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Online conference eCommunities were the rage in 2009
Did you offer one for your annual meeting attendees? I did.
So what are they? Online eCommunities are virtual communities of people that primarily interact via the Internet for social, professional, educational or other purposes.
Online Conference eCommunities have become a supplemental form of communication between people who are attending the same conference. The registrants of the face-to-face event use special online social software to connect with each other.
Online Conference eCommunity users can:
- Create profiles
- Connect with others attending the conference before, during and after the conference online
- IM
- Participate in text-based chat rooms and forums
- Schedule itineraries
- Setup times to meet with exhibitors or vendors
- View live or archived presentations
- Share photos from the face-to-face event
- View venue and tradeshow floor plans
- Setup appointments with exhibitors and vendors
- And a host of other features
Many online conference eCommunities integrate with social networking platforms like blogs, Facebook, Flickr, LinkedIn, Twitter and YouTube.
From free to low-cost eCommunities like MeetUp and Ning, to customized features of Social Collective and Zerista, there are ample opportunities for you to provide conference attendee engagement experiences through an online conference eCommunity. If you are thinking about adding one to your 2010 Annual Meeting or Conference attendee offerings, here are 14 online conference eCommunity providers for you to consider.
Offers Facebook and Twitter integration, attendee communication interface, conference scheduler, detailed session and speaker information, mobile interface, video and audio integration and more. Not as robust as other eCommunities but includes some unique conference organizer features. Clients include BizBash Expo & Awards, BlogWorld 2009 and Exploit Labour Conference.
Offers Facebook and Twitter integration, blog aggregation, customizable conference eCommunity website, attendee itinerary planner, attendee profiles, IM, speaker and session rating system, attendee communication interface, mobile interface, third-party registration support of EventBrite, RegOnline and Laser Registration, and more. Clients include PCMA 2010, Web 2.0 and IA Summit.
Offers conference attendee registration package through partnership with Acteva, Eventbrite and RegOnline, social media integration with blogs, Facebook, Flickr, Twitter and YouTube, customizable conference micro-website (full conference website), attendee profiles, IM, embedded video and audio, mobile interface, and more. Clients include Defrag, Mashable’s US Summer Tour 2008, and Mass Technology Leadership Conference.
An often over-looked platform that is well known in eLearning circles but lesser known in the events industry. Provides opportunity for a full, exclusive, online virtual conference complete with attendee registration, eCommerce, attendee profiles, IM, live audio, video and Webinar integration, virtual vendor showrooms, blog feature and more. Limited customization for look and feel as compared to other eCommunities. [We currently use iCohere at my work for our exclusive walled industry eCommunity for our nonprofit members.] Clients include ASAE, National Defense University, US Forest Service and WorldVision.
Offers a turnkey event attendee registration package, eCommerce, social media network integration, customizable border for micro-website, attendee profiles, IM, message board, and more. Mostly used by local self-organized groups.
Used more for member eCommunities than conference communities but can be customized for conferences. Integrates with Association Management Systems like Avectra, offers RSS integration, customizable eCommunity website, user profiles, IM, attendee communication interface, resource library, and more. Clients include MPI CLC, NMC09 and OmniPress Conference 2.0.
Offers full integration with social media networking platforms like Facebook, Twitter and YouTube, customizable eCommunity website, user profiles, IM, surveys and pools, user communication interface, mobile accessibility, and third-party event and registration support through widgets.
Built on the Pathable platform, Offers Facebook , LinkedIn and Twitter integration, customizable conference eCommunity website, attendee itinerary planner, session handouts and slides, attendee profiles, IM, surveys and polls, attendee communication interface, mobile interface, third-party registration support of EventBrite, RegOnline, eTouches, Certain or Cvent, and more. Clients include American Public Health Association, DAC and IEEE.
Offers Facebook , LinkedIn and Twitter integration, customizable conference eCommunity website, session handouts and slides, attendee profiles, IM, surveys and polls, attendee communication interface, mobile interface, third-party registration support of EventBrite, RegOnline, eTouches, Certain or Cvent, and more. Clients include MPI WEC09, NMC09 and OmniPress Conference 2.0.
