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Bring Your Conference to
Your Members
August 17, 2009Content Leaders:
Richard Finstein, Partner, CEO CommPartners, LLC
John Volentine, Partner, Director of Operations, CommPartners, LLC
Connecting Great Ideas and Great People
www.asaecenter.org
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Key Discussion Areas
Definition of hybrid conferencing Basis for introducing hybrid
conferencing to your community A business foundation to boost your
chances for success
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Key Discussion Areas
Technology components Internal and external resource selection
to meet your goals Presentation methods to connect in the
most effective way Tips for more effective presentations
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Poll Question
To those in the remote audience what is the #1 reason you are not here
1. Costs
2. Time away from the office
3. Inconvenience of traveling to the event
4. Relevancy of content
5. Lack of connection to ASAE as a resource
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Poll Question To those in the onsite audience…
what is the #1 reason you are here.
1. Networking Opportunities
2. Education Sessions
3. Exhibits
4. See Toronto
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Poll Question
To those in the onsite audience… If a number of sessions you were interested in were available online, would you still come to the conference?
1. Yes
2. No
3. Not sure
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ASAE Conference Facts…
1. 3,000 attendees at the conference
2. 22,000 members are absent 3. Roughly 85% are not participating
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Definition Hybrid Conferences
The creation of a teaching environment
suitable for both onsite and remote participants where each is able to have the same opportunity to learn, engage the presenters and achieve the same educational outcomes.
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Pre Session Poll of Webinar Participants
What type of online education are you currently providing?
Webinars/ Webcasts – 51%
Previously recorded content – 41%
Podcasts – 9%
Online Courses – 14%
Virtual Trade Shows / Hybrid Conferences – 2%
None – 11%
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An Opportunity Like Never Before
Participating virtually has much greater acceptance
Increasing frustration with economy, travel
More flexible / dynamic, meeting / learning technologies
Organizations have a better understanding of how to create effective online content
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Creating a Successful Hybrid Event Create Vision Statement for
Hybrid Learning (DNA)
In creating a vision statement consider the following:
Because we are investing our time, our resources, and our finances and the results will impact our relationships, our credibility and our value we have to do this well.
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Components of Your Vision Statement
Why are we doing this? How do we benchmark success?
How will these programs benefit our organization?
How will these benefit to our members / stakeholders?
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Components of Your Vision Statement
How will these programs fit in with our other online / onsite offerings?
What are the principles that will set our programs apart from everyone else?
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Hybrid Conference Foundations
Perform research / understand your
community Create business strategy Create your brand Confirm tactical approach & teaching strategies Verify work flow
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Creating Successful Hybrid Events –
An organizational ApproachIT Department
AMS Integration
Merchant services
Authentication and security
Attendee accessMembership / Marketing
Impact of online learning on value of membership
Compliment to other marketing initiatives
Potential use to support marketing to members
Education / Meetings Department
Quality programming
Continuing educational credits
Meet pre confirmed objectives
An asset to the organization Provide members /
stakeholders what they are seeking
Finance / Operations Department
Reduce expense exposure
Timely payment process
Alternative revenue models
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Create Business Strategy Cost – benefit analysis Sponsorship Session packaging Fees for event archives Subscription vs. Individual pricing Threshold for risk
Creating Successful Hybrid Events
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Creating a Successful Online Learning Strategy
Online teaching strategies
Organization and presentation of content
Presenter qualifications
Screen Layout
Branding / identity strategy
Content choices
Pre / post learning enhancements
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Hybrid Learning Categories
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Multimedia Presentations1. The “Virtual Keynote
Address”
2. Success is tied to the visual presentation and functions along with the presenter’s personality
3. Broadcast vs. collaborative
4. Integration of video, changing imagery, sponsorship
5. Marketing campaigns
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Interactive Learning Labs1. The “Learning Lab”
2. Energy is in the dialog
3. Verbal participation
4. Peer group networking
5. Smaller work groups
6. Utilization of interface to foster learning
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Formal Educational Programming
1. Lecture based
2. Defined curriculum
3. Pre and post learning processes
4. Live or On demand
5. Certificate based
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Program Layout
Vs.
