What’s the outlook for in-person chapter events in 2021 and how do we help chapter leaders decide whether to host an in-person, hybrid, or virtual event? For nearly a year, CRPs and chapter leaders have focused on virtual. As the vaccine rolls out across the country, the focus is shifting to when chapters can resume in-person meetings (and indeed some already have). But should chapters plan on in-person meetings this year? Can they provide a safe experience? Will members be ready? What about hybrid—the word on everyone’s mind? Is that a viable possibility? Like you, we had more questions than answers so we tapped one of the brightest minds we know on association and chapter events. Join us as we provide expert advice on how to help chapters make the right event decisions. Hosted by Billhighway and Mariner Management.

1. Chapter Events:
Deciding on In-
Person, Hybrid,
or Virtual

2. Who is (and isn’t) coming to
my chapter events?
What do my chapter volunteers
need to know?
Ask the Hosts…

3. Our Agenda
Key Questions
Returning to In-Person
Considerations
Playing with Hybrid
Examples
Takeaways & Resources
01
02
03
04
05
06

4. Save the Date!
May 26th
12 – 1 pm EST
Register >>
https://bit.ly/399n75A
Chapter
Benchmarking to
Unlock Change

5. Chat
When is your chapter leader conference?
Planning virtual, hybrid or in-person?

6. Should chapters plan on
in-person events and
meetings this year?
Is hybrid a viable
option?
Can chapters provide a
safe experience? Will
members be ready?
Key Questions
01 02 03

7. https://www.linkedin.com/in/aaronwolowiec/
Meet the Expert

8. POLL
What’s in your chapters’
mix this year…
• In-Person
• Virtual
• Hybrid
• Not Sure Yet

9. POLL
What’s your (HQ) role in
chapter’s decision about
virtual vs in-person?
• Completely hands off
• Give advice/recommendations
on how to (i.e. general advice
on effective virtual/in-person)
• Set policies that chapters
must follow
• Not sure

10. QUESTION
What’s the outlook for
chapter events in 2021?

11. A state being “open” doesn’t mean we
should have in-person events.
What’s your venue’s safety protocols?
Ask questions.
When will your chapters’ constituents get
access to the vaccine?
Things to consider:
Should chapters
return to in-person?
Resource: Safe Meetings in Michigan

12. Will their employers permit them to
attend professional events?
Is your trade/profession already out &
about?
Will employers provide education &
travel budget?
Ask Members!
Will they require employees to
quarantine after attending events?

13. 13
“The wait-and-see game—waiting to make a final
decision 30 days out from the meeting—is not a good
approach. It puts too much stress on chapters,
planners, and attendees.”
Early decision (90 days or more out)
settles uncertainty
Best cautious plan: Q4 2021
What’s the decision
timeframe?
Allows time for proper planning
Converting to virtual at the last minute
= poor attendee experience

14. QUESTION
What should a chapter consider
when deciding whether to hold an in-
person, hybrid, or virtual event?

15. Identify Goals Sample Chapter Goals
• Intention – education, networking,
outreach?
• Identify goals for
• In-person
• Virtual
• Identify event and experience
elements for each audience
• Is there any overlap?
• Let your goals help you prioritize
what to do/not do
• Make the event accessible to all
(distance or budget)
• Provide opportunities for
networking and discussions
• Connect attendees in learning
cohorts before, during, and after
the event
• Continue the learning experience
with post-conference activities
Considerations

16. Tech Expectations
What’s the tolerance for a low-tech experience?
Is there high-tech expectations?
01
Streaming
Just another webinar aka passive
viewing experience?
02
Attendee Experience
Get clear on which elements are most
important to achieve goals.
03
Forget copy and paste

17. Integrate Audiences
Bridge the two events
Rapid Succession
1-2 punch: Day 1 virtual, Day 2 (3…)
in-person workshops
Playing with hybrid options

18. Members were invited to attend board meeting
in-person or via Zoom
Equipment: pop-up screen, video projector,
laptop, inexpensive video camera, tripod,
external microphone/speaker unit
Held on the back patio of a member’s home
with social distancing
Hybrid Chapter Board Meeting
Sent meals through Grub Hub
Very successful = Offered the same
option for 1st meeting of the year

19. • Had professional AV
• Name badges indicated if someone was OK
with closer conversations
• Limited attendance to 60 in-person
• Boxed lunch
• Rounds of 3-4 people vs. 8
• Centralized speakers
• All questions read into microphone
• 2 moderators for questions
Highlight Best Feature
Paying for professional AV made a world of a
difference!
SAME Hybrid
Industry Day

20. 01
02
03
One stage shot by production crew.
Streamed through Vimeo Live &
embedded in Whova > remote
attendees could watch & engage
real-time.
04
All attendees participated through
Whova’s mobile Q&A.
05
Attendees participated in live polling and
session chat via laptop or mobile.
Featured remote & onsite speakers.
For remote panelists, used small TVs
alongside in-person panelists.
Submarine Institute of Australia: smoothly streamed sessions to remote & in-person attendees.
A Hybrid Event: Thinking like a TV show

23. Ask chapter leaders to draft the
email they’ll send to attendees
after finding out someone at the
event tested positive for COVID.
If you don’t have the stomach for
that email, don’t proceed with
the event.
Aaron Wolowiec
Event Garde
Exercise
“

24. Every chapter faces the same
event challenges.
Decide which
type of event to
host: in-person,
hybrid, or virtual.
01 02 03 04
Design the
attendee
experience.
Decide on safety,
format, content,
networking,
revenue partners,
and event
technology.
Help chapters
navigate this new
event environment by
providing the
guidance and
resources.