Offers a turnkey conference attendee registration package, eCommerce, Facebook and Twitter integration, customizable conference micro-website (full conference website), attendee itinerary planner, attendee profiles, IM, exhibitor and sponsor fan pages, crowdsourcing application, speaker rating system, detailed session and speaker information, embedded video and audio, mobile interface, eMarketing capabilities and more. (Yes, this is the conference platform that I used in 2009 and plan to use again in 2010.) Clients include IAEE, SxSW 2009 and SxSW 2010.
Integrated with Facebook, Flickr and Twitter, operates as a conference aggregator for several social network streams, attendee profiles. customizable site, live event audio and presentation streaming, and ability to use moderate Twitter hashtag tweet for chats, questions and image magnification. Clients include International Foodservice Distributors Association, Microsoft Tech-Ed LA, and TEDTalks.
Free community platform that includes user profiles, chat, photo galleries, polls, community calendars, in-line video embedding, blogs, RSS feeds, customizable skins, and more. Similar to message boards.
Offers a turnkey conference attendee registration package, eCommerce, Facebook and Twitter integration, customizable conference micro-website (full conference website), Digg-like rating feature, online fundraising, membership management, attendee profiles, IM, detailed session and speaker information, and more. Clients include GMIC, SITE Chicago and Healthy Start, Healthy Future’s Life With A Baby.
Offers customizable conference micro-website (full conference website), detailed session and speaker information, attendee itinerary planner, attendee profiles, IM, exhibitor and attendee scheduler, exhibitor virtual booth, embedded video and audio for virtual attendance, integrated webcasts, virtual tradeshow, interactive venue maps, interactive tradeshow floor, integrated Google maps, and more. Clients include Democratic National Convention 2008, SxSW 2009 and SxSW 2010.
I am sure there are other eCommunity platforms as well. Which have you used?
I’m tired of well-intentioned adults slamming adults, teens and kids that text. Especially those that text each other while in the same room.
Is texting leading to the decline of relationships?
I’m sick of association and organization leaders knocking online communities, social networks and live chats as inferior to face-to-face experiences.
I’m also fed-up with event producers and face-to-face conference organizers bashing virtual experiences.
You know, you’ve heard and read these comments too. Here are a few examples.
- “I can’t believe my teen was texting his friend who was sitting next to him. Couldn’t they just talk to each other?” (Fess up if you’ve said that about your kids or grandkids!)
- “All this texting and online communication is leading to the decline of real human relationships.”
- “There is more power in live face-to-face events than in virtual experiences.”
- “Online and virtual experiences lead to isolation and people who engage in online experiences don’t know how to communicate in person.”
Why the harsh judgment against people who prefer to do something different from you? I don’t get it. It comes across as condescending, bullying and you just look like an outdated, moth-eaten, dust-covered prom dress stuck in the back of your closet. You show yourself as a crusty curmudgeon unwilling to face, or perhaps scared of, change and the unknown.
Then there’s corporate event producer Shelia Stack who has written three posts denouncing virtual meetings and experiences.
- Can Live Meetings Really Be Replaced By Virtual Meetings
- Virtual Vs. Live Meetings A Tale Of Two Trainings Part I
- Virtual Vs. Live Meetings A Tale Of Two Trainings Part II
Well, of course she disapproves of virtual experiences. She makes her money from producing face-to-face experiences. So, she’s denouncing her own competition.
And in case you think I’m picking on Ms. Stack and she’s a colleague of yours, then substitute the name of any event producer for her name. Or substitute the name of your boss, your parents, your grandparents or any person that denounces internet and mobile interactions. It’s not about Ms. Stack. It’s about the ubiquitous beliefs that she and others possess that online and mobile communications are leading to the decline of society. Ms. Stack is just willing to share them publicly on her blog.
Traditional Teens Texting Each Other Story As Reason Virtual Experiences Flawed
Stack shares the traditional story of two teens texting each other while sitting next to each other in the same room. And of course, adults were present to scream foul at this absurd habit. (Perhaps, just perhaps, these teens were texting each other about the adults present!)
