How to Organize a Hybrid Meeting

Hybrid meetings are an excellent way to expand the reach of your face-to-face meetings. Learn what they are, why they're good and how you can do them yourself!

Transcript

1. An Production Midori Connolly, Chief AVGirl Pulse Staging and Events, Inc. Hybrid Meetings: All Business, No Batteries Monday, September 19, 2011
2. Open Mind Share the Floor Co-Create Share the Love: @GreenA_V #PCMA #eventprofs Monday, September 19, 2011
3. 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. Monday, September 19, 2011
4. 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 Monday, September 19, 2011
5. Monday, September 19, 2011
6. Main Event Remote Viewers: Pods or Individuals Monday, September 19, 2011
7. Why Choose a Hybrid Meeting? Monday, September 19, 2011
8. Why else choose to go Hybrid? Monday, September 19, 2011
9. Participation “Psychological Safety” Monday, September 19, 2011
10. Accountability and Feedback Monday, September 19, 2011
11. R-O-I Monday, September 19, 2011
12. ROI - Monetization • Sponsors ★ Introductions before speakers (possible video) ★ Longevity ★ Interviews in between sessions (virtual emcees) • Members/Attendees • CEUs Monday, September 19, 2011
13. ADA • Closed captioning • Potentially easier to interact using tools at home • No travel required Monday, September 19, 2011
14. New Markets • Generational – Millenials, X, Y – Baby Boomers? • Cultural/International Monday, September 19, 2011
15. Technology Requirements: Broadcasting to a Live Audience Monday, September 19, 2011
16. CAPTURE Professional   Video SQUEEZE Tiny  Hose  =   “Bandwidth” EXPAND Remote   Audience   Screen Bandwidth and Connectivity Monday, September 19, 2011
17. 1. What Internet access is available for your meeting room? 2. How fast is your Internet connection? (T1) 3. How much will it cost? Best Questions to Ask Monday, September 19, 2011
18. Adequate  power  for  AV   equipment  &  a3endees Monday, September 19, 2011
19. 1. 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”  lighIng  is   adequate. Production Notes Monday, September 19, 2011
20. Online  Video  Streaming  Provider • Free with paid/premium options • Paid platform – quality, cataloguing, registration, etc. http://bit.ly/pulsetools Monday, September 19, 2011
21. 1. Camera – needs to connect via firewire or USB DIY Monday, September 19, 2011
22. Audio and Video + Slide deck = Media Rich streaming Monday, September 19, 2011
23. 1. Camera – needs to connect via firewire or USB 2. Use a tripod 3. Check for audio quality – paramount importance 4. Connect to your streaming platform 5. Record the presentation to the platform DIY Monday, September 19, 2011
24. Monday, September 19, 2011
25. Engagement Strategies and Technologies • Backchannel • Regional Pods/Viewing Parties • Video Participation • Virtual Emcee/Tech Moderator • Tech Moderator • Polling/Games • FUN! Monday, September 19, 2011
26. WHAT IS THE BACKCHANNEL? Monday, September 19, 2011
27. Monday, September 19, 2011
28. Channels • Twitter (public) • TodaysMeet.com (private) • Webcasting Platform chat feature (private) • Yammer (private) • Facebook (public) Monday, September 19, 2011
29. Monitor Moderate Respond Monday, September 19, 2011
30. PCMA GMC: Increased Audience Size from 220 to 350+ Chicago  220 Pods 85 Worldwide 80 Monday, September 19, 2011
31. Monday, September 19, 2011
32. Main Event Remote Participant/ Speaker Monday, September 19, 2011
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34. 1. VTC (VideoConferencing) platform allowing communication both ways. 2. Display of the speaker 3. Display of speaker’s content 4. Ensure you have an alternative method of reaching them in case of technical difficulties (ie mobile #) Basic Needs Monday, September 19, 2011
35. VTC’s • Skype • ooVoo • Vidyo • Google+ • Adobe Connect Video Conferencing v. Web Conferencing Monday, September 19, 2011
36. Virtual Emcees @GlennThayer @EmelieBarta Monday, September 19, 2011
37. T TECH Moderator: Laptop, possible seat at Production Table, Microphone or access to Downstage Monitors Monday, September 19, 2011
38. Monday, September 19, 2011
39. Visual Tweets @MichaelMcCurry Monday, September 19, 2011
40. Polling/Games • In-platform • Polleverywhere.com Monday, September 19, 2011
41. FUN! • Custom Menus/Recipes • Desk Yoga • Custom Sessions Monday, September 19, 2011
42. Jessica  L.  Levin,  MBA,  CMP President  and  Chief  Connector Seven  Degrees  CommunicaPons hQp://twiQer.com/jessicalevin hQp://linkedin.com/in/jessicalevin jlevin@sevendegreescommunicaPons.com 908-­‐912-­‐4418 From Strategy to Technology: Your ONLY end-to-end solution for Hybrid Meetings Midori  Connolly Chief  AVGirl Pulse  Staging  and  Events hQp://twiQer.com/GreenA_V hQp://linkedin.com/in/MidoriConnolly Midori@pulsestaging.com 619-­‐  517-­‐5916 Monday, September 19, 2011
43. Success of PCMA GMC 100% added value to membership 100% would like to do it again 78% more inclined to attend an event or join association Scale of 1-5 for value of improving connectivity with other members: 36% Level 4 64% Level 5 Monday, September 19, 2011