosea Hybrid Meeting?
    20. 20. Why else choose to go Hybrid?
    21. 21. Participation “Psychological Safety”
    22. 22. Accountability and Feedback
    23. 23. R-O-I
    24. 24. ROI - Monetization• Sponsors ★ Introductions before speakers (possible video) ★ Longevity ★ Interviews in between sessions (virtual emcees)• Members/Attendees• CEUs
    25. 25. ADA
    26. 26. ADA• Closed captioning
    27. 27. ADA• Closed captioning
    28. 28. ADA• Closed captioning• Potentially easier to interact using tools at home
    29. 29. ADA• Closed captioning• Potentially easier to interact using tools at home
    30. 30. ADA• Closed captioning• Potentially easier to interact using tools at home• No travel required
    31. 31. New Markets
    32. 32. New Markets• Generational
    33. 33. New Markets• Generational – Millenials, X,Y
    34. 34. New Markets• Generational – Millenials, X,Y – Baby Boomers?
    35. 35. New Markets• Generational – Millenials, X,Y – Baby Boomers?
    36. 36. New Markets• Generational – Millenials, X,Y – Baby Boomers?• Cultural/International
    37. 37. ENGAGEMENTDevelop a relationship between two audiences, content and the onsite experience.
    38. 38. Engagement Strategies at EMA• Backchannel: Tech Moderator• Custom Programming• Speaker Coaching and Remote Instruction
    39. 39. Communication Goals
    40. 40. What is the BackChannel?
    41. 41. BackChannel
    42. 42. BackChannel
    43. 43. Channels• Twitter (public)• TodaysMeet.com (semi-private)• Webcasting Platform chat feature (private)• Yammer (private)• Any IM Platform (public)• Polleverywhere.com (public or private)
    44. 44. MonitorModerateRespond
    45. 45. TECH Moderator Laptop, possible seat at Production Table, Microphone or access to Downstage MonitorsT
    46. 46. Visual Tweets@MichaelMcCurry
    47. 47. Custom Agenda
    48. 48. Speaker Instruction
    49. 49. Further Ideas for Engagement • Video Participation • Regional Pods/Viewing Parties • Virtual Emcee • Polling/Games • Schwag Bags
    50. 50. RemoteMain Event Participant/ Speaker
    51. 51. Basic Needs
    52. 52. Basic Needs1. VTC (VideoConferencing) platform allowing communication both ways.2. Display of the speaker3. Display of speaker’s content4. Ensure you have an alternative method of reaching them in case of technical difficulties (ie mobile #)
    53. 53. VTC’s• Skype• ooVoo• Vidyo• Google+• Adobe Connect Video Conferencing v. Web Conferencing
    54. 54. Meeting Pods/Viewing Parties
    55. 55. PCMA GMC Pods:Increased Audience Size from 220 to 350+ Chicago 220 Worldwide Pods 80 85
    56. 56. Virtual Emcees@GlennThayer @EmelieBarta
    57. 57. Polling/Games• In-platform• Polleverywhere.com
    58. 58. FUN!• Custom Menus/Recipes• Desk Yoga• Schwag
    59. 59. TECHNOLOGYWhat do we need to plan and execute a hybrid?
    60. 60. Technology Requirements:Broadcasting toa Live Audience
    61. 61. Technology Requirements:Broadcasting toa Live Audience
    62. 62. Bandwidth and Connectivity CAPTURE SQUEEZE EXPANDProfession Tiny Hose Remote al Video = Audience “Bandwidth Screen ”
    63. 63. Best Questions to Ask
    64. 64. Best Questions to Ask1. What Internet access is available for your meeting room?2. How fast is your Internet connection? (T1)3. How much will it cost?
    65. 65. Adequate power for AV equipment & attendees
    66. 66. Production Notes
    67. 67. Production Notes1. Cameras should be operated by people – volunteer is okay!2. If you have an AV system, ask for a direct audio feed from the sound board.3. “Decent” lighting is adequate.
    68. 68. Online Video Streaming Provider• Free with paid/premium options• Paid platform – quality, cataloguing, registration, etc. http://bit.ly/pulsetools
    69. 69. DIY
    70. 70. DIY1. Camera – needs to connect via firewire or USB
    71. 71. Audio and Video + Slide deck = Media Rich streaming
    72. 72. DIY
    73. 73. DIY1. Camera – needs to connect via firewire or USB
    74. 74. DIY1. Camera – needs to connect via firewire or USB2. Use a tripod
    75. 75. DIY1. Camera – needs to connect via firewire or USB2. Use a tripod3. Check for audio quality – paramount importance
    76. 76. DIY1. Camera – needs to connect via firewire or USB2. Use a tripod3. Check for audio quality – paramount importance4. Connect to your streaming platform
    77. 77. DIY1. Camera – needs to connect via firewire or USB2. Use a tripod3. Check for audio quality – paramount importance4. Connect to your streaming platform5. Record the presentation to the platform
    78. 78. BUSINESS RESULTS What gets measured gets managed.
    79. 79. Results★ Ongoing Reporting★ INSTANT Survey★ Questions RELATIVE to goals!
    80. 80. Success of PCMA GMC100% added value to membership100% would like to do it again 78% more inclined to attend an event or join associationScale of 1-5 for value of improving connectivity with other members: 36% Level 4 64% Level 5
    81. 81. From Strategy to Technology:Your ONLY end-to-end solution for Hybrid Meetings Midori Connolly, Chief AVGirl Pulse Staging and Events http://twitter.com/AVGirlMidori Midori@pulsestaging.com 619- 517-5916 http://bit.ly/pulsetools

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