Subject: How do you keep attendees engaged during virtual meetings?

Do you have any suggestions on articles, books, etc. that address Virtual Meetings regarding how to engage the audience, stop multitasking and keep them engaged?

Here’s how we answered his email:

Hi Gary,

We have been heavily involved in this topic for a long time. IMT led the research study for MPI (Meeting Professionals International) to develop a research base and a “How-To-Guide for Creating Hybrid Events.”  (Download it at mpiweb.org.) We have been involved in creating several hybrid meetings applying those lessons.

Here are some things to look for in terms of engagement:

(1) Is the content appropriate to the audience? Most people try to do a 1 size-fits-all approach with their content. People lose interest much faster online. So, you need to do a better job with targeting.

(2) What does the content look and feel like? Most people’s reference point for online content is live television (Election results, live sports and talk shows.  Think Oprah.). Are you trying to emulate these formats for content delivery OR are you just recording subject matter expert lectures with boring PowerPoint slide shows?

If you think about how live television works – it moves very quickly from segment to segment and topic to topic. The content is much shorter than a live in-person meeting. Camera angles change as well.  In addition, reconsider the length of your virtual sessions and how you put them together.

(3) What are you doing to engage people?  I would look for two things: (1) What tactics are you using? and (2) How much time are you allocating to engagement?

Your attendees are one click away from doing ANYTHING else on the Internet and you only control a small window for their attention. Most online events are Subject Matter Experts talking to people for 56 minutes with 4 minutes allotted for Q&A.

If the attendee has nothing to contribute (ideas, comments, etc.), then you are “betting” that your speaker is strong enough that they will resist the temptation to click away. In my opinion, that is a big ask!  I don’t know any speakers that can keep 100% of the audience’s attention.

The person responded and thanked me for our help. Then, he told us that his virtual meetings concentrated on the following:

• Product info
• Shipping concerns
• New policies/processes
• Info such as upcoming training or meeting

This is boring stuff, especially when you can’t see people face-to-face. His situation sounded similar to a challenge that Ebay Europe faced with its internal team briefings.  So, if you find yourself in a situation where your content is capital “B” boring, I would recommend that you read the following Case Study:  http://www.mpiweb.org/_secure/eBayCaseStudy.pdf

Have a virtual meeting or interactive technology question?  E-mail us at: info@interactivemeetingtechnology.com or visit our site for more information about our digital solutions.

The post IMT Mailbag – How Do I Engage the Audience at Virtual Meetings? appeared first on Interactive Meeting Technology.

I would go with adventure 10 times out of 10.

Boston Scientific chose adventure, too. They skipped the General Session that would have stuffed 5,000 employees into chairs to listen to PowerPoint presentations.  Instead, they created an Expo environment – in the spirit of the Shanghai Expo – where employees could engage with the company, its products and people in many different ways.

Watch the video to see how it turned out. Then, put your PowerPoint down and get started creating your own Adventure.

The post Which Would You Choose: Four Hours of PowerPoint or an Adventure? appeared first on Interactive Meeting Technology.

Why?

Because it sounds unhealthy, irresistible and something that you should try at least once! I imagine it just like the photo below.

Fried Snickers Bar on a Stick. Photo credit: linksmanjd

Why should you try Nacho Mamas?

Good question. Has anyone ever said this about a virtual event that you have organized?

At 6:00 pm when the camera stopped rolling and the event closed down, I realized for the first time I was alone in my office.  I looked around and wondered where the 174 people had gone.

Or what about this:

It blew me away. For the first time ever, this was officially a hybrid event that works.  It was the whole package. I got way more than I expected. If I had to pay for it – I would have.

If you aren’t getting that kind of feedback, then maybe this recipe is the kick start that you need. It is tasty, irresistible and keeps people coming back for more.

Here is the recipe, so you can go out and create your own Deep Fried Hybrid Event on A Stick. See the finished product.

