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Eeny, meeny, miny, moe
Face-To-Face or Virtual Go
My mother told me
To pick the very best one
And you are [not] it.
Often when meeting professionals consider whether to offer a face-to-face or virtual event, they feel as if the choice is best made by using a children’s counting rhyme.
You know…
Pizza, pizza, pizza pie
Offering virtual will cause our face-to-face to die
Or perhaps this is the rhyme you use. Get your fists ready.
One potato, two potato
Face-to-face galore
Hybrid or virtual
Which offers more?
Face-to-Face? Virtual? Hybrid? Which should I offer? The choice can seem daunting.
And understanding all of the dynamics involved with hybrid (offering both a face-to-face and virtual elements) or virtual events can be overwhelming. Heck, finding a common vernacular for virtual events is a maze itself.
Why? Virtual is a catchall phrase that encompasses a broad variety of terms. To the purists it only means 3D immersive environments like Eve Online, EverQuest, SecondLife, Virtual U or World of Warcraft. To others it means a high tech component that has a steep learning curve and unique software that must be downloaded–something most don’t want to do. Still to others it means something as simple as an online gathering of people.
Kelly A Graham, a Cisco System’s Virtual Events Strategist, says “A virtual event is a gathering of people who meet in online environment at a set time to acquire info, share, network and engage.” Using Kelly’s definition, a virtual event can include 2D and 3D environments, hybrid events, livestreaming, online chats, teleconferencing, telepresence, video conferencing, Webinars or Web streaming. In short, virtual is an umbrella term for any type of an event that is not face-to-face in person.
So figuring out the right mix for your audience can be overwhelming.
But won’t a virtual event cannibalize the face-to-face attendance? That’s the first reaction and fear of many.
And, it was the reaction of Mike Ray, Intel Americas’ North America Channel Sales Manager. Ray spoke recently on the Virtual Edge Summit 2010 panel: Learn How Oracle, Intel and SAP Extend Reach And Build Community With Hybrid Events.
In 2009, Ray decided to offer a hybrid event with both face-to-face and virtual live streaming components to his customers. His number one concern was if he did, would it cannibalize the face-to-face registration, costing more and reducing revenue. He and his team were concerned that the virtual element would deprive the company of vital elements, resources, and funding as less people opted to attend the face-to-face experience.
Ray said he now likens the decision to attend a face-to-face or virtual event similar to attending a baseball game. The choice: to watch a baseball game in person in the stadium or watch it at home on his large screen high definition TV.
His answer: “Depends.”
It “depends” on:
- Who’s playing
- How important the game is
- Where his seats are in the stadium
- How much his tickets would cost
- Who’s going with him
- Where the game is held
- How much is it going to cost to get there
- What the travel time would be
- What the weather is like
- What his schedule is like
Ray’s analogy has rich meaning for understanding how people decide to attend a face-to-face or virtual event. His baseball analogy identifies the criteria many use, often intuitively, when deciding to attend.
The attendee’s registration, whether face-to-face or virtual, “depends” on:
- Who will be at the event in person (both speakers and attendees)
- How important this event is professionally and personally to them as well as how unique the content and experience is
- Where the attendee will sit…is it a large event with more than 10,000 people so good seats are premium and they are going to watch the image magnification anyway or a smaller intimate experience
- How much the registration fee is
- Who in the attendee’s professional and social network is attending too
- Where is the face-to-face event being held…location, location, location…can the attendee do additional business in that location, can they bring the family and make it a mini-vacation, are there other things to do in the conference city, is it easy and quick to travel to
- How much is it going to cost to get there
- How long will it take to get there…especially in this day of long security lines, increased airport delays and constant flight cancellations
- Will weather impact travel, don’t forget 2010’s snowmageddon
- Can the attendee take the time off from work to attend the event
And did Ray’s concern about cannibalization of the face-to-face event ever materialize? No, just the opposite happened. Intel now has more people registered for the 2010 face-to-face event and for the virtual event than in 2009.
Engine, engine number nine,
Going down Chicago line,
Virtual, hybrid, face-to-face,
Which will win the meetings race?
What other criteria do you think people use when deciding to attend a face-to-face or virtual event? What is your experience with hybrid events? Share your thoughts.
When used properly, high-tech networking can increase the quantity and quality of professional connections. But to accomplish this, you’ll need an ‘Extreme Networking’ technology strategy — which starts weeks before and culminates in the face-to-face event.
Helping grow a participant’s professional network is a sure-fire way to increase loyalty. Last month, we explored how to do this with low-tech networking strategies. Here, we look at a tech-based “Extreme Networking” strategy. Note that this will necessarily vary from group to group, depending on where your members live their online lives.
