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#EIBTM13hybrid ->The FRESH Conference Track - #EIBTM 13 Hybrid Meetings; are remote participants a pain in the Neck? lookout for wildly innovative pain relievers at #EIBTM13hybrid by Mind Map: #EIBTM13hybrid ->The FRESH Conference Track - #EIBTM
13 Hybrid Meetings; are remote participants a pain in the
Neck? lookout for wildly innovative pain relievers at
#EIBTM13hybrid
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#EIBTM13hybrid ->The FRESH Conference Track - #EIBTM 13 Hybrid Meetings; are remote participants a pain in the Neck? lookout for wildly innovative pain relievers at #EIBTM13hybrid

Learner outcomes

Learning to explore the perspectives of the stakeholders at Hybrid events

Exploring a select number of the 11 functions of communications and how they can empower participants at hybrid events

Analysing the most common problems encountered and tips to resolve them

Explore a case study of the Fresh 2013 Conference and the hybrid component therein

Case study

Coverage of the session

Hybrid at Fresh 2012

Hybrid meetings: the fresh kid on the block... Maarten Vanneste, Founder and President of the Meeting Support Institute On-line. There is a new kid in town and it’s called the hybrid meeting. Hybrid means composed out of two complementary elements, in this case an audience on site and one on-line. Even if you don’t realise it, any association meeting most probably is already hybrid, in a small way. There is an audience out there following the conference via social media: they read the tweets, send in comments or questions and have a dialogue with participants about your conference... And like it or not, some of your participants are even filming and sharing sessions with friends via iPad or smart phone with channels like Skype. You may (or plan to) webcast and/or record for on demand (post event) viewing: that is already a big first step and much more is coming our way! That people in different places can see and hear the presentations on their computer or mobile device is what I would call a ‘real remote audience’ and so the meeting now is a ‘real hybrid’ meeting. The next thing is to get the on-line participants more actively involved and engaged. Your on-site audience falls asleep or starts checking e-mails when presentations are boring and too long. In the same way will you see on-line participants checking out on the webcast dashboard, because of the same long and boring presentations. So if a speaker is not yet presenting in a dynamic way with visuals, engaging participant discussions for the live audience, the pressure just went up a bit. Speakers now also can engage the on-line participants in a different way from the on-site participants. Successful hybrid conferences engage ALL participants. Looking at what is possible with existing technology and techniques today, the on-line audience may be the new participants we will all be fighting for. There is a big market out there: let’s say 10.000 potentials if 500 of them get together at a conference, that is a nice percentage. The group in between the 10k non-participants and the 500 participants are the on-line participants. The group may be small or large, they can be paying or not, but it is definitely a group with one foot in the door. The conference that does a good job on-line has more potential to grow on-site than one without. And with a creative team, the possibilities are almost unlimited. A new battle for participants is on! Like it or not, the on-line stuff is coming. There are limits, it will never be as good andas much fun as the real deal, but it is coming. Fear not, the on-line will only cannibalize your event a little bit, but in the long run it will add to the value (and cash?) your conference generates for members and even for non-members. There are several areas that you can look at: social media, your mobile app and the chat, sound or video channels you make available for the on-line participants. There are several webcast companies, social media professionals and mobile app providers, etc. if you have a large team you may choose to get all these as direct suppliers. In case you want to integrate and have a one stop shop, you may want to talk to your AV or production company. It is essential in this spider web of interlinked AV and technologies that things stay stable. It is not smart to change suppliers every year: make sure you have a team in place that knows each other and work well together. This is the only way to create a stable system that ultimately will drive attendance and revenue. Best practice: FRESH conference 2013: The FRESH conference 2013, FRESH13, was the second only but was a tremendously innovative hybrid conference. 175 people registered including about 40 on-line participants! The cost for on-line was € 95 - a fraction of on-site, but still a nice contribution to all the cost of the on-line production. Fresh webcasted this year one ‘screen’ as TED does: you can see EITHER a camera image OR the slides, just like a TV show. We did not make a composition of one window or ‘screen’ for slides and another window for the camera at FRESH12: click here. We also created three on-line meeting places: two for registered participants and one for ‘visitors’. The success was mixed and again we learned a lot. A laptop with headset was available to on-site participants that could walk up to the laptop, see who was on-line and if they wanted pick up the headset and talk to them. Banz Ledin from Spotme talked to his new team member Evelien Aernaoudts who was an on-line participant in Belgium. At Fresh we did several more things. One was born at FRESH and we named her Hybrid Angel. More in another issue of this newsletter... Maarten Vanneste, CMM, is founder and President ot the Meeting Support Institute (MSI), Organizer of the FRESH Conference. He has been a featured speaker at several UIA Annual Meetings. UIA and MSI are in regular contact on topics of shared interest. http://meetingsupport.org, www.thefreshconference.com