Ingredients

Team Roles

1 Virtual Event Design Consultant / Project Manager

1 Virtual Emcee: The Host of the Remote Broadcast

1 Tech Director: Calls the show, video camera shots and switches

1 Twitter Moderator: Captures questions, comments and ideas from the audience

1 Soundbyte Tweeter: Tweets Out Speaker highlights under the event’s Twitter ID

1 Main Session Cameraman

1 Studio Cameraman

1 Mediasite Tech: Manages video, audio and VGA feeds going into Mediasite system

1 A/V Tech: Manages the House signals

1 A/V Tech: Manges the Video and Audio Switches for Remote Audience

Equipment and Technology

2 Cameras: One for the main room and a second for the studio

2 Camera Tripods

1 Riser – to make the tripod sit over everyone’s head

2 Studio Microphones (These are linked to webcast – but not house sound.)

3 House Sound Microphones

1 Media Site Player (this is the webcasting gear)

1 Video Switcher

1 Interview Studio (Table, Chairs Backdrop, Professional Lighting)

1 Twitter Hashtag

1 Event Twitter Account

1 Webcast Player (Mediasite provides this – but can be configured)

1 Intefy System (Virtual Front Door that shows video, schedule plus twitter streams

1 Hosting Server for Storing and Hosting Streaming Video

3 Laptops for Virtual Emcee, Twitter Moderator and Fact Based Tweeter (if not the same person)

Various and sundry cables to connect and power everything

Directions

Create A Virtual Agenda

Take your event agenda and mix in a virtual introduction, virtual shows and planned interviews. With your rolling pin, neatly roll out the virtual conference agenda until it integrates nicely with your regular event agenda. Be sure that most of the breaks and meals are filled with lively content for the virtual audience.

Next, chop the agenda up into a run schedule and add in different points for group time. Take those chopped up elements and sprinkle in various people (virtual emcee, twitter moderator) and places (Studio, main room and man on the street).

Put the programming in the refrigerator to gel for a few days.

Design the Virtual Experience

Next, sketch out the virtual experience. Sketch out the sights, sounds and mouse clicks that people will experience while moving from your Virtual Front Door into your Event’s Virtual Living Room. There may be several steps and screens – understand them all. Be sure to look at experience, performance, usability and intuitive interface when choosing vendors.

Plan & Equip Your Physical Spaces

Now, you need to assemble the elements that will go into your studio, main room, etc – the tech, decor and people. Be sure that you compare these pieces to your agenda to make sure that you have not forgot anything — you want the flavors to gel together when you deep fry it. If they don’t match you could be in trouble. Then, go find your vendors to execute.

Assemble and Deep Fry

Wrap your virtual emcee, virtual experience pieces and physical on-site elements together in your programming. Insert a stick to make sure that your solution is fully portable (that you can embed it on other websites).

Now, Deep Fry that Bad boy for 60 seconds. Let it sit for 20 seconds (the webcast delay), then serve with a big smile and a group of social sharing buttons.

This recipe serves 550.

If you are making a double batch, consider adding two different twitter moderators. The first is a twitter moderator that responds to comments. The second is a twitter moderator that only tweets out speaker highlights from the main event into retweetable soundbytes.

Bottom Line

There were many people, processes and technologies that went into creating and implementing the Event Camp Twin Cities virtual experience. It was the combination of all of these elements – along with compelling content – that got people to engage in the event.

If your hybrid or virtual event or technology or process had a cool food name, what would it be? and why?

The post Nacho Mamas Deep Fried Hybrid Event on A Stick appeared first on Interactive Meeting Technology.

Is “Technology” the Future of Meetings?

The topic of the future of meetings sends some people flying toward technology. This was evidenced by the thousands of attendees that flocked to the many technology sessions to learn about the latest whizbangs and strategies. This was evidenced by the paperless program, the Mobile apps and the Pathable community.

So, it’s technology right? Smartphones and that kind of stuff. Um, not exactly.

Is “Environment” the Future of Meetings?

The topic of the future of meetings sends others into the “better room layout” and “environment” corner. Joan Eisenstodt, for example, wants pictures on the walls, natural light and flexible space. When she says that many in the crowd nod with approval. Some cheer. Venue Executives mumble profanities. While others would just be happy if the room setup would match the session. “Rounds in the general session room? What’s that all about,” asks one attendee.

So, it’s environment right? Redesign the conference centers OR match the room setup to the needs. That must be the future of meetings. Um, not exactly.

Is “Content” the Future of Meetings?

The topic of the future of meetings sends others into the “content” corner. These people are talking about content delivery, interactive formats, learning styles, objectives, discovery, etc. They say less time listening to boring speakers and more time interacting in an informal learning environment. When someone says more collaboration and interaction – groups of people start whooping and hollering Texas style. Speakers scratch their heads and ask if better hand gestures would help.

So, it’s content right? Use more collaborative formats. Get people out of chairs and writing on white boards. Um, not exactly.

Is “Attendee Experience” the Future of Meetings?