Rather than try to do everything, it’s best to choose a few of the following 11 high-tech options and spend the bulk of your time building adoption and engagement – if you do, pretty soon you’ll attain the enlightened state of Extreme Networking.
1. Collect IDs
Use optional fields in event-registration and membership-renewal forms to ask attendees for their blog, Facebook, LinkedIn, and Twitter URLs. Explain the benefits of providing this information, and share your privacy policy.
2. Create event pages
Encourage attendees to RSVP via LinkedIn and Facebook event pages; updates and posts to these then will display in each person’s network stream. Provide fresh content that will encourage people to participate.
3. Use crowdsourcing
Online polling is a great way to engage your audience before the meeting. It also establishes a conduit for valuable input and a forum for attendees to meet one another.
4. Compare to connect
Some event-specific solutions allow attendees to compare their existing social networks against your registration list – and reaching out in advance to people you already know is an Extreme Networking best practice. Solutions that allow you to send a LinkedIn message, write on a person’s Facebook wall, or Direct Message Twitter followers are also very powerful.
5. Host Webinars and interviews
Schedule Webinars by conference speakers or locals from the event city who can give tips on restaurants and attractions. A pre-event Blogtalkradio series for speakers and Disney-lovers was a big hit for one association, whose attendees connected via Internet radio and text-messaging during the show.
6. Play matchmaker
Some solutions allow attendees to complete professional profiles and personal itineraries. Participants then use keywords and demographics to search for those with similar interests and schedule a time to meet. Some systems take this further and provide customized recommendations of people, sessions, or products.
7. Deploy PURLs
Powerful new solutions on the high-tech scene are personal Web pages (or PURLs) that aggregate links to session handouts, archives, exhibits visited, and attendees connected with. Oftentimes a proprietary device is used, although lead-retrieval and mobile-based solutions are quickly being adopted.
8. Monitor the hashtag
Some of the best connections come from watching others ask intelligent questions or provide insight on Twitter. Pick a unique hashtag (say, #pcma10), and ask attendees to use this when tweeting about the meeting.
9. Organize a “Tweetup” for Twitter-using attendees.
10. Game on!
Location-based apps with gaming components, such as Foursquare and Gowalla, help increase networking and connections. Encourage your hotels and local attractions to play along, and consider giving out awards to top connectors.
11. Share photos
Sites like Flickr allow attendees to deepen their relationships by sharing digital snapshots – and memories. For real-time memory-making, create a “Twitterfountain” that displays tweets and pics from the event as it’s happening.
Adoption Is Key
Too often, new technology isn’t utilized by enough participants to deliver desired results. Communication, education, and community management are the three pillars of success of encouraging adoption. As such, consider hosting a networking best practices Webinar before your meeting to teach attendees how to maximize their use of Twitter and take advantage of the power of the second degree on LinkedIn.
Reprinted with permission of Convene, the magazine of the Professional Convention Management Association. © 2009 pcma.org
Since 2007, people have gazed at Twitter and wondered how the Twittershpere developed into what it is today. It’s been the subject of much philosophical, religious and scientific discussion and debate.
People who have tried to uncover the mysteries of the Twitterville development include such famous researchers as Danah Boyd, Chris Brogan, Beth Kanter, Charlene Li, Brian Solis, and Dan Zarrella. Many of these researchers have developed their own Twitter birthing theories as they watched the tweeting continue to evolve.
Soon Twitter invaded conference, events and tradeshows. Albert Einstein, Steven Hubble and Stephen Hawking could not have predicted this social phenomenon. Yet, one of the most famous and widely accepted models for the Twitterdom’s development is The Big Tweet Theory.
Although The Big Tweet Theory is famous, it is often misunderstood. A common misperception is that Twitter, tweeting and the conference backchannel is mostly spread by geeks and Gen Y. That’s not quite right. It’s often some of the most influential thought leaders in your industry. People that can help make or break your conference.
Another misconception is that the Big Tweet Theory was a sudden explosion of blue bird tweets. Something that happens only in the wilderness by wild unruly Tweeps and that Twitter is unused by cosmopolitan, sophisticated conference attendees today. That’s not accurate either.
The Big Tweet Theory is an attempt to explain how it developed from the minds of some smart people and into many conference and tradeshow venues today.