25. Share info that is relevant and important.
Be a curator
Prepare a safe meetings toolkit.
Prepare a toolkit
Include a crisis communications plan.
Crisis Communications
Provide standard sign templates for safety
procedures, scripts, floor plans, code of conduct …
Develop Templates
How can CRPs
support chapters?

26. Risk Assessment
Holiday Social
Are there any restrictions above a certain size
that would not allow this event to proceed?
Can the gathering be modified so it
can be held entirely online?
Conduct risk assessment
and evaluation (Tab 3)
YES NO
Ok to proceed with virtual gathering Do not proceed
YES NO

27. Perform Risk Mitigation
Risk Communication Strategy
Risk Score
Range = 6-7
Risk Score
Range = 4-5
Risk Score
Range = 2-3
Risk Score
Range = 0-1
Overall risk
for event is
HIGH
Overall risk
for event is
MODERATE
Overall risk
for event is
LOW
Overall risk
for event is
MEDIUM

28. Provide Training
Help chapters rethink
program design.
Provide training on engaging
event design.
Give new framework &
models.
01
Level up virtual events …

29. Best Virtual Panel Ever
https://powerfulpanels.com/the-very-best-virtual-panel-discussion-ever/

30. What made this panel extraordinary?
https://powerfulpanels.com/the-very-best-virtual-panel-discussion-ever/
Simply dummy text of the
printing and typesetting industry
when an unknown printer took a
galley of
Panelists were ready to
battle!
Moderator was instigating
excitement
Being concise
Trust the A/V team
Questions were fluid High comfort level
Included the virtual
audience
“Create” the unexpected

31. Provide Training
Help chapters rethink
program design.
Provide training on engaging
event design.
Give new framework &
models.
Collect Stories
Act like a clearinghouse.
After events, find out what
resources they wished they
had.
Share practices across
chapters.
01 02
Level up virtual events …

32. Share the learnings! Publish meetup
recordings to chapter leader
website/community library.
Alternative: record your convo and share
it (with permission).
CAI Virtual & Hybrid Chapter Events
CAI chapters tried new things which
were shared in a Chapter Leader
meet-up!

33. Provide Training
Help chapters rethink
program design.
Provide training on engaging
event design.
Give new framework &
models.
Collect Stories
Act like a clearinghouse.
After events, find out what
resources they wished they
had.
Share practices across
chapters.
Intro Tech
Event tech is evolving – be
in the know: research/vet
new tech.
Proximity chat for virtual
convos (Remo, Wonder,
Gather).
01 02 03
Level up virtual events …

34. POLL
Which proximity chat platform
have you tried?
• Remo
• Wonder
• Gather
• Other? (tell us in chat)
• None, but I’m interested!

35. Simply dummy text of the printing and
typesetting industry when an unknown
printer took a galley of
Simply dummy text of the printing and
typesetting industry when an unknown
printer took a galley of
Include study supplies,
supplementary materials, etc.
Prepare
Engage the senses
Reflect and remember
Physical reminders on desk
Nudge
Mementos of the learning
experience
Remind
Give printed materials to review,
jot notes, etc.
Rest the eyes
Differentiates your online course
Differentiate
Engagement Boxes Enhance Learning

36. Ask the Experts
Local Ordinance
Unused Space
Skip the Hotel
Hybrid
Event Insurance
01
02
03
Check your event insurance if
chapters are covered.
Bring in your attorney and insurance agent
to help craft waivers and guidelines.
Use common sense; chapters
must follow local governance.
See if members have unused office or training
spaces. Might be able to host chapter events there
to save $$$.
Try Peerspace! Search for more unique spaces (pay by
the hour) vs. hotel conference room. Avoid contracts
and crazy cancellation policies.
Can you bring in a speaker via tech and have small
group in-person with social distancing? Sell a few
online tickets as well. Helps with Zoom fatigue!
04
05
06
CRP’s can provide advice …

37. Resources
• What the Experts Say About In-Person Chapter
Events for 2021
• How CRPs Can Support Chapters with Virtual
and In-Person Event Decisions and Design
• Safe Meetings Guide
• A Return to Meetings: COVID Protocol
Document
• Engagement Boxes Add a Helpful Analog
Experience to Online Learning
• Advice for Engaging Virtual Conference
Attendees
• Virtual Meetings? Let’s Make Them Engaging!
• Chapter Tech Edition: A Few of Our Favorite
Chapter Tools for 2021

38. More Resources
• How Chapters are Creating Memorable Virtual
Experiences for Members
• Pivoting Your Chapter Leadership Conference
to Virtual
• The Attendee’s Learning Journey Begins, Not
Ends, with Your Virtual Conference
• Virtual Meetings: 7 Resources
• New Ideas for Online Learning Programs When
You Don’t Have the Resources to Design a
Course
• How to Get Chapters Started with Virtual
Events
• The Complete Guide to Virtual Event Creation

39. Billhighway Mariner Management
• Current financial reporting
• Chapter member engagement
data
• Number of events they’re hosting
• Types of events they’re hosting
• Percentage of members and non-
members attending
• Discovering your chapter ROI
• Innovating your chapter structure
• Rethinking your volunteer strategy
• Training & developing chapters
leaders
• In-depth & quick bites
Tap
us
for…
With Billhighway, you can see chapter
performance data in real time—no
more nagging chapters for:
Want more? Contact us for a 15
minute chat.
Your chapters need help? You
need help with your chapters?
Want more? Contact us for a 15
minute chat.

40. Thank You!