5 Tips For A Successful Hybrid Event

by Pat Ahaesy on January 20, 2015

You have read, no doubt about the state of the economy. According to the NY Times article on January 19, 2014, by Patricia Cohen , the Oxfam Study Finds Richest 1% Is Likely to Control Half of Global Wealth by 2016

What does that have to do with this blog? Plenty!! When the Great recession was at its height in 2008, many meetings and events were either canceled or downsized. This had nothing to do with content, but with the economy. Many companies did not want to spend money on conferences, or they wanted to spend a whole lot less. In addition, companies and associations didn’t want to spend the money to send their staff or members to conferences. Possible international attendees couldn’t attend due to time away from their desks as well as rising costs of travel. This is still the case.

Recently we managed event registration for a medical conference. Registration was up by over 20%, but dues to the Ebola crisis, about 10% of those registered had to stay home and tend to the crisis.

What is the solution to all of this? Stream the conference live and on demand (a hybrid event), to enable all constituents to attend.   This will not eat into your attendance, but will increase attendance and your bottom line.

Webcasts will unite your worldwide or nationwide staff or membership. A webcast extends your reach.

With the technology and stability of webcasting having greatly improved, webcasting your conference or special event is important.

Here are 5 tips to help you make your webcast event a success:

1-    Webcasting or hybrid events drive attendance. Your virtual audience will get a taste of the outstanding content that is delivered and will no doubt attend in person the next time if they can.

2-    Engage your virtual audience with text chats, Twitter Chats, etc. You must have a moderator to facilitate this in order to keep inappropriate comments offline and to help seed the conversation if needed. Depending upon the session and the presenter, some sessions could be made interactive

3-    Of course, your content must be worthwhile.

4-    Be sure to consider your face-to-face audience as well as the virtual audience. Be sure that your presenters understand that they will be seen and heard, worldwide via an internet streamed broadcast.

5-    Have a team that understands the virtual meeting component and works on that and interfaces with the webcast technology partner, so the face to face meeting receives full attention of the planning staff.

You , your team and your company or association will be thrilled when you see the results of a well planned and executed hybrid event.

See the following short examples of webcasts that were produced by P&V Enterprises:

PNVWebcasts Highlights

PNVWebcasts Demo

Contact info@pnventerprises.com to set up a no obligation conference call.

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Is there such a thing as too much planning and preparation for an event or conference? 

The answer is a BIG FLAT NO!!!

Be the best planner that you possibly can. This simply means, planning as far ahead as possible. Why are your, your client or your boss holding this event? Determine the purpose and then determine the desired outcomes. Plan your tentative budget ( it doesn’t hurt to be realistic and have a little wiggle room).

Now you can really plan. IF you need to and want to you might consider outsourcing some of the parts of the planing process. Think about what parts you really enjoy planning or have the time to plan. Outsource the rest. Very often, working with vendors on your event, through good communication and collaboration, you may very well come up with a better idea for the implementation of a an area of the event and you may even find a cost savings!

 

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5 Tips For a Seamless Event

by Pat Ahaesy on January 5, 2015

5 Tips For a Seamless Event

 

  • Plan as far in advance as possible
  • Make a production timeline and stick to it
  • Make an event timeline, allowing appropriate time for vendor load /load out so they’re not stepping on one another.
  • Be sure to allow enough time for each part of your event, such as serving the meal, clearing each course.
  • Be sure to allow time for a speaker/presenter to get on and off stage. After all, this isn’t Star Trek so we’re not “beaming” people in and out.

 

Vendors require time to load in, set up and test. This includes a/v, décor and catering. Have your speakers arrive before the start of the event so they each can walk on the stage or platform and test the mic. Each speaker must be comfortable with the technology. Some speakers need the volume raised, while others need the volume lowered. You wouldn’t know this without the tech rehearsal.

You also need to test any videos or Power Points to be sure that they work correctly. Even better try to receive these presentation a day or two in advance to have our technician check them out, although it’s often difficult to obtain from your presneters.

 

Tips on Venue Selection For Meeting Planners

by Pat Ahaesy on December 23, 2014

Venue For Lunch Presentation

Yes, we know how difficult it is to plan very far ahead for your next conference or event, but planning ahead can help you to have an even better outcome and save money all at the same time.

Sometimes you’re able to find your venue twelve months or so out or maybe even more! That’s fine, but are you basing your selection on previous events? That’s all well and good, but have you considered making some changes to upgrade your event to add current best practices with the use of technology for instance?

Consider the need for enough Wi-Fi as so many attendees are constantly texting and emailing. Or consider the idea of webcasting some or all of your event. To stream live, you need enough dedicated bandwidth.

Do you think that one or more speaker may want to offer something more like a TedX talk or an un-conference set up?

Be sure to have enough space for your show office, storage, breakouts, and plenaries.

Choose a venue that is appropriate for your attendees. If your event is education intensive, you might not want to consider a noisy resort that has a lot of social activities as well as noise to distract

Inspect the site either in person or virtually. Brochures don’t tell the whole story.

Send an RFP to the appropriate venues that has been created for your event rather than using just a template that may bear no relationship whatsoever to what you need.

Lastly, discuss with your planning partners (production folks, transportation, etc.) to get their input as this could save you money and headaches in the end.

www.pnventerprises.com

Some Interesting Webcasting Horror Stories

by Pat Ahaesy December 16, 2014

While reading the MeetingsNet website, I saw an article about some Webcasting disasters. None had to do with the things that you would think about for a face to face meeting, except for one. You may have heard horror stories about a speaker that has been mic’ed up going to the restroom with an un-muted […]

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Event Production & Logistics Planning & Management

by Pat Ahaesy December 8, 2014

Event Production and Logistics take a considerable amount of time to manage effectively. So many wait until the last minute to actually plan their events and often these are fairly good sized ones. Three are a lot of moving parts to any event and not planning ahead can cause problems and higher costs. By planning […]

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7 Tips For Better Association Meetings

by Pat Ahaesy November 11, 2014

Anyone involved with associations knows how important it is for member retention that the annual conference is not only well attended, but that members have an outstanding experience.  As MPI (Meeting Professionals International( recently published “7 Tips for Better Association Meetings” in their monthly magazine, The Meeting Professional. The following 7 tips are excellent and a […]

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One Meeting-Two Ways to Distribute Information

by Pat Ahaesy November 4, 2014

One Meeting-Two Ways to Distribute Information Of course, content is always king. With that said, assuming that your conference or seminar has excellent content of interest to your group, we’ll go to the next step: A Hybrid Event. Think about your successful conferences. Good attendance, good feedback. But why not have more? A Hybrid event […]

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Would Selfies Fit Into a Corporate or Association Conference?

by Pat Ahaesy October 30, 2014

Would Selfies fit into a corporate or association conference? Maybe! Although the Selfie has been way overdone, the idea would fit into certain corporate or association conferences. Years ago, many multi day conferences ended with a Final Night Farewell Gala. Most of the time as the event technical producers, we would produce a “Candids Module” […]

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Is Your Conference and Events Growth Positive or Negative?

by Pat Ahaesy October 20, 2014

   Is Your Conference and Events Growth Positive or Negative? When my kids were little, I had a place where they would stand and be measured a couple of times a year. It started with my oldest when he was just 2’10” tall. Then in high school, 5’ 10”! Every year, there was incremental growth […]

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