Summing up The Big Tweet Theory is a challenge. It involves concepts that contradict the way we perceive traditional meetings and societal norms. It goes against the grain that attendees must sit passively in a ballroom, looking forward, listening to the presenter. The earliest stages of The Big Tweet Theory focus on a moment in which all the separate forces of the conference environment were part of a unified force. There, the attendees begin to experience similar emotions, feelings and thoughts. They turned to the backchannel to share those insights with others. They were dissatisfied with talking heads, script readers, no time for Q & A and boring lectures.
The Big Tweet Theory explains the various phases of what happens when people begin using Twitter for the conference backchannel.
Phase 1 – The Birthing Announcement: Hello Twitter. Look what I can do.
A conference attendee posts their first few tweets. The attendee experiences a range of emotions about using the backchannel. It seems new, odd, fearful, fun, stupid and exciting. People step into their first conference tweets with mixed feelings of apprehension and exhilaration. Many write their first tweets about their earliest impressions of using the tool. The Big Tweet Theory has begun.
Phase 2 – Sharing The Blue Bird’s Kitchen Sink: Here’s everything that’s happening.
As Tweeps become more comfortable with the Twitter tools and the backchannel, they post every detail of everything they hear and see. Their tweet flood overwhelms many that are following them. Tweets of conference foods, sights, smells and sounds along with word by word note taking of presenters may seem daunting to some. The Big Tweet Theory expands.
Phase 3 – Restraint And Insight: Communicating the good stuff
Tweeps have perfected the use of the backchannel and post bite-size highpoints from the conference. Often their tweets contain links to more detailed conference blog posts, additional resources and provocative thoughts. Followers begin to realize that their missing out on great education and networking. The Big Tweet Theory matures.
The Big Tweet Theory describes the development of the conference Tweep from the birthing announcement to a refined and eloquent communicator. It describes the development of conference Tweep as he or she came into existence in the Twittersphere and evolved into what it is today.
What’s your experience with The Big Tweet Theory? How have you seen conference attendees evolve into conference Tweeps today? Should we encourage or discourage The Big Tweet Theory?
So you’ve decided you want to help facilitate the attendee communication at your next event.
You’ve set a goal to increase your onsite attendee engagement with each other and the speakers during the event. And your goals include listening and responding in real time, when appropriate, as well.
Yet, you’re not sure where to begin or which tools to use.
Let’s consider one of the most popular backchannel tools today: Twitter.
Why has Twitter become so popular as a backchannel tool?
- Free
- Ease of use
- Short learning curve
- Fast
- Searchable
- Feels personable because thumbnail photos of those tweeting displayed
- Ability to attach pictures, documents, links
- Accessibility from smart phones and laptops
- Ability to facilitate ongoing relationships among audience members long after the meeting has ended
Here are 16 criteria to consider when choosing your conference backchannel communication tool so that it becomes as popular as Twitter with your attendees.
Adoption Rate
1. Popular
What online communication tools are the most popular today?
2. Setup
Is it easy or hard to setup? Can a new user sign on and setup an account quickly?
3. User-friendly
How easy is it for your attendees to use? What level of technical knowledge or skill do your attendees need to have to use it? Is it intuitive or do your attendees need training on it?
4. Learning Curve
What’s the learning curve for using it? Is it easy or steep?
5. Mobility
Can people use it on their mobile devices in addition to laptops?
Price/Value/ROI
6. Costs
What are the costs of using this tool? Is it free or fee-based? If free, will users be bombarded by advertisements and spam if used?
7. Archived
Do you want the communication to be archived or temporary? If you use Twitter, the information is typically kept for about two weeks. You can visit http://wthashtag.com immediately following the event and print the transcript for the event. This is great data to understand the adoption rate, value and ROI of the conference backchannel.
8. Displayed publicly
Will displaying the backchannel publicly extend the conference’s messages to a broader audience? Does a public backchannel increase the ROI and/or any potential risks?
9. History/References
What backchannel tools have other conferences used? Does the backchannel tool have any references or case studies?
10. Customized
Can you customize the look of the tool with an event logo? Can you change the settings for font size, color, style, etc?
Functionality
11. Character Limit
Does the tool limit the number of characters per comment or can attendees write their thoughts in long form? Is a character limit good for your audience?
12. Identified or Anonymous
Can the users be anonymous or do they have to identify themselves with a name, photo or other means in order to comment? There is a higher risk of negative or inappropriate comments from anonymous users.
13. Standalone
Do you want the backchannel to be a standalone, private communication tool or do you want it part of a public service like Twitter that can reach far beyond your conference walls?
14. Software or Web-enabled
Does it require a download of special software or is it web-enabled?
15. Monitored or Real-Time
Do you want the ability to monitor and approve comments before they enter the backchannel? Or are you open to real-time comments.
16. Attachments
Can users attach pictures and links to additional sources easily? Or is it rich text enabled only.