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Virtual Conferences
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Creating a Successful Hybrid Strategy Create Your BrandCreate Your Brand
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American Immigration Lawyers Association
Case Study & Demonstration
One day program, six sessions
Offered option to purchase morning sessions or afternoon sessions.
Included archives with purchase
Forty members participated remotely and paid $200 for 3 sessions.
One day program, six sessions
Offered option to purchase morning sessions or afternoon sessions.
Included archives with purchase
Forty members participated remotely and paid $200 for 3 sessions.
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First Q & A Session:Remote audience:To ask an audio question please dial 1-800-214-0694 and enter passcode 143208#. Press *1 on your telephone keypad to let us know you are ready to ask your question. You may also type your question in the box at the bottom of your screen. Click on the Question & Answer button then type in your question and select the “Send” button.Priority will be given to audio questions.
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Hybrid Event Team
Producer Producer Assistant One or multiple
camera operators Technology
coordinator Representative(s) to
manage onsite audience questions
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Producer Responsibilities
Event Planning / Coordinates Event Team Resources
Speaker / Presenter Coordination Technology / Equipment Selections Testing Coordination Day of Event Coordination Overall Event Success
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Event Team
Physical Room Setup: Local Room Size / Dimensions Lighting / Sound / Layout / Equipment Network Connections / Power Speaker/Presenter Preparations: Speaker/Presenter Technology Training Session Format? Panel, Podium, Interview Local / Remote audience interaction /
question & answers / polls / surveys ? How?
Location of Speaker / Presenter? Fixed vs Moving
Event Time-Line / Script
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Producer and Team
Technology and Equipment Number(s)/Type of camera / operators Streaming and remote player
requirements Audio/ Video requirements Remote presenters? Video?Testing Test / Dry Runs / Equipment checks
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Producer and Team
Day of Event Support Manage Question and Answer Session Equipment and Staff checksOverall Event Success Does everything necessary to run a
successful event
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Hybrid Configuration
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Hybrid Resources for Success
Produce your event – more than planning
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Hybrid Central
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Hybrid Central
Branded hybrid conference home
Live & on demand registration, check in
AMS Integration
Social media integration
Podcasts from presented content
Resource documents
Technical requirements
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Collaborative Learning…Why is this so Challenging?
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Tip # 1 –Understand all the details to produce a successful event
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Tip # 2 – Prepare the onsite production weeks before the event
Perform Site Survey
Have good working relationship with AV contact
Provide room layout
Define access to Internet, audio components
Perform Site Survey
Have good working relationship with AV contact
Provide room layout
Define access to Internet, audio components
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Tip # 3 –Properly market your program.
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Tip # 4 – Start early in engaging and preparing your presenters. Provide them
your mission for your programs to get their buy in.
Review content and presentation objectives
Evaluate ability
Introduce technology
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Activity Options
Interview
Panel
Case Study
Role Play
Breakout rooms
Tip # 5 – Be willing to modify program delivery if you sense selected presenter will not be able to thrive in this format.
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Make sure you have a back up audio recording
Have a fast way to communicate to the audience
Contingencies have been worked out in case connectivity is lost.
Tip # 6 – Create a back up plan
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Ensure all presenters have headsets.
Perform a pre sound test and final sound test before the event.
Test all presenters with the microphones they will be using.
Test roaming microphones.
Tip # 7 – Ensure sound will be perfect
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Tip # 8 – Utilize Web based learning best practices
Have seeded questions ready Script opening and closing Segment audience Create a pleasing visual presentation Build interaction Use an increased amount of imagery Call on people by name
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Consider providing a copy of slides, archive, and Q & A from the event on a hosted page that also promotes upcoming events.
Automatically deliver an archive to anyone that missed the event.
Send a thank you email for their attendance and a preview to upcoming events.
Tip # 9 – Provide a post event deliverable
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Think out of the box
Entertain
Leave time for audience participation
Take calculated risks
Tip # 10 – Be Creative – Have Fun
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Second Q & A Session:Remote audience:To ask an audio question please dial 1-800-214-0694 and enter passcode 143208#. Press *1 on your telephone keypad to let us know you are ready to ask your question. You may also type your question in the box at the bottom of your screen. Click on the Question & Answer button then type in your question and select the “Send” button.Priority will be given to audio questions.