Regarding the two teens texting, she says:
“…As you ponder the question this presents, the concerns it raises about our decreasing ability to relate to each other face-to-face, the increasing predominance of technology into every facet of our lives…also ponder this: Are you considering holding your next corporate meeting in virtual space?”
Whoa, that’s death by association if you’ve ever seen it. Death to the corporate virtual experience because of our increased use of technology and decreased ability to relate in face-to-face.
I posted a comment on her blog but she never approved it. Guess it was too biting for her.
Haven’t we heard these stories before, like those from the music, newspaper and media industries? Sounds familiar, right? Perhaps Ms. Stack should look at the facts and think about restructuring her business to include and embrace virtual experiences as part of the face-to-face experience. (For the record, I’m not an “either, or” kind of guy. I’m a “both, and” person and I believe both virtual and face-to-face experiences have a place! I say, long live the hybrid meeting! I also am a firm believer in using the best strategy and tools to reach your goals.)
Technology Use Does Not Lead To Isolation Or Poor Relationships
People said the same thing about other disruptive innovations such as CBs, the phone, television and email as they say today about mobile devices, social networks and texting. People cried foul that it was the end of live experiences, real communication and relationships. These new tools would end life, as we know it. However…
According to a new, November 2009 study from Pew Internet and American Life Project, technology does not lead to social isolation. Researchers found that online participation and mobile phone leads to larger and more diverse discussion networks. (Did you get that naysayers?)
“And, when we examine people’s full personal network – their strong and weak ties – internet use in general and use of social networking services such as Facebook in particular are associated with more diverse social networks,” the report overview says.
That’s right, mobile phones and online communities led to more diverse networks. Not a decline of relationships.
Regarding Face-To-Face Meetings Being Better Than Virtual
Ms. Stack chose some interesting words to describe face-to-face meetings versus virtual. She says, “Without live interactions the relationship goes cold.”
Whoa. No she didn’t just write that, did she? She is saying that without face-to-face meetings, the relationships go cold.
Is she saying virtual experiences are not live? Is texting not a live human interaction with another human? Are virtual experiences part of non-life, the living dead? (Yes, if you’re a parent of a teen, you think of your texting child as zombie like. They seem to be in the text-zone!) Is she saying that the only type of communication that sustains a relationship is a face-to-face experience?
What about families that communicate virtually with their loved ones in the military across the seas? What about spouses that communicate via text, email and phone during a day? Is she saying those aren’t valid, that they are lifeless and dead?
It’s still live interaction whether it’s face-to-face or virtual. It’s still “in real life.” Stop saying it’s not.
From the Pew Internet & American Life Project, “Our findings also suggest that there is little to the argument that new information and communication technologies decrease participation in traditional, local social settings associated with having a diverse social network.”
Regarding Online Social Networks And Communities
I’ve developed some amazing rich relationships with like-minded professionals though virtual experiences. I actually have a vibrant community of people online in eCommunites, FaceBook, Linked and Twitter that I turn to for real life interaction, advice and insight.
I would have never met these people at a face-to-face event because of sheer limitations of time and space. Now I want to go to face-to-face events to continue those relationships and be within the other’s presence. That’s driving me to attend the face-to-face event more than the content, or the speaker, or the tradeshow. Interesting how virtual is pushing me to face-to-face. These people I’ve met and communicate with online have become my core discussion networks.
According the Pew Internet and American Life Project,
“…Contrary to the considerable concern that people’s use of the internet and cell phones could be tied to the trend towards smaller networks, we find that ownership of a mobile phone and participation in a variety of internet activities are associated with larger and more diverse core discussion networks.”
H-m-m-m, ownership of a mobile phone and participation in internet activies leads to larger and more diverse networks. (If you’re a teen reading this and don’t have a mobile phone, there’s the leverage you need with your parents!)
Regarding Online Learning and Face-To-Face Trainings
By the way, there’s been plenty of research that shows online learning in virtual experience trumps face-to-face learning. Just read here and here and here to see for yourself.
So let’s stop the faulty thinking that virtual does not sustain a relationship or that it is not live interaction with another human. Let’s stop denouncing virtual experiences, admit that it’s here to stay and move to discussing how to integrate them for the best for everyone.