These are just a few questions to consider as you choose your backchannel tool for your next event.
What other criteria should be considered when choosing a backchannel tool? What are some of your experiences with the backchannel?
Take 1 part social media. Add 1 part event and meeting professionals. Add 1 part social media specialists. Slowly stir in content from social media celebs, event professionals and attendees. Blend OpenSpace, Unconference and traditional conference elements. Let saturate at the Roger Smith Hotel in New York City.
What is this a recipe for?
EventCamp 2010, February 6, 2010, an unconference style event for meeting professionals on social media and today’s events as part of NYC’s Social Media Week.
Who should attend?
You. Especially if you’re interested in the intersection of social media, meetings and events.
Why attend?
It’s a chance to experiment with a living lab and try different elements of OpenSpace strategies and Unconferences. There will also be a Genius Bar the entire time where you can get expert advice about your social media and conference challenges. Want one-on-one coaching with how to create a Facebook Fan Page for your event? Try the Genius Bar. Want personal coaching on social media strategy before, during and after the event? Try the Genius Bar. Want more information on hybrid events? Try the Genius Bar.
Want to know who’ll be there?
Along with a host of Eventprofs leaders (scroll down link to see list of attendees), take a look at these three great social media practitioners who will be sharing with the audience. To see full schedule, speakers and topics.
David Berkowitz – Opening General Session
How To Change The World: A Good Guide To Social Media Marketing For Your Events
February 6, 8:30 am
Description:
Discover how to use social media marketing for your events to increase awareness, attendance and word of mouth. Explore the strategic elements of social media marketing before, during and after your event. Discuss the 2010 social media trends for your conferences and events.
Bio:
Advertising Age named David Berkowitz one of the “25 Media People You Should Follow on Twitter” and he’s been called one of the “100 smartest people in social media. He is Senior Director of Emerging Media & Innovation for agency 360i and a frequent speaker and media pundit. He has been published hundreds of times in MediaPost, Ad Age, eMarketer and often quoted in The Wall Street Journal, The New York Times, Associated Press, New York Post, ABC News, CNN, USA Today, and dozens of other outlets.
Jason Falls
The Art of Listening: How Social Media Can Improve Event Communication
February 6, 3-4 pm
Description:
As companies, including event and meeting planners, participate in the conversation that is social media, the art of listening becomes a requisite. How can you participate if you don’t know what people are saying, right? This session will show you:
- How to find conversations relevant to your event or conference
- Help you understand how to participate meaningfully in them
- How to leverage those conversations for business intelligence
- How to measure and quantify those conversations appropriately.
Bio:
Jason Falls’ blog Social Media Explorer was named one of Social Media Examiner’s Top 10 Social Media Blogs for 2010. Falls is a social media educator, a social media strategist and public relations professional. He helps companies understand the social web and show them how engaging consumers online can help their business. Here’s how blogger Liz Strauss describes him: “Southern charm never looked so brilliant. Human never acted so real. Jason lives his ideals and his principles. If he says he’ll be there, he’s there in spades.”
Deirdre Breakenridge
Closing General Session: Social Marketing & ROI for Your Event
February 6, 4:15-5:30 pm
Description:
Deirdre Breakenridge will illustrate how to develop a social media strategy that focuses on building awareness and community around your events, from selecting the players and the platforms to the channels and measuring the engagement/experience. Breakenridge will cover a best practices approach to clearly identifying objectives and goals, key performance indicators, content/messaging strategy, developing social channels, conversation monitoring, analytics and measurement and ultimately how to turn your event participants into your event champions.
Bio:
Deirdre K. Breakenridge is President, Director of Communications at PFS Marketwyse. A veteran in the PR industry, Deirdre leads a creative team of PR and marketing executives strategizing to gain brand awareness for their clients through creative and strategic public relations campaigns. She counsels senior level executives at companies including RCN Metro Optical Networks, Quality Technology Services, JVC, Michael C. Fina and Kraft. Breakenridge just completed writing her fourth book with Brian Solis, “Putting The Public Back Into Public Relations” on PR 2.0.
You can beat the price of only $75 for registration which includes two meals. Register today.
We have some great sponsors too including: Conference 2.0, Social Collective, 7 Degrees Communication, EventBrite, Grass Shack Events & Media, Meetings Podcast, Core Staging, Velvet Chainsaw Consulting, Blue Sky Factory, PCMA and many others.
I hope to see you at EventCamp 2010 as part of New York City’s Social Media Week.
Any topics you want to make sure are covered in one of the openspace or unconference sessions? Have questions about the event?
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