8/7/2019 Mindmap Building an effective Team for Hybrid Events

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Building A Team to

Execute Effective,Impactful Hybrid Events

Webinar details

MPI Webinar

Sam Smith

Interactive Meetings Technology

A metaphorLive events

Like Theatre

Hybrid EventsLike a TV production

What is a Hybrid Event Main + POD eventsPod options

Ruth Chri's Steak House

Hotel chains

Main +PC's

Two way Communications Links

1Text Chat

2Polls

3Questions

4Audio

1 to 1

Group

5Video

Group video chat

1 to 1 video chat

Discussion What are some of the new things that you cannow do at your events now that could

connect remote groupd to gather input

questions in backchannel to beanswered post event

take questions for speaker in realtime

remote F&B sampling (virtual winetasting) send the bottles ahead andtaste simultaneously with pods

demos

Send out physical things (workbooks / drinks etc)to make them part of the experience

Use time difference to assimilate info

Live video streaming

Live chat with remote attendees

Two way video connections

Remote Presenters from a remote POD

Remote group participation

Custom programming for remote audience

Repurpose the content & discussion cutout highlights and write blogpost about them

The Team Roles

Hybrid = new game with new roles

Dannette VealeCisco

It takes a village to pull off a hybrid event

Sarah Shewey

TEDActive

5 tips for hybrid success

1) Live Host is glue for simulcast+ live speakers

+ reflection on topics

2) Localize event with community

3) Coach speakers on delivery

4) Broadcast video & slides

5) Treat the simulcast as special event

Midori Connolly

Pulse Staging & Events

Leverage existing A/V Experts A/V partners are

Emilie BartaVirtual Emcee

Virtual emcees are important conduitbetween the face to face audience andthe virtual audience.

They maintain contact with the virtualaudience, answer questions andrepresent the virtual audince

What kind of people do we need to do this

Technical

Non-technical (Communications)

Hybrid Teams.jpg

Discussions What surprises you in the quotes and commentsfrom the people that I interviewed

Leveraging existing AV staff members /competencies to add to external suppliers

selecting a content expert emcee

visual notetaking

Interview

The Roles required

9 roles

Virtual Tech Director

calls the virtual show

Multiple video shots

studio

main event

break out rooms

external pods

decision on switch between cameras

could be same as tech director in event

should be working with event tech director

helping setup and put in place technology

how audio & video is sent out to people

connect to pods

Camera Man

not just image magnification

panning & zooming & focussing andmanaging white balance

virtual attendees will get bored with 1 shot

never more than 2 minutes in 1 shotTED example 8 camera positions

basis for judgement is fast movingcamera action on TV

soft skills to work with virtual EMCEE talent

red carpet shot

enthusiasm to move around and work long hour

Web casting engineer

synthesize slide / audio / video

make recording

sent out to broadcast links

private login management for PODS or paid access

not necessarily very sr role but finished product thatyou send out is the product that you want

AV/ Technician

External Skype connecting and inboundaudio/video is a new source to manage

have "buffer feed time" to check audioand video setup and fallback plans

Virtual EMceeSkills

Some content scripted

Endurance

Interview skills

virtual Emcee.jpg

Social Media skills

Multi task & pay attention

open & close a segment without a script

welcome to ...thank you for joining usnow we'll go back to the main event

POD shout out skills

knowledge of the subject

POD Host // Coordinator

build discussion

event management skills

virtual skills

hosting skills

time schedule control

linkup and backup plans

See for more experience info

podhost.jpg

Fact Based "Tweeter" / Microblogger //Highlight reporter in Near Realtime

To feed the summary sound bites for theattendees

adds to learning and possibility toretweet or re-dessiminate

If the virtual missed a point/topic

no opinions

facts only with rich links

fact_based-tweeters.jpg

amplification of the events message

Skills

Listen

Synthesize

Type

Content expert

Practice

Official Twitter Handle

Practice at other events

Like a simultaneous

Customer Servicehelpdesk function

Phone

Emailquestion

technical queries

twitter

speaker feeding questions

make sure that all contact points areequiped also during the full duration ofthe conference and before the start

could be an exisiting helpdesk

Script the support items and give it to them

"re-use" existing resources

bucketted in different budget?

Remote Moderator

Help catch all the questions that arecontent related

Synthesize questions from virtual audience

Remote Moderator can share in audio the

Be able to use computer / multiple questions,

can digest large amounts of info

speaking skills

public speaking skills to ask question

summarize the general feeling of a question

remember names and acknowledge who's there

Content Director

Responsible for the content

Curation

Create unique scheduleLive audience

Remote audience

Custom programming

In breaks

in food breaks

pre-set the content and prepare backup

Speaker instructions

How to get questions

Coaching

How to speak to outside remote audiences

Call on pods

What to do

How to do it

Verbal cue to POD events

Recording agreement with speakers

Engagement activities

Skype in

Google Moderator

crowd sourcing

Link to technical director for support on tech issues

could be oneperson doingmultiple roles

Discussion on 9 Roles

Can you name 9 roles that I shared with you?

Which Additional roles need clarificationand additional context?

Do you need release forms from allattendees to release the information

Live Mindmapping Services by TNOC | Live MindmappingCourtesy of TNOC

Mindmap by Ruud Janssen

Building A Team to Execute Efective, Impactful Hybrid Events

Mindmap Building A Team for Hybrid Events.mmap- 23/03/2011 - Ruud Janssen

http://tnoc.ch/TNOC___The_New_Objective_Collective/TNOC___Mindmapping.htmlhttp://www.scribd.com/doc/37355982/20100912-ECTC-BaselPOD-Experience-Event-Camp-Twin-Cities-Mindmap-Learning-Plainhttp://conferences.ted.com/TEDActive2011/http://blogs.cisco.com/tag/hybrid-events/http://www.interactivemeetingstechnology.com/http://www.mpiweb.org/education/online