Whether it’s virtual or face-to-face, it’s still valid for today with valid communication models. And both have their place in today’s world.
Hybrid meetings and blended event experiences are the buzz of many organizations this year.
But, are they as important as some say or is it just hype? (Get ready, this is a long post. Stay with me, it’s has some interesting research though!)
Along with the buzz, you’ve probably also heard several reasons not to integrate virtual experiences into your face-to-face meeting. Here are some of the naysayer’s mantras:
- Adding live streaming or virtual attendance will cannibalize our onsite attendance.
- Virtual experiences do not promote networking and learning.
- It costs too much to add a virtual element to our annual conference.
- There are too many distractions for people attending virtual events.
- You can’t control the audience when they attend virtually and therefore the value drops.
- Virtual attendees start chatting with each other and don’t pay attention to the presenter. It’s just like they’re passing notes.
- The back channel is rude and disrespectful, and promoting it is a fail. It can be highjacked by spammers and inappropriate talk.
Whether it’s hype, buzz, concerns or complaints, here are four reasons, from recent studies, that show the positive impact on learning by adding virtual experiences to your face-to-face meeting or events.
Online learning of polylogues creates hyper time and increased learning.
- A 2009 Department of Education study shows that adults in online learning conditions performed better than those receiving face-to-face instruction. (Holy Kaw Batman. That can’t be true!)
- Giving virtual attendees control of their interactions with each other, the media and the content enhances learning. (That’s right, go ahead and lose control of your attendees. They’ll learn more without you in the way!)
- Online learning is superior to face-to-face instruction. (Wow, the U.S. Department of Education said that!)
- Source: U.S. Department of Education, Evaluation of Evidence-Based Practices in Online Learning: A Meta-Analysis and Review of Online Learning Studies
- Research published in the Journal of Computer-Mediated Communication shows that online a polylogue (multiple people talking with each other simultaneously) is better than a monologue (speaker presentation) or dialogue (turn-taking interactions).
- In face-to-face presentations, words follow words, paragraphs follow paragraphs, people’s thought patterns follow a single, one-way linear medium—the presenter’s speech–, which discourages flexible, open-ended, multidirectional and multidimensional thought.
- Face-to-face presentations demand that an attendee follow an authoritarian, straight-line, fixed point of view and the medium can become stronger than its content.
- Attendee engagement during a face-to-face presentation demands turn-taking interaction, a dialogue, where the process of taking turns may become more important than the message and comments may be out of snyc as a result of waiting for one’s turn. (We’ve all been there where we’re dying to add a comment, ask a question or ask for clarification. By the time we get called on to speak, we’ve forgotten what we were going to say or it’s no longer relevant to the discussion.)
- Virtual experiences where attendees can control their conversations and participate in polylogues of words and images increase learning and retention. (Ok, here’s the proof that chats, like Twitter chats are better than monologues or dialogues.)
- Source: Comparing How Students Collaborate to Learn About the Self and Relationships in a Real-Time Non-Turn-Taking Online and Turn-Taking Face-to-Face Environment
- Supersynchrony, as Dr. Davis Fougler calls it, allows attendees to control of level of synchrony with parallel interactions, which magnifies learning opportunities and retention.
- In face-to-face presentations, the majority of the interactions are between the presenters and the attendees, basically one-way and expert centric. Sometimes, presenters involve audience engagement yet conversations are still one-way dialogues between two people.
- Virtual experiences promote supersynchrony that creates hypertime, bending time so to speak, by allowing for additional data flow to the attendee and increased productivity. (There’s your new word for the week, supersynchrony.)
- Virtual or online presentations give attendees the ability to break and restore communication linearity. Participants can scroll back from the moment the statements was posted, while interacting presently in the here-and-now, resulting in several conversations happening all at the same time (which are archived for later use). (I know, go ahead and say that’s too much noise for you and you need to focus on one thing at a time. There’s a time and a place for that too.)
