How to design and execute a Hybrid Meeting for your PCMA Chapter
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Transcript of How to design and execute a Hybrid Meeting for your PCMA Chapter
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©2009 Professional Convention Management Association
Hybrid Meetings for PCMA ChaptersWhy They Provide Value &
How To Get Started
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©2009 Professional Convention Management Association
Michael McCurry, CMP
Strategic Account Manager, Experient
2010 GMC PCMA Immediate Past President
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©2009 Professional Convention Management Association
Midori Connolly
Co-founder & Chief AVGirl, Pulse Staging and Events, Inc.
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©2009 Professional Convention Management Association
Today’s Learning Objectives
Define hybrid meetings and the potential value to your chapter
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©2009 Professional Convention Management Association
Today’s Learning Objectives
Identify virtual components for creating a hybrid
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©2009 Professional Convention Management Association
Today’s Learning Objectives
Understand logistical issues for producing a hybrid event
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©2009 Professional Convention Management Association
Today’s Learning Objectives
Craft operational timeline and plan for a hybrid meeting
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©2009 Professional Convention Management Association
Today’s Learning Objectives
Why sponsorships are viable to help fund the event
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©2009 Professional Convention Management Association
Definition of Hybrid Event
Online and face2face attendees interacting with one another utilizing one or more virtual
components
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©2009 Professional Convention Management Association
The Big Picture
What is the potential value of hybrid meetings?
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©2009 Professional Convention Management Association
• Extend the Reach of Chapter Educational Events–Enhanced Membership Value
–Members in Outlying Areas
–New Members
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©2009 Professional Convention Management Association
What are the Best Ingredients for a Hybrid Chapter Meeting?
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©2009 Professional Convention Management Association
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©2009 Professional Convention Management Association
Back Channel Conversation
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©2009 Professional Convention Management Association
Twitter Monitor and the
Twitter Stream
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©2009 Professional Convention Management Association
Technology & Logistics To Consider When Staging A Hybrid
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©2009 Professional Convention Management Association
VENUE
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©2009 Professional Convention Management Association
Bandwidth and Connectivity
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©2009 Professional Convention Management Association
Free Wifi
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©2009 Professional Convention Management Association
Adequate power for AV equipment &
attendees
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©2009 Professional Convention Management Association
Unobstructed Camera View
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©2009 Professional Convention Management Association
Questions and instructions for venues
1. How you would like the room set.
2. Need for ambient lighting.
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©2009 Professional Convention Management Association
3. What Internet access is available for your meeting room?
4. How fast is your Internet connection? (T1)
5. How much will it cost?
Questions and instructions for venues
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©2009 Professional Convention Management Association
PRODUCTION
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©2009 Professional Convention Management Association
Production Crew &Cameras Operated
By People
Direct Audio and Video Feeds
Decent Lighting
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©2009 Professional Convention Management Association
Online Video Streaming Provider
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©2009 Professional Convention Management Association
Online Video Streaming Provider
MUST:
Interactivity Tool
Rich Media Stream
No pre-loading required
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©2009 Professional Convention Management Association
1. What platform will provide the video stream?
2. Will the broadcast be password protected?
3. What can we customize? (Brand EVERYTHING!)
Questions and instructions for production
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©2009 Professional Convention Management Association
3+ months
6-8 week
s
6week
s
2-4 week
s
1 week
2-3 days
1-3hour
s
Immediately
Event
1 day - 1 week after
• GOALS• Explore
technology options
• ID speakers, topics
• Choose Date and Time
• Assign team tasks
• Finalize sponsorships and technology platform
• Design registration
• Begin promotion
• Sell Sponsorships
• Coach speakers
• Create strategic survey questions
• Ongoing Promo: Email, website, social media
• Tech meeting
• Tech test run
• Calls with Pod leaders
• Obtain multimedia to be played
• Final calls with tech moderator and production crew
• Send email reminder to attendees
• Review slide decks
Speaker rehearsal
Survey attendees
• Debriefing: what worked, what didn’t
• Compile and use survey results
• Download Twitter transcript
• Address any unanswered questions or concerns
Operational Timeline and Event Plan
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©2009 Professional Convention Management Association
How to Create Your Chapter’s Plan?
Timeline Items:
– Strategy– Marketing– Logistical
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©2009 Professional Convention Management Association
GOALS!
What is the purpose of your hybrid event?
What are your top 3 challenges?
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©2009 Professional Convention Management Association
MarketingSponsorship
RevenueObtain Sponsor Logo’sCustom RegistrationUnique Survey Q’s
Drive Attendance/AdvertisingCreate Hashtag
Member ValueDesign Networking
Pods
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©2009 Professional Convention Management Association
Tactical
Future Content Use?Testing?
Team TasksRegional PodsTech Moderator
Time zones/target market
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©2009 Professional Convention Management Association
Why Are Sponsorships Viable for Your Chapter?
Hybrid Events Create An Extended Opportunity for Sponsors!
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©2009 Professional Convention Management Association
In-Kind Sponsorships•Production Firms
•A/V Companies
•Stream Providers
“Struttin Their Stuff”
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©2009 Professional Convention Management Association
Funded Sponsorships
• Hotels• DMO’s• Suppliers
Trading Cash for Kudos (and Leads)!
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©2009 Professional Convention Management Association
Everyone Wins With Hybrid Events
• Increased Attendance at Event•Enhanced Member Value•Chapter Market Exposure•Business Growth for All
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©2009 Professional Convention Management Association
Visual Tweets
Real-life Results?PCMA GMC
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©2009 Professional Convention Management Association
Increased Audience Sizefrom 220 to 350+
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©2009 Professional Convention Management Association
Now that’s what I call ROI!
Perception:Members100% Added value to my
membership100% Would like to do it againNon-Members78% I’m now more inclined to
attend a PCMA event or join the association
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©2009 Professional Convention Management Association
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!!
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©2009 Professional Convention Management Association
Recap of Discussion
Definition of a Hybrid Mtg.Components of Hybrid EventLogistical ConsiderationsHow to craft a Plan/timelineWhy Sponsorships are Viable
Today You Have Learned:
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©2009 Professional Convention Management Association
Q & A
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©2009 Professional Convention Management Association
Connect With UsMichael McCurry - @MichaelMcCurry (Twitter)
Blog: http://www.michaelmccurry.net/
Email: [email protected]
Midori Connolly - @GreenA_V (Twitter)
Blog: http://pulsestaging.com/news/
Email: [email protected]
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©2009 Professional Convention Management Association
THANK YOU FOR JOINING US!