analysis and evaluation of a hybrid event - #icca13 - casestudy hybrid conference session
DESCRIPTION
Contact us via http://How-Can-I-Be-Social.com or @GHeijkoop Session WE02: Analysis and evaluation of a hybrid event - (CMP) Moderator(s): Gerrit Heijkoop, Executive Partner & Strategy Advisor Panel: Jennifer Salsbury, Senior Director, International, China National Convention Center, China-P.R. Noor Ahmad Hamid, Regional Director, ICCA Asia Pacific Regional Office, Malaysia Vichaya Soonthornsaratoon, Director of the Meetings, Incentive & Convention Department, Thailand Convention & Exhibition Bureau, Thailand Location: Yellow River Hall, Level 3, Shanghai Convention Center, China P.R. Date: November 6th, 2013 | 10:30 - 12:30 Format: In-depth case study workshop + round table discussions Audience: Primarily aimed at delegates without extensive expertise or experience in hybrid or virtual meetings Description: This year ICCA designed and ran a carefully designed two-hour Hybrid session at the RSMP in Amsterdam, with the assistance of specialists in this field, Gerrit Heijkoop, How Can I Be Social (HCIBS) and Gerdie Schreuders, LiveOnlineEvents BV. This session goes into great depth on 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
52nd ICCA Congress
International Congress and Convention Association .
#ICCA13
Analysis & Evaluation of a Hybrid Event
Ask your questions
Gerrit Heijkoop How Can I Be Social (HCIBS)
Twitter: @HCIBS or @GHeijkoop
Facebook: /HCIBS
Email: [email protected]
Vichaya Soonthornsaratoon Jennifer Salsbury Noor Ahmad Hamid Thailand Convention & Exhibition Bureau
China National Convention Center
ICCA Asia Pacific Regional Office
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
During session at #ICCA13:
100%
#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??
1703 Views
5293 Views
“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 participate virtually?
15%
15%
20%
25%
45%
50%
55%
0% 10% 20% 30% 40% 50% 60%
Live discovery
Prefer virtual attendance
Watched recording
No time to travel
Cost of event
Can't leave office
Travel costs
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
Why NOT?
“Releasing content online will lead to
less live participants”
50% is afraid
of ‘cannibalisation’
During session at #ICCA13:
20%
“So if Lazy Larry stays home and watches every speech online and takes notes.... he'll come away with some good nuggets of information.
But if Friendly Freddy actually goes to the conference, and even misses a few of the sessions because he's hungover....., he will still get more out of the conference than Lazy Larry because he's at the conference mingling, making friends, going out to breakfast/lunch/dinner with all the other nerds at the conference and building up a network of like-minded people.” Source: Neville Medhora
List the benefits of a hybrid event
#exercise
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
Which consequences has a ‘double design’ for you?
#exercise
1. As organizer 2. As venue 3. As sponsor 4. …
What does it take?
Marketing
People
Design: two experiences
Budget
• Technical manager
• Production manager
• Meeting planner
• Trainer
• Marketing manager MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
People: hybrid event team
Online Presenter Online Moderator
People: hybrid event team
What does it take?
Marketing
People: new roles
Design: two experiences
Budget
Marketing: upside down effort
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 …
Please, remember the survey …
