This very practical seminar presented by Stefania Conti-Vecchi at the EVETEX conference in Sofia in February 2014, showed how to extend the reach of an event and provided solutions and tools to turn it into a hybrid one that can involve a wider audience. Having defined the difference between a simple virtual connection and a hybrid event, the seminar identified the type of event most suitable for the new format, the management techniques to seize opportunities arising from them and the possible financial advantages. You can find in the slides a check-list of necessary technologies and specific aspects of the format, with suggestions on how to promote a hybrid event on social media sites and measure its ROE (Return On Engagement). Every aspect has been analysed from different viewpoints: that of the organiser, the speaker/facilitator, the venue hosting the event and of course the “real” and “virtual” participants. Finally, some examples of hybrid events (board meetings, conventions, sales training etc.), showing the pros and cons of the solutions adopted.
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1. Hybrid events: theories and techniques to extend the reach
of an event Stefania Conti-Vecchi #EVENTEX @contivecchi
2. Stefania Conti-Vecchi EVENTEX 2014 Defining hybrid mee9ngs
On-site par9cipants + ac9ve and engaged On-line par9cipants These
two audiences par9cipate as one
3. Stefania Conti-Vecchi EVENTEX 2014 Lets start with a
quiz
4. Stefania Conti-Vecchi EVENTEX 2014 Social Media moderator
Acts as the voice of the remote audience during the live event
5. Stefania Conti-Vecchi EVENTEX 2014 Virtual emcee acts as a
commentator filling in important informa9on that remote aHendees
may not be seeing through the live video stream
6. Stefania Conti-Vecchi EVENTEX 2014 Interviews
7. Stefania Conti-Vecchi EVENTEX 2014 PODS or Hybrid HUBS is a
group of people that come together to par9cipate to the event in a
different loca9on
8. Stefania Conti-Vecchi EVENTEX 2014 Webcas9ng the event
12. Stefania Conti-Vecchi EVENTEX 2014 Key factor of success:
solutions to connect with different audiences
13. Stefania Conti-Vecchi EVENTEX 2014 The Hybrid Angels idea
Using iPads together with some specific apps, to provide remote
par;cipants the opportunity to: Meet speakers, on-site par9cipants
and sponsors Virtually walk through the conference centre Live some
backstage moments, or take part to a social ac9vity
18. Stefania Conti-Vecchi EVENTEX 2014 Real-9me audience
interac9on Chat, ques9ons, polls, tweet wall sli.do is a web-based
tool for real-;me audience interac;on. Event professionals to
easily engage their audience with real-;me ques;ons and polls. !T!
he Award best tool
The$FRESH$Conference$26228$January$2014.$Copenhagen$
19. Stefania Conti-Vecchi EVENTEX 2014 Cyborg par9cipant Double
is a telepresence robot that enables you to drive around a remote
loca;on while on a video call from anywhere over the internet.
20. Stefania Conti-Vecchi EVENTEX 2014 Value for you and your
sponsors Days of the conference 1.250 visits
21. Stefania Conti-Vecchi EVENTEX 2014 Session design Speakers
coaching Clear instruc9ons for interac9ve tools used at the session
Event hashtag #FRESH14
22. Stefania Conti-Vecchi EVENTEX 2014 Effec9ve communica9on
What are the tools to be used and how to use them Where to go
(Website? Applica9on?) and what do you expect from par9cipants When
they need to be there
23. Stefania Conti-Vecchi EVENTEX 2014 How to promote a hybrid
mee9ng Use the combina9on of channels that best fits your audience
preferences
24. Stefania Conti-Vecchi EVENTEX 2014 Strategy ReFRESHing
Social Media The social media guide
25. Stefania Conti-Vecchi EVENTEX 2014 Social media management
HootSuite HootSuite allows you to send and schedule TwiHer,
Facebook, LinkedIn, and Foursquare updates
26. Stefania Conti-Vecchi EVENTEX 2014 Social media management
Mul9ple contributors from the event twiHer account
www.grouptweet.com
27. Stefania Conti-Vecchi EVENTEX 2014 Share sounds and short
videos Soundcloud SoundCloud is the worlds leading social sound
plaHorm Vine Create short, beau;ful, looping videos in a simple and
fun way.
28. Stefania Conti-Vecchi EVENTEX 2014 Why choose to go for
hybrid? Increase the size of your audience Extend the reach of your
conference to a global community Give those unable to aHend the
opportunity to s9ll par9cipate in your conference
29. Stefania Conti-Vecchi EVENTEX 2014 Maslow pyramid for
hybrid mee9ngs
30. Stefania Conti-Vecchi EVENTEX 2014 Some tech 9ps Mul9ple
mobile devices using the same bandwidth in the conference venue,
check if the connec9on works properly Website capacity for managing
a big number of simultaneous connec9ons on your server
31. Stefania Conti-Vecchi EVENTEX 2014 Remote speakers Maarten
Vanneste President of Mee;ng Support Ins;tute Founder and owner of
the FRESH conference and the Mee;ng Architecture discipline
hHps://www3.gotomee9ng.com/join/301467414
32. Stefania Conti-Vecchi EVENTEX 2014 Measure your success
Level of aHen9on and engagement What they get out of the event How
your event made them feel!
33. Stefania Conti-Vecchi EVENTEX 2014 Is hybrid cannibalizing
live aHendance? www.thefreshconference.com
34. Stefania Conti-Vecchi EVENTEX 2014
35. Thank you Stefania Conti-Vecchi @contivecchi
www.eventagist.com