This document discusses hybrid meetings for PCMA chapters and provides guidance on how to plan and implement a successful hybrid event. It defines hybrid events as combining both online and in-person attendees. The benefits are extending the reach of educational events, enhancing membership value for those in remote areas, and attracting new members. Key elements for a hybrid meeting include backchannel conversations, a Twitter monitor, selecting an online video streaming provider, and considering technology and logistics for the in-person venue and online production. A sample timeline is provided covering months in advance to the event and follow up. Sponsorships are highlighted as a viable way to fund hybrid events by creating extended opportunities for sponsors. Overall, hybrid events can increase attendance, member value,

1. Hybrid Meetings for PCMA Chapters Why They Provide Value & How To Get Started

2. Michael McCurry, CMP Strategic Account Manager, Experient 2010 GMC PCMA Immediate Past President

3. Midori Connolly Co-founder & Chief AVGirl, Pulse Staging and Events, Inc.

4. Today’s Learning Objectives Define hybrid meetings and the potential value to your chapter

5. Today’s Learning Objectives Identify virtual components for creating a hybrid

6. Today’s Learning Objectives Understand logistical issues for producing a hybrid event

7. Today’s Learning Objectives Craft operational timeline and plan for a hybrid meeting

8. Today’s Learning Objectives Why sponsorships are viable to help fund the event

9. Definition of Hybrid Event Online and face2face attendees interacting with one another utilizing one or more virtual components

10. The Big Picture What is the potential value of hybrid meetings?

11. Extend the Reach of Chapter Educational Events Enhanced Membership Value Members in Outlying Areas New Members

12. What are the Best Ingredients for a Hybrid Chapter Meeting?

14. Back Channel Conversation

15. Twitter Monitor and theTwitter Stream

16. Technology & Logistics To Consider When Staging A Hybrid

17. VENUE

18. Bandwidth and Connectivity

19. Free Wifi

20. Adequate power for AV equipment & attendees

21. Unobstructed Camera View

22. Questions and instructions for venues How you would like the room set. Need for ambient lighting.

23. Questions and instructions for venues What Internet access is available for your meeting room? How fast is your Internet connection? (T1) How much will it cost?

24. PRODUCTION

25. Production Crew &Cameras OperatedBy PeopleDirect Audio and Video FeedsDecent Lighting

26. Online Video Streaming Provider

27. Online Video Streaming Provider MUST: Interactivity Tool Rich Media Stream No pre-loading required

28. Questions and instructions for production What platform will provide the video stream? Will the broadcast be password protected? What can we customize? (Brand EVERYTHING!)

30. Explore technology options

31. ID speakers, topics

32. Choose Date and Time

33. Debriefing: what worked, what didn’t

34. Compile and use survey results

35. Download Twitter transcript

36. Address any unanswered questions or concerns

37. Tech test run

38. Calls with Pod leaders

39. Obtain multimedia to be played

40. Design registration

41. Begin promotion

43. Finalize sponsorships and technology platform

44. Coach speakers

45. Create strategic survey questions

46. Ongoing Promo: Email, website, social media

47. Tech meeting

48. Final calls with tech moderator and production crew

49. Send email reminder to attendees

50. Review slide decks1 day - 1 week after Survey attendees

51. How to Create Your Chapter’s Plan? Timeline Items: Strategy Marketing Logistical

52. GOALS! What is the purpose of your hybrid event? What are your top 3 challenges?

53. Marketing Sponsorship Revenue Obtain Sponsor Logo’s Custom Registration Unique Survey Q’s Drive Attendance/Advertising Create Hashtag Member Value Design Networking Pods

54. Tactical Future Content Use? Testing? Team Tasks Regional Pods Tech Moderator Time zones/target market

55. Why Are Sponsorships Viable for Your Chapter? Hybrid Events Create An Extended Opportunity for Sponsors!

57. A/V Companies

58. Stream Providers“Struttin Their Stuff”

60. DMO’s

61. SuppliersTrading Cash for Kudos (and Leads)!

63. Enhanced Member Value

64. Chapter Market Exposure

66. Increased Audience Sizefrom220to 350+

67. Now that’s what I call ROI! Perception: Members 100% Added value to my membership 100% Would like to do it again Non-Members 78% I’m now more inclined to attend a PCMA event or join the association

68. Now that’s what I call ROI! Satisfaction: “Did this event help you connect to PCMA members?” (Scale of 1-5) 36% Come to think of it, I guess so (Level 4) 64% Yes! Thanks for increased networking opportunity (Level 5) = 100% SATISFIED!!

70. Components of Hybrid Event

71. Logistical Considerations

72. How to craft a Plan/timeline

74. Connect With Us Michael McCurry - @MichaelMcCurry (Twitter) Blog: http://www.michaelmccurry.net/ Email: mike.mccurry@experient-inc.com Midori Connolly - @GreenA_V (Twitter) Blog: http://pulsestaging.com/news/ Email: midori@pulsestaging.com

75. THANK YOU FOR JOINING US!