The topic of the future of meetings gets others talking about attendee experience. It’s about putting the attendee at the center of the event. Ruud Janssen says that we need to think about it like “100 events for 100 people.” Another person talks about interviewing “professional attendees” – the conference road warriors – and using their needs as the model for how these experiences could work.

So, it’s attendee experience right? Design events with the attendee in mind. Um, not exactly.

Is “Storytelling” the Future of Meetings?

The topic of the future of meetings gets others talking about storytelling. It’s about narrative and personas they say. They talk about the strong characters in movies and books that we identify with. They talk about the dilemmas created in good vs. evil situations. They continue on with more stuff that is over our heads – but sounds good. Many nod in approval.

So, it’s storytelling right? We just hire a scriptwriter create good characters, put Bruce MacMillan in a flying harness and get Stephen Spielberg to show us how to produce the stuff. Um, not exactly.

Is “Inspiration” the Future of Meetings?

The keynote speakers from the Opening General Session will tell you that the future of meetings is about passion and inspiring people to become part of something greater than themselves. They will site examples of people coming from remarkable circumstances that you couldn’t ever imagine to do something extraordinary. Since, we are all amazed – we nod with approval and donate $20.

So, it’s inspiration right? We find someone or something that inspires us – like Bruce Willis or the A-team. Then we book them for our next event. That’s the ticket! Um, not exactly.

Is “Outside the Industry” the Future of Meetings?

The topic of the future of events gets others to talk about looking outside our industry for the answer. Looking for inspiration in art, in movies, in design, in Farmville, in nature and in space. Or was it in Oldspice? Regardless, asking ourselves what the Future of Meetings looks like – doesn’t help – because we all have the similar answers. As we hear this point of view, we nod again.

So, it’s looking outside ourselves right? We watch a few OldSpice commercials, play Farmville and “friend” that Zuckerberg dude who created Facebook – then we will know the future of events. Right? Um, not exactly.

So what is the Future of Meetings?

Well, if the future of meetings is not technology or space or content or attendee experience or inspiration or outside factors – then what is it?

I have no idea. I just can tell you that it is not ONE of those factors – it is all of them. As far as I can tell that is the conclusion drawn from the MPI World Education Conference.

What do you think our future meetings and events will look like? or what do they need to look like?

Note: I did receive partial registration reduction for agreeing to participate in the Social Media Guru program at MPI’s World Education Conference.

The post The Future of Meetings: Are You My Mother? appeared first on Interactive Meeting Technology.

The slide deck is below and the webinar recording is available here: Webinar recording.

[slideshare id=3469467&doc=march18inxposmwebinarfinal-100318131139-phpapp01]

Bottom Line

Social Media is creating new opportunities for you to connect, engage and educate your attendees. As your attendees get used to having more of these two way experiences in their real lives – they will start expecting similar experiences from your events. While there are many technologies that can help you – you need to make sure that you (1) set your objectives, (2) assess your audience and (3) map your needs to the resources that are available to you.

The post Free Webinar: Beyond Social Media – Uncover New Ways To Connect, Engage and Educate Your Audience Physically And Virtually appeared first on Interactive Meeting Technology.

While it wasn’t ideal – I gotta say that it wasn’t that bad either. Especially, considering my alternative was to watch movers load the truck.

Movers Loading the Container

Here are 20 Tweets that I collected from the event that I think are worth your attention. If you are interested in more – you can either watch the videos or checkout the backchannel (Search #ve10 on Twitter).

1. C your F2f event as a microverse in a larger context of community says @PaulSalinger #vevu #ve10 think of all channels 4 your content /via @jeffhurt

2. Key component of Hybrid events is the interaction and engagement created between virtual and face2face attendees /via @michaelmccurry

3. Remote attendees arrive early, stay late online and want a robust virtual experience when attending a virtual event says @kellyAGraham #ve10 /via @jeffhurt

4. Why Virtual Events: extend content reach, extend, reduce spend, extend duration, support #green, demonstrate tech @kellyAGraham A) #ve10 /via @jeffhurt

5. Why Virtual Events B) Gain better metrics for business intelligence – data, data, data says @kellyAGraham #ve10 /via @jeffhurt

6. Consider prospects who may attend your virtual event, taste it, & decide to later attend the F2F event says @kellyAGraham #ve10 /via @jeffhurt

7. A Virtual Event is a gathering of ppl who meet in online environment at set time 2 acquire info, share, network, engage @kellyAGraham #ve10 /via @jeffhurt

