how to design and execute a hybrid meeting for your pcma chapter

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Hybrid Meetings for PCMA ChaptersWhy They Provide Value &

How To Get Started

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Michael McCurry, CMP

Strategic Account Manager, Experient

2010 GMC PCMA Immediate Past President

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Midori Connolly

Co-founder & Chief AVGirl, Pulse Staging and Events, Inc.

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Today’s Learning Objectives

Define hybrid meetings and the potential value to your chapter

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Today’s Learning Objectives

Identify virtual components for creating a hybrid

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Today’s Learning Objectives

Understand logistical issues for producing a hybrid event

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Today’s Learning Objectives

Craft operational timeline and plan for a hybrid meeting

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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

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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: mike.mccurry@experient-inc.com

Midori Connolly - @GreenA_V (Twitter)

Blog: http://pulsestaging.com/news/

Email: midori@pulsestaging.com

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THANK YOU FOR JOINING US!