how to design and execute a hybrid meeting for your pcma chapter
DESCRIPTION
Covers the logistics, planning and value of a Hybrid Meeting format, particularly exploring what made the PCMA Greater Midwest Chapter's September 2009 Educational Program so successful.TRANSCRIPT
©2009 Professional Convention Management Association
Hybrid Meetings for PCMA ChaptersWhy They Provide Value &
How To Get Started
©2009 Professional Convention Management Association
Michael McCurry, CMP
Strategic Account Manager, Experient
2010 GMC PCMA Immediate Past President
©2009 Professional Convention Management Association
Midori Connolly
Co-founder & Chief AVGirl, Pulse Staging and Events, Inc.
©2009 Professional Convention Management Association
Today’s Learning Objectives
Define hybrid meetings and the potential value to your chapter
©2009 Professional Convention Management Association
Today’s Learning Objectives
Identify virtual components for creating a hybrid
©2009 Professional Convention Management Association
Today’s Learning Objectives
Understand logistical issues for producing a hybrid event
©2009 Professional Convention Management Association
Today’s Learning Objectives
Craft operational timeline and plan for a hybrid meeting
©2009 Professional Convention Management Association
Today’s Learning Objectives
Why sponsorships are viable to help fund the event
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Definition of Hybrid Event
Online and face2face attendees interacting with one another utilizing one or more virtual
components
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The Big Picture
What is the potential value of hybrid meetings?
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• Extend the Reach of Chapter Educational Events–Enhanced Membership Value
–Members in Outlying Areas
–New Members
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What are the Best Ingredients for a Hybrid Chapter Meeting?
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Back Channel Conversation
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Twitter Monitor and the
Twitter Stream
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Technology & Logistics To Consider When Staging A Hybrid
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VENUE
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Bandwidth and Connectivity
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Free Wifi
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Adequate power for AV equipment &
attendees
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Unobstructed Camera View
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Questions and instructions for venues
1. How you would like the room set.
2. Need for ambient lighting.
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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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PRODUCTION
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Production Crew &Cameras Operated
By People
Direct Audio and Video Feeds
Decent Lighting
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Online Video Streaming Provider
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Online Video Streaming Provider
MUST:
Interactivity Tool
Rich Media Stream
No pre-loading required
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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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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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How to Create Your Chapter’s Plan?
Timeline Items:
– Strategy– Marketing– Logistical
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GOALS!
What is the purpose of your hybrid event?
What are your top 3 challenges?
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MarketingSponsorship
RevenueObtain Sponsor Logo’sCustom RegistrationUnique Survey Q’s
Drive Attendance/AdvertisingCreate Hashtag
Member ValueDesign Networking
Pods
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Tactical
Future Content Use?Testing?
Team TasksRegional PodsTech Moderator
Time zones/target market
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Why Are Sponsorships Viable for Your Chapter?
Hybrid Events Create An Extended Opportunity for Sponsors!
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In-Kind Sponsorships•Production Firms
•A/V Companies
•Stream Providers
“Struttin Their Stuff”
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Funded Sponsorships
• Hotels• DMO’s• Suppliers
Trading Cash for Kudos (and Leads)!
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Everyone Wins With Hybrid Events
• Increased Attendance at Event•Enhanced Member Value•Chapter Market Exposure•Business Growth for All
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Visual Tweets
Real-life Results?PCMA GMC
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Increased Audience Sizefrom 220 to 350+
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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
©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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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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Q & A
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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]
©2009 Professional Convention Management Association
THANK YOU FOR JOINING US!