- Such hyper synchronous, multi-layered online interaction not only connects each participant in a web of discussion, it affords each participant time to respond during the online synchronous discussion and time to reflect and digest what was said in the archives. This increases interactivity, learning, retention and is a better than face-to-face learning. (For all those naysayers about Twitter chats, here’s the research to back it. Just because YOU don’t like it doesn’t mean that it’s that everyone doesn’t like it. Get out of the way and let your attendees interact with the content and each other.)
- Sources: Building Time Machines: Thinking about the future of interpersonal communication and International Review of Research in Open and Distance Learning, Volume 6, Number 2.
- Hybrid events, blending virtual and face-to-face actually drive face-to-face event attendance and purchases.
- In 2009, Cisco Live, Cisco’s annual customer conference, had 10,000 people at their face-to-face event and another 4,400 with virtual experiences.
- Along with traditional back channel chats during presentations, Cisco provided live group video chats after keynotes specifically for virtual attendees to ask experts, Cisco executives, and speakers questions and to provide more in-depth discussions. These tools also allowed smaller groups of virtual attendees to break off into private chats and return to the larger chat as needed.
- 80% of the virtual attendees said they are likely to purchase a product from Cisco.
- 34% said they were likely to attend the face-to-face event because of attending the virtual experience. (Who wouldn’t like a 34% increase in face-to-face registration!)
- They had 21,000 virtual sessions views, 74 blog posts written and 4,000 virtual booth visits.
- Source: Once You Go Hybrid You’ll Never Go Back
My takeaways from these studies:
- Allow attendees to pick their learning preferences. It’s fine if someone wants to use a computer during an event, follow the back channel or just passively listen. Respect all.
- Event organizers must begin to create more networked learning and less monologues in conferences. Start thinking about adding “social” elements to the face-to-face experience.
- Event organizers should see events within the larger context of a community ecosystem including virtual and face-to-face experiences.
- You can’t control learning whether at your face-to-face or virtual event and you never did.
- Adding a virtual element to your face-to-face event, can have a positive impact on attendance at the next event. See virtual experiences as marketing for future registration, not something that discounts the face-to-face experience.
So what say you? If you’re still with me and read all of this!
I am just now returning to the office after managing my association’s 21st annual conference.
After seven days in Scottsdale, AZ at a beautiful resort and 100 degree temperatures, I’m grateful to be home.
In 15+ years of planning conferences and events, this was one of the most difficult I’ve ever managed. The convergence of the recession, health care reform (which directly affects the industry association I work for), challenging venue negotiations, and free online content put us on the precipice of the unknown and constant change. We did our best to manage attendee’s expectations and move on a dime as needed. Many “Midcourse Corrections” occurred at this event. Thankfully, as a small staff association we were prepared to change quickly both off and onsite as warranted.
Attendance was down. Revenue was less than expected. Expenses were cut. Yet, the attendee experience did not suffer and our delegates enjoyed the event and resort. That’s what ultimately matters although the fallout of the bottom line is yet to be seen.
As we head into 2010, here are 16 of my meeting planning takeaways from this experience:
Don't expect the economy to rebound to the way it once was. We are now in the new normal.
1. Signing venue contracts two and three years before the event is no longer the new normal.
There is too much risk for the customer regarding contractual obligations including attrition and food and beverage requirements. Some venues are suffering financially as well and want to hold the customer to their contract instead of negotiating a win-win. Things change very fast today. Shorter planning times mean venue contracts are being signed closer to the event.
2. As an association event planner, forget your history for meeting room space and sleeping rooms.
The past is not a good predictor of the future at this time. The better predictor of your attendance is to connect with your members and ask them about their plans. But don’t expect them to follow through with their plans if they are paying for their own way to the event.
3. Cell phone and WiFi access are necessities like water and electricity for any event venue and should be free.
I’ll never do another RFP that does not include requests for information about all cell phone carrier access at the venue and the venue’s WiFi access. People are doing business 24-7 and need to be able to connect online and through their cell phone. Venues that don’t have good cell phone reception and those that charge exorbitant fees for WiFi will lose business, including mine.
4. Phone-in presentations don’t work without visuals, good land line connections and quality hybrid phones (phones that connect directly to sound magnification).