Hybrid fresh 2013

Video Compilation (to run on the background), https://vimeo.com/62934605

Hypotheses

EIBTM-Hybrid Meetings; are remote participants a pain in the Neck? lookout for wildly innovative pain relievers at #EIBTM13hybrid

20 Nov 2013 Session Timeline

Room

Conference 5.1

13:00 - 14:30

13:00 - 13:15, Welcome, Ruud Janssen, CMM, Event Designer & Moderator, TNOC | The New Objective Collective, Audience Panorama photo, What success looks like, On count of 3 show us "How would you react if you won the lottery?", Participants take center stage + backdrop, Hypotheses, #EIBTM13 Hybrid Meetings; are remote participants a pain in the Neck? lookout for wildly innovative pain relievers at #EIBTM13hybrid, Learner outcomes, Learning to explore the perspectives of the stakeholders at Hybrid events, Exploring a select number of the 11 functions of communications and how they can empower participants at hybrid events, Analysing the most common problems encountered and tips to resolve them, Explore a case study of the Fresh 2013 Conference and the hybrid component therein, The format, The Pains & Gains lottery, Your role in the lottery, Lottery Numbers, 11 Functions of Communication in Hybrid Events based on Hybrid Event Research - Concept by ©2012|TNOC.org, https://www.slideshare.net/secret/uvudvmVdQuXgfZ, password = EIBTM13hybrid, The stakeholder roles, Perspective, 1) Meeting Owner, 2) Speaker, 3) Participant, 4) Remote participant, 4 a) Realtime / synchronous, 4 b) On Demand / a-synchronous, 5) Technical producer, Participants will be seated at tables of 6-8 pax as they come into the room and we encourage them to fill up tables. Hosts will join each one table. Moderator stimulates the, Every table will pick a role from a set of roles from the 6 perspectives available., Hosts are distributed at the tables to be part of the discussion and stimulate the thinking with examples, Whenever we pick a function (out of the 11 functions of communications mentioned below) the participants at the tabvle will have a brief discussion on the meaning of that function of communication from the perspective of thta type of stakeholder., Every lottery round will have the same sequence, 1 minute intro of the Function of communication by the moderator, 1 minute allocation of role for the table, 4 minute discussion, 4 minute feedback loop to rest of group, + commentary of hosts, AV Production cue, Welcome, Backdrop projection, Ruud will make a panoramic picture with iPhone 5 of the audience when we start. That will then be sent to email of Paul vanHerck to project on background.... the audience will this be mirrored on the watch out projection during the session, Action -> Paul van Herck to be ready to implement picture at start of session on Watchout projection, Format Intro, Slides from Macbook onstage, Ruud Janssen will provide MAC & connectors to be connected onstage, Intro will be done in interview format Ruud interviews each host with wordcloud on the screen, 2 minute per host, Presentation for Wordclouds will be placed on MacBook connected from front of room for central projection screen., Video, Keynote slidedeck (from Mac on stage) to be used in intor for intro slides of format and Wordcloud projected during intro of each speaker - Ruud to interview in 1 minute each speaker, Link & Download to PDF version on slideshare, https://www.slideshare.net/secret/uvudvmVdQuXgfZ, Alternate the Group panoramic photo and the video as backdrop, Play Fresh Movie compilation when groups are in thinking mode (4 minutes), Action -> please download video to play video from laptop at tech desk -> Link to video download = https://vimeo.com/62934605, Ticker tape Twitter feed onscreen =, http://twubs.com/ajax360/4539672-170/?action=fullscreen, Full screen Twitter feed, full screen widget voor de twitter feed = http://twubs.com/ajax360/4539670-137/?action=fullscreen&fullscreen, Table preparation, Create a piece of a3 or a4 paper to plce on the tables at random before people walk in with the perspectives, Audio, 5 wireless mics handheld, for hosts + roving mics

