virtual events:101

Virtual Events 101

Presented by Samuel J. Smith

Wednesday, March 3, 2010

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Who is Sam Smith?


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Who is Sam Smith?


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Who is Sam Smith?


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Who is Sam Smith?


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Law of two feet


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How do you definea virtual event?


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Is it this?


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or that?


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Virtual is an Umbrella term

for any event that is not face to face

- Kelly A. Graham, Cisco


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“a gathering of many people connected through a common online

environment.”- George P. Johnson


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VIRTUAL EVENTSFORBES: CASE FOR FACE-TO-FACE

FIGURE 6. Which of the following meeting methods is most conducive to fostering the following key business actions/attributes/outcomes effectively?

32 43 14 11

37 44 16 3

49 14 10 27

71 10 10 9

73 12 10 5

73 11 9 7

74 14 9 3

75 13 8 4

78 10 7 5

79 10 7 4

82 8 6 4

85 7 5 3

85 6 5 4

87 5 5 3

91 4 3 2

Persuasion

Leadership

Engagement

Inspiration

Decision making

Accountability

Candor

Focus

Clarity

Brainstorming

Strategy

Reaching a consensus

Urgency

Data presentation

Information dissemination

0% 50% 100%

Face-to-face Webconference Videoconference Teleconference

Source: Forbes Business Meetings: The Case for Face to Face, October 2009

32 43 14 11

37 44 16 3

49 14 10 27

Urgency

Data presentation

Information dissemination

0% 50% 100%

Face-to-face Webconference Videoconference Teleconference


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With that potential in mind, it’s important to first establish a baseline of virtual meeting

and event best practices, uses and spending patterns.

As Figure 1 shows, a relatively large number of respondents have experience with

virtual meetings and virtual events. In fact, nearly half (48 percent) indicated that their

organizations already produce virtual meetings or events. More than a third (37 percent)

said that their companies produce hybrid events that include a physical component and

a virtual component. And interest in the use of virtual events is high. Forty five percent

of the respondents said that they are exploring the possibility of holding virtual events or

adding virtual elements to their existing events.

Virtual Event Business ApplicationsMoreover, companies are using virtual meeting and event technology for a broad range of

applications (Figure 2) which break down neatly between simple presentation tools such

as webcasts and webinars versus more robust solutions such as virtual conferences or

trade shows.

Under the virtual meetings umbrella, the most popular use of this kind of virtual

technology is for presentations (61%) followed by internal meetings (56%) and training

and education (53%).

Figure 1: Organizational Experience with Virtual Meetings and Events

0% 10% 20% 30% 40% 50%

Interested in holding virtual events andmeetings or adding virtual elements

Currently plan to hold virtual andor hybrid meetings and events

Currently produce hybrid physical/virtualmeetings and events

Currently produce virtual meetingsand events

48%

37%

35%

45%

0% 10% 20% 30% 40% 50% 60% 70% 80%

Trade ShowsSupport

Sales CallsLead Generation

User Group MeetingsExternal Meetings

ConferencesTraining/EducationInternal Meetings

Presentations 61%

56%

53%

48%

45%

40%

36%

33%

32%

32%

Figure 2: Top Ten Company Applications of Virtual Meeting/Event Technologies

Source: George P. Johnson 2010 Virtual Market Outlook Report

VIRTUAL MEETINGSBUSINESS APPLICATIONS


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Under the virtual event marketing umbrella, the most popular use of virtual technology

is conferences (48%), followed by external meetings (45%), user group meetings (40%)

and for lead generation (36%). It’s important to note that 32% of respondents indicated

that virtual trade shows were one of their top virtual event applications.

Clearly, the current use of virtual meetings technology is heavily weighted towards

presentations, internal meetings and education and training, which are typically

delivered by webcasts and webinars. Figure 3 indicates that certification is one of the

emerging applications associated with these technologies. This data suggests that online

certification of sales, product representatives, dealer networks, developers, partners

and other groups is a key area for meetings and event professionals and that virtual

technology presents new ways to deliver in this category.

It’s interesting to note that that there is a fair amount of resistance to using certain virtual

meeting and event technologies to achieve some key business objectives. For instance,

33% of respondents said they currently use virtual meeting technology for sales calls

and 42% said they would consider using virtual meetings technology for that purpose.

However a large number of respondents (25%) said they would not consider using virtual

meeting technology for sales calls.