Don’t assume that SKYPE or the cell phone speaker are good back up plans unless you’ve tested them during a site visit. Both may be inaccessible from the facility.
5. Less is more, green is in and spending dollars on content and connecting people creates success.
Cut back on the extravagance and put money towards good content, helping people connect with each other and extending the conference experience before and after the event (webinars, blog posts, conference social community, virtual experiences). A conference social community is a must!
6. Attendees want to pay less for conference registration and expect more value from the event.
The attendee wants more immediate gratification. If the content or experience is not relevant or applicable to their personal or professional lives immediately, forget it. Also, associations that depend on a large portion of their annual budget revenue from conference revenues will continue to face increased challenges. Watch for more associations to drop registration fees or even offer free conference registration. (Also watch as some associations begin to merge with others in the coming year.)
7. Online free content is affecting the conference content and attendance.
Attendees expect onsite conference content to be stellar and better than what they have already seen online. Providing the same ‘ole speakers that you have always used is not good enough anymore.
8. It’s time to view the annual conference within the context of a larger community eco-system.
It is actually only one touchpoint within the eco-system of virtual and face-to-face member experiences. Some of your attendees will be at the venue, others will be outside the venue’s four walls. The organization needs to reach both. Also, step away from viewing the annual conference as a one-hit wonder or stand-alone climatic meeting within the year’s events.
9. Presentations need to move from vertical, one to many presentations to more horizontal, many to many, style sessions.
Attendees want less talking heads, more interaction, networking and structured engagement with each other and with the content. They prefer to learn from each other than a panel or presenter. Structure learning experiences around the audience as the experts. Use crowdsourcing and peer-to-peer exercises for increased attendee engagement and satisfaction. When delegates attend a presentation, they want time to interact with the content and with each other during or after the session. Plan and provide that opportunity.
10. The conference attendee list can drive your registration.
People are attending an event less for content and more for face-to-face time with friends, business colleagues, competitors and vendors. Identify the influencers in your attendee registration and empower them to be your event evangelist.
11. Our attendees are seeking boutique event experiences with fewer people.
We are seeing an increase in requests for a smaller conference experience that we plan every year with condensed meaningful professional development content. People actually enjoyed the smaller number of attendees and felt like it was a special event, just for them.
12. You cannot go backwards with virtual and technology integration.
Attendees expect the same level of virtual and technology integration as in past events. Reducing costs by cutting technology and virtual expenses ultimately reduces attendee’s experience and increases their concerns. Charging extra for virtual and technology integration will be a sure fail whale and you’ll jump the shark at the same time.
BONUS TIPS:
13. Attendees welcome more adult white space in the conference schedule.
Build in adequate time for breaks, connecting with the office, conversations with each other, and time to reflect. Don’t try to cram in more stuff thinking more is better. Reducing the amount of scheduled presentations or events is actually welcomed by the attendee and gives the attendee time to digest and reflect on content.
14. Fear and change are two themes all audiences face regardless of the discipline or industry.
If you provide content on dealing with fear and change, you’ll have a winner. These are unique times indeed and these themes are ubiquitous as attendees grapple with the unknown.
15. The corporate and nonprofit mantra has been “If we can just hold on, one of these days things will get back to normal.” Forget about getting back to normal. This is the new normal.
16. What is the new normal?
According to economist, Don Reynolds of 21st Century Forecasting, “More regulation, a weaker consumer, higher rates of unemployment, years before housing prices get back to old highs, a weaker dollar, more government debt, more taxes, a little deflation, then a lot more inflation and an end to U.S. global economic downturn.” (Don was one of our keynote speakers and delivered optimistic yet cautious economic news.)
As we look into the 2010 crystal ball regarding the meetings, events and associations world, what can we expect? More of the same.
According to Reynolds, “The economy has improved and will continue to do so. However, we are in the new normal!” He felt that this recession will last a minimal of six quarters. He also said, “To expect a normal recovery cycle, whether it is corporate profits or lending or consumer spending or capital investment, or (pick the category—increased meeting attendance, or association growth) is just not reasonable.”
Welcome to the New Normal.
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