13:15-13:30, Introducing your Moderator & Hosts, Ruud Janssen, CMM, http://ch.linkedin.com/in/ruudwjanssen, Moderator, Word Cloud, Don't like your wordcloud? I can redo it if and only if you send me an email with a 50 word text to create your wordcloud by November 12 at 12:00 CEST latest, 2 Question to each table hosts: 1) What is your biggest pain in hybrid meetings? 2) What is your bigest gain in Hybrid meetings?, Maarten Vanneste, http://www.linkedin.com/in/maartenvanneste, Host at a table, Word Cloud, Don't like your wordcloud? I can redo it if and only if you send me an email with a 50 word text to create your wordcloud by November 12 at 12:00 CEST latest, Martin Ferro Thomsen, http://dk.linkedin.com/in/ferrogate/, Host at a table, Word Cloud, Don't like your wordcloud? I can redo it if and only if you send me an email with a 50 word text to create your wordcloud by November 12 at 12:00 CEST latest, Stefania Conti Vecchi, http://it.linkedin.com/in/stefaniacontivecchi, 13:40, Stefania needs to leave, Host at a table, Word Cloud, Don't like your wordcloud? I can redo it if and only if you send me an email with a 50 word text to create your wordcloud by November 12 at 12:00 CEST latest, Paul van Herck, http://be.linkedin.com/pub/paul-vanherck/16/8a6/b6, Host at a table (or preference to host a group at the tech desk?), Word Cloud, Don't like your wordcloud? I can redo it if and only if you send me an email with a 50 word text to create your wordcloud by November 12 at 12:00 CEST latest

13:30 - 13:40, Lottery Round 1, Every lottery round will have the same sequence, 1 minute intro of the Function of communication by the moderator, 1 minute allocation of role for the table, Table Perspective, Meeting Owner, Maarten Vanneste, Speaker, Martin Ferro-Thomsen, Participant, Ruud Janssen, Remote participant, Realtime, Livestream Chat & Feed, Twitter stream through #EIBTM13hybrid, a-synchronous, Technical producer, Paul VanHerck, 4 minute discussion, 4 minute feedback loop to rest of group, + commentary of hosts

13:40 - 13:50, Lottery Round 2, repeat sequence 1

14:00 - 14:10, Lottery Round 3, repeat sequence 1

14:10-14:20, Lottery Round 4, repeat sequence 1

14:20 - 14:30, The Verdict, Moderator wrap up + each table host gives their 2 minute view + verdict vote on hypothesis, #EIBTM13 Hybrid Meetings; are remote participants a pain in the Neck? lookout for wildly innovative pain relievers at #EIBTM13hybrid

Preparation Meetings

5 Nov 2013

Sessioon Design Conceptual Meeting, Hybrid Meetings: Are remote Participants a pain in the neck?, 2013EIBTM Knowledge & Networking - Hybrid Meetings: Are Remote Participants a Pain in the Neck? Hybrid Meetings: Are Remote Participants a Pain in the Neck? Stream The Fresh Conference Track 20 Nov 2013, 13:00 - 14:30 Conference Room 5.1 Language: English The technical and production challenges of a Hybrid Meeting are massive. How much can we afford to do for an audience that expects not to pay, or to pay little? Getting them involved is crucial, yet seems to be a bit of a nightmare. Even a separate sound technician needs to be an addition for a good on-line experience. The internet is not controllable, the speakers are nervous enough without complications for the on-line audience... What can we do, what is realistic, what can we afford? Join this session for a set of case-based tips, stories and experience plus a behind the scenes look at the EIBTM/FRESH hybrid effort., Perspective, Meeting Owner, Speaker, Participant, Remote participant, Realtime, a-synchronous, Technical producer, Case study, Fresh 2013, EIBTM hybrid, Criteria, Hands-on, Applicable, Single Video screen broadcast, multiple camera's, Computer graphics, Watch Out projection, Twitter feedback, Hashtag, #EIBTM13hybrid, Options, Livestream chat embedded next to video from Livestream, http://www.livestream.com/userguide/?title=Chat#Embedding_the_chat, Stage Design & setup, Briefing document for Stage set, Preparing your backdrop, Room design & setup, 300 pax capacity in rounds of 8 pax facing stage, Room 5.1, Fresh Track

7 Nov 2013

Session Design Logistics Meeting

13:00 - 14:00 hours CEST

GotoMeeting distributed by Dominika

Action Items

Presenters

Submit a text of 50 words pertaining to yourself which will allow me to make a wordcloud per presenter (for instance your Summary on your Linkedin profile), submit by 15 November 12:00 hours to ruud.janssen@tnoc.ch

Consider real life Hybrid case studies you have experienced in various perspectives and provide pointers to guide the discussion

Moderator

Prepare wordcloud per presenter

Prepare envelopes with role per table

Prepare slidedeck with 11 separate slides with image and single word for the 11 functions of communications

A/V/ Production

Backdrop, Be prepared to receive one panorama image which Moderator will take of the audience at the beginning of the session

Second screen?, Twitter feed for hashtag #EIBTM13hybrid and #EIBTM13