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 mic. Need I say more? This is one of the horror stories in the article. Although, we’ve not experienced that occurrence, it does happen. How to prevent it? Ask your speakers to take a potty break before they are mic’ed for their presentation. If that doesn’t seem feasible be sure to have your audio tech mute the mic for them. Not everyone knows how to do that correctly, so it’s best to have the tech take charge.
Here’s a link to the story with the other horrors. 5 Real-Life Webcast Nightmares, and 5 Sure-Fire Tips | MeetingsNet ow.ly/G08cr
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 ahead and creating a production timeline helps you see what you may have neglected to consider. It also gives you time to talk with your event services vendor partners and massage the proposals submitted for the best outcome for your event.
Waiting till the last minute may force you to take what you get rather than what you want and need.
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 good guide to strategically adjust to the changing association landscape. Lots of food for thought here.
- Start With the Goals- what are you trying to achieve
- Consider Less Programming – Yes, give them a little down time to catch up on emails, check in with family, etc.
- Mix up Session Styles – Vary the length of sessions, vary the room set up. Maybe a session or two could a Ted Talk Style.
- Use Technology To Adjust in Real Time – via event apps
- Be Family Friendly – Many folks will want to bring family to help with their work-life balance. Plan some activities around families, make it easy for family activities while the attendee is in sessions.
- Don’t Fear Virtual – “The hybrid event – an in person meeting with a virtual component for people who can’t attend is actually helping meeting planners increase engagement and boost numbers for future events”.
- Deliver What The Association Uniquely Needs – It may be education, networking, etc.
To read the entire article, 7 Tips for Better Association Meetings http://ow.ly/E26lr
To see more about #6 www.pnventerprises.com/pnvwebcasts/
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 allows you to produce one conference, but with a bit of extra planning, to expand your audience.
If your company holds annual or semi-annual sales meetings, a percentage of your sales force either won’t qualify for the meeting or simply are unable to take the time away from family to attend. If those people could attend virtually, they would reap most of the benefits of the live meeting.
What if your association members come from all over the USA or possibly globally? A good percentage may not be able to attend for a variety of reasons and because of that may not feel that they’re really part of the organization. How to make those folks feel that they are part of the group? Webcast your conference and make it interactive. The ROI that you achieve will surprise you.