From Local to Global: Do’s and Don’ts of a Hybrid Event - #EIBTM13 Innovation Zone
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From Local to Global Do’s and Don’ts of a Hybrid Event
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Contact us via http://How-Can-I-Be-Social.com or @GHeijkoop EIBTM Knowledge & Networking: From Local to Global: Do’s and Don’ts of a Hybrid Event Speaker: Gerrit Heijkoop, Executive Partner & Strategy Advisor How Can I Be Social (HCIBS) Location: Innovation Zone (O100), EIBTM, Barcelpona, Spain Date: 20 Nov 2013, 14:50 - 15:10 Description: Based on the analysis and evaluation of a real hybrid event in July 2013. This session gives an overview of all the different elements that are required to set up a successful session of this kind: specialised marketing, website design, social media, involvement of and engagement with offsite groups and individuals, incentives to join, session design, IT and AV requirements, and moderator and speaker briefings and behaviour. Such a hybrid event may look simple when you see it taking place on your computer, but it's actually surprisingly complex and has many opportunities to make disastrous mistakes. With input from the organisers and participants from both the live and virtual elements, this is the perfect introduction to anyone wanting to understand the most important general principles or needing practical advice to set and run their own hybrid events.
Transcript of From Local to Global: Do’s and Don’ts of a Hybrid Event - #EIBTM13 Innovation Zone
From Local to Global Do’s and Don’ts of a Hybrid Event
Gerrit Heijkoop How Can I Be Social (HCIBS)
Twitter: @HCIBS or @GHeijkoop
Facebook: /HCIBS
Email: [email protected]
why
Mieke van Loenen Director of events, ICCA
“In advance I was not sure of what to expect, but there was so much positive energy! It brought people closer together, which really suits the values of our brand”
Let’s have a look …
Definition hybrid event An event with both live participants as remote participants.
Where do you stand?
“I have particpated in an event as an ‘online delegate’”
Agree Disagree
“I will be involved in hybrid events in the future”
Agree Disagree
Agree Disagree
“I will be involved in hybrid events in the future” 70%
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
#ICCAbidding July 2013
Day 1 Day 3 Day 2 Amsterdam, Netherlands
Day 2 Day 1 Bangkok, Thailand
Beijing, China P.R.
Offices
Mobiles
Program(s) at a glance
Hybrid bidding sem
inar
Program(s) at a glance
After-Show Pre-Show LIVE Interactive session
1. Welcome by virtual hosts
2. Martin Sirk, CEO ICCA & moderator
3. Do’s & Don’ts in bidding, 2 panelists (clients)
1. Bidding story by panelist
2. Mieke van Loenen, events director ICCA
3. RSMP experience, 2 live delegates
4. Martin Sirk, CEO ICCA & moderator
5. Closing by virtual host
Why??
“Het online ontsluiten van bijeenkomst leidt
tot minder deelnemers”
Why stay local, when you go global?
Compare the numbers ICCA RSMP live
• 152 delegates • 37 countries • 80 in session
#ICCABidding online • 604 viewers • 75 countries • 171 chat & 119 Twitter • 521 messages • 42.210 reached • 12 high quality videos
Why NOT?
“Releasing content online will lead to
less live particpants”
50% is afraid
of ‘cannibalisation’
Benefits are clear! 1. Larger reach
2. More interaction with audience
3. Sponsor opportunities
4. Reduces CO2 & travel costs
5. Huge pile of promotion material
how
What does it take?
Marketing
People
Design
Budget
What does it take?
Marketing
People
Design
Budget
Design: two experiences Live participant • Plenary
• Parallell
• Workshops
• Activities
• Networking
Online participant • Listen & Watch
• Interviews
• Exercises
• Breaks
• Networking
Design: two experiences
What does it take?
Marketing
People
Design: two experiences
Budget
Online Presenter Online Moderator
People: hybrid event team
What does it take?
Marketing
People: new roles
Design: two experiences
Budget
Marketing: upside down effort
What does it take?
Marketing: upside down effort
People: new roles
Design: two experiences
Budget
Budget: what does hybrid cost?
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
1% 2%
6%
8%
10%
30%
42%
Decor Internet
Content
Consultancy
Virtual platform
Streaming Services
Video production
Budget: what does hybrid cost? 7%: €1.000
13%: €2.000
10%: €1.500
27%: €4.000
7%: €1.000
20%: €3.000
17%: €2.500
Decor & other
Internet
Content
Consultancy & Production
Virtual platform
Streaming Services
Video production
ICCA RSMP Hybrid session, July 2013 - HCIBS
What does it take?
Marketing: upside down effort
People: new roles
Design: two experiences
Budget: €15.000 + …
what
Lesson’s learned:
#reflection apply to your own situation
Before we go …
I am going to …
Gerrit Heijkoop How Can I Be Social (HCIBS)
Twitter: @HCIBS or @GHeijkoop
Facebook: /HCIBS
Email: [email protected]