0% 10% 20% 30% 40% 50% 60%

Trade Shows

User Group Meetings

Support

Lead Nurturing

Certification 58%

55%

54%

52%

52%

Figure 3: Top Five Applications for Which Company Would Consider Use of Virtual Meeting or Event Technology

VIRTUAL MEETINGSTOP CONSIDERATIONS


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Individual Perspectives on Virtual Meeting and Events

Having looked at organizational-wide perspectives on virtual meetings and event

technology, it’s useful to turn to the behaviors and perceptions of the individuals who

are the audience for these experiences. What’s clear is that the adoption rate of certain

technologies mirrors how long those technologies have been available in the market.

For instance, it should come as no surprise that under the heading of virtual meeting

technology, webcasts and webinars are by far the platforms audiences use most heavily.

As seen in Figure 4, 83% of the respondents have participated in webinars in the past

year; 75% of respondents have participated in webcasts; and 73% have participated in

online conferences or seminars. This data suggests the degree to which these relatively

new technologies have become part of our daily media ecosystem; webcast and webinars

now play a significant role in how we obtain information and engage one another.

One compelling statistic is that 48% of respondents have participated in a virtual/online

trade show while 46% have participated in a hybrid meeting. In future iterations of the

Virtual Market Outlook report studies we will be sure to compare these responses in order

to gain some insight into the overall trend in this crucial area.

Compare those statistics to that of the adoption of 3D immersive technology such as

Second Life: only 25% of respondents indicated that they have used this technology.

0% 20% 40% 60% 80% 100%

Online Job Fairs3D Immersive Worlds

Hybrid MeetingsVirtual/online Trade Shows

Virtual/online MeetingsTelepresence/Video Conference

Virtual EnvironmentsOnline Conferences or Seminars

WebcastWebinar 83%

75%

73%

69%

62%

61%

48%

46%

11%

25%

Figure 4: Top 10 Virtual Activities You Have Participated in During the Past Year? (Check all that apply.)

VIRTUAL MEETINGSTECHNOLOGY APPLICATIONS


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ATTENDEES

COULDN’T ORDIDN’T ATTEND

DON’T KNOW YOU

LIKE MINDED COMMUNITY

(Your Fans)


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Fans Go Crazy.


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Fans Embrace You


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Fans Want More Cowbell


WORLDS ARE COLLIDING

FACE TO FACEMEETINGS

DIGITAL

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WORLDS ARE COLLIDING


DIGITAL

OPPORTUNITY

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DIGITAL

OPPORTUNITY

Extend Meetings Include More People Improved Interaction Alternative Formats

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EXTEND MEETINGS23


EXTEND MEETINGS

WEBINARS

WEBCASTSBLOGS

SOCIALNETWORKS

VIRTUALEVENTS

PRESSRELEASE

THANK YOUEMAIL

WHITEPAPER

CASE STUDY SALES MEETING VIDEO

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INCLUDE MORE PEOPLE24


INCREASE INTERACTION25


LEVERAGE NEW FORMATS

TELEPRESENCE

VIRTUAL

VIRTUAL WORLD

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DIGITAL

OPPORTUNITY

Extend Meetings Include More People Improved Interaction Alternative Formats

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FOUR VIRTUAL EVENT TOOLS

WEBINAR

HYBRIDMEETING

VIRTUAL WORLDS

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FOUR VIRTUAL EVENT TOOLS

WEBINAR

HYBRIDMEETING

VIRTUAL WORLDSTELEPRESENCE

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WEBINARBEFORE / AFTER

1. Registration2. Testing3. Presentation4. Recording5. Archiving

KEY STEPS

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WEBINAR EXPERIENCECONSIDERATIONS

1. Sound2. Video3. Slides4. Chat

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HYBRID MEETINGDURING

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HYBRID MEETINGDURING

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TELEPRESENCEDURING / AFTER

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TELEPRESENCEDURING

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TELEPRESENCEDURING

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VIRTUAL PLATFORMSDURING / AFTER

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BRIDGING THE GAPHYBRID MEETINGS

1. Setup Backchannel2. Use Moderator3. Include Video Interviews4. Share Highlights


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VIRTUAL EVENTS 101QUESTIONS?


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WHAT IS ONE THING THAT YOU LEARNED FROM THIS SESSION?PLEASE SHARE WITH A NEIGHBOR


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Please take 2 min now to fill your

feedback survey!


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From the main menu select Messaging

Select Inbox and open the survey

Make your selection for each of the questions

Select “submit” at the bottom of the survey and push OK.

feedback survey!
