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©2009 Professional Convention Management Association Engaging Attendees Today How to Combine Virtual and Face-to-Face Meetings

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Slides from PCMA 3-5-2010 Webinar on Engaging Attendees Today: How To Combine Virtual & Face To Face Events

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Page 1: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Engaging Attendees Today

How to Combine Virtual and Face-to-Face Meetings

Page 2: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Engaging Attendees TodayHow to Combine Virtual and Face-to-Face Meetings

Page 3: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Michael McCurry, CMP

Facilitator

Page 4: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Page 5: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Today’s Agenda

1. Discuss how to use Social Media as tool to enhance attendee experience before, during and after meeting

Page 6: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Today’s Agenda

2. Identify ways to manage technology to deliver a seamless Hybrid experience

Page 7: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Today’s Agenda

3. Discuss strategies for increasing interaction between virtual & face2face attendees

Page 8: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Christina Coster

Freelance Planner

Jessica Levin

7 Degrees Communication

Jeff Hurt

Velvet Chainsaw Consulting

OUR PANELISTS

Page 9: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

An Inside Look

Page 10: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Page 11: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Definition of Hybrid Event

Online and face2face attendees interacting with one another utilizing one or more virtual

components

Page 12: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

The Big Picture

Why consider livestreaming & hybrid events

Page 13: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Consider the “Long Tail

Page 14: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

The Birth Of Event Camp 2010

Page 15: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Page 16: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Un-Conventional Venues Create

Excitement!

Page 17: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

The Fun Factor!

Page 18: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

It’s About Attendee

Engagement

Page 19: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Blended UnConference Elements With

Traditional Events

1. OpenSpace Concepts

2. Peer2Peer Collaboration

3. Fish Bowl Activity

Page 20: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Good Adult Learning Techniques for

Content Delivery is Paramount to

Effective Learning!

Page 21: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Learning Continues

Outside the Meeting

Page 22: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Using Social Media To Enhance Before, During & After Meeting Experience

Page 23: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Online eCommerce & Registration

Page 24: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

The Conference eCommunity

Page 25: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Blogs & Social Media Marketing

Page 26: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Back Channel Conversation

Page 27: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Twitter Monitor and the

Twitter Stream

Page 28: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Technology & Logistics To Consider When Staging A Hybrid Event

Page 29: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Venue with Free WiFi

Page 30: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Venue with Adequate Bandwidth & Internet Connection

Page 31: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management AssociationCeiling Height, Chandeliers & Lighting

Page 32: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Production Crew &Cameras Operated

By People

Proper Interface Hardware for Digital

to PC

Page 33: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Adequate Electric for AV equipment &

attendees

Page 34: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Online Video Streaming Provider

The online provider compresses & digitizes the video for distribution

Page 35: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

1. How is the room set?2. What's the ambient

lighting like?3. Will someone be

behind camera?

Questions to ask venues, equipment & service providers

Page 36: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Questions to ask venues, equipment & service providers

4. What's your internet access?

5. How fast is your internet? (512kb/min)

6. Do you have appropriate PC hardware interface?

Page 37: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Questions to ask venues, equipment & service providers

7. What livestreaming online provider do you use?

8. Is your OP password protected ?

9. Does your OP integrate w/ social networks?

Page 38: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Strategies For Blending Virtual &

Face2Face Attendee Experiences

Page 39: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Best Practices For Engaging Virtual & F2F Audiences

1. Don’t just pour the F2F experience into virtual platform

2. Call the virtual audience a remote audience

3. Ask your production crew forrecommendations on dress

Page 40: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Best Practices For Engaging Virtual & F2F Audiences

4. Establish #hashtag. Marketearly and often.

5. Ask someone to follow the Twitter stream and monitor for questions

Page 41: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Best Practices For Engaging Virtual & F2F Audiences

6. Break the “Fourth Wall”

7. Provide moments of intimacyfor remote audience

8. Have an appointed Twittermoderator

Page 42: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Best Practices For Engaging Virtual & F2F Audiences

9. Have presenter stop every10-20 minutes & give F2Faudience an activity. Thenpresenter can talk toremote audience.

10.Show shots of F2Faudience

Page 43: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Preparing Your Speakers For Hybrid

Page 44: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

Preparing Your Speakers For Hybrid

Page 45: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings
Page 46: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Recap1. Discussed how to use Social Media

as tool to enhance attendee experience before, during and after meeting

2. Identified ways to manage technology to deliver a seamless Hybrid experience

3. Discussed strategies for increasing interaction between virtual & face2face attendees

Page 47: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Connect With Us1. Michael McCurry - @MichaelMcCurry

http://www.michaelmccurry.net/

2. Christina Coster - @MizCity

3. Jessica Levin - @sevendegreescom http://sevendegreescommunications.com/

4. Jeff Hurt – @JeffHurt http://jeffhurtblog.com

http://jeffhurtblog.com/
Page 48: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

Upcoming PCMA Events

• Education Foundation DinnerMay26, 2010

Hilton WashingtonWashington, D.C.

• Education ConferenceJune 13-16, 2010

Fairmont The Queen Elizabeth Montreal, Quebec

• Online Learning Centerwww.pcma.org/onlinelearningcenter

http://www.pcma.org/onlinelearningcenter
Page 49: Engaging Attendees Today: How to Combine Virtual and Face-to-Face Meetings

©2009 Professional Convention Management Association

THANK YOU FOR JOINING US!


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