8. Virtual Event Strategies: Get, Keep & Grow Customers says @kellyAGraham #ve10 /via @jeffhurt

9. Virtual Event Strategy (VES) 1) Understand your Audience 2) Document Your Objectives 3) Develop Measurement Plan says @kellyAGraham #ve10 /via @jeffhurt

10. What I like about the live stream of #ve10 – I can flip between sessions until I find content of interest http://bit.ly/ci5h7Y /via @scottlum

11. @scottlum You can flip between sessions and no one has to move their chair to let you scoot by! #ve10 /via @ginaschreck

12. VES: Don’t understimate resources for virtual strategy. Lrn to understand virtual attendee’s expectations says @KellyAGraham #ve10 /via @jeffhurt

13. You need a good Digital Strategiest that understand virtual and online experiences for Virtual Events Success says @KellyAGraham #ve10 /via @jeffhurt

14. Strategic Methodology for Virtual Events Use Master Process: M) Mark your aud A) Assess Objs & goals S) Strategy says @kellyagraham #ve10 /@jeffhurt

15. VE Strategic Methodology cont T) Tech Review E) Execution R ) Review & Reblance says @kellyagraham #ve10 /@jeffhurt

16. Audience Technographics for Virtual Events #ve10 from @KellyAGraham http://twitpic.com/14x7h8 [Book mark this. Another winner from Kelly] /via @jeffhurt

17. Wow, Cisco did a virtual event for 10 million says @kellyAGraham [Not the norm she reminds audience] #ve10 /via @jeffhurt

18. Cisco cost per person dropped from $4500 to $385 by going virtual. But they want hybrid event for 2010 : drive motivation #ve10 #vevu /@ikesingh

19. Virtual events? Don’t look at technology first – what do you want to accomplish? Look at tech. after event plan in place. #ve10 /via @scottlum

20. Virtual is an umbrella term for any type of event that is not face-to-face says @KellyAGraham /via @JeffHurt

Two BONUS Tweets

21. Gr8 4all events: Virtual Event Obj: Complete form for each aud segment u target says @KellyAGraham http://twitpic.com/14x8q9 /via @JeffHurt

The diagram is great for all events that are using any type of digital technology. I use many similar questions when I meet with companies that are considering event technology.

22. Virtual Events Metrics & ROI [Good list to consider] from @deTomasi & @KellyAGraham #ve10 #eventprofs http://twitpic.com/14xjax

I like how this list of metrics is categorized: Reach, Engagement, Conversion and Content Lifecycle. I think the attention to the content life-cycle is important. If you are going to make the investment in creating content, then you should look very closely at how you far and wide you can spread that content.

Bottom Line

Even in the virtual third world, I was able to connect with this conference and harvest some valuable insights. I hope that you found these 20 tweets and the links valuable as well.

So, what jumped out at you? What would you add?

The post 20 Tweets from the Virtual Edge Summit Worth Reading appeared first on Interactive Meeting Technology.

Coke planted a vending machine inside the Student Union of a US university that has magical powers. For some unsuspecting people it distributes an unusual amount of coke and other items (pizza, etc.). No matter what it dispenses – it is creating smiles and happiness. You should watch the video and see for yourself.

[vodpod id=ExternalVideo.915554&w=425&h=350&fv=config%3Dhttp%3A%2F%2Fcreativity-online.com%2Fxml%2Fconfig.player.php%26p%3D18425]

(FYI – Video might take a minute to load)

What does this mean for events?

In my post Who Else Wants to Have Fun at Events – I shared two examples of how you can use technology and “Fun” to change experiences and change behavior.

This Coke video is another example of how we can combine technology and “Fun” to into our event experiences. In this case, happiness is distributed someplace where people least expect it – from a vending machine.

Bottom Line

Regardless of how you choose to engage attendees (with technology or otherwise) – ask yourself this question: Are you creating smiles and distributing happiness?

The post Are Your Events Distributing Happiness? appeared first on Interactive Meeting Technology.

What would you ask?

Would you ask attendees your most pressing questions? Would you ask them for ideas? Would you ask them to help you prioritize objectives? Would you ask them to help you solve problems? Would you show them your vision for the future and ask them to poke holes in it? Would you ask them to help you make decisions? Would you ask them what they learned? Would you ask them to calculate ROI?

How would it work?

I see it working like this: You give attendees a problem, then in a mili-second they give you thousands of relevant, categorized and useful responses. Sometimes this will be based on life experiences. Other times it could be from company knowledge.

We can get a similar result when we use group collaboration technology and large group methods at meetings. You present a question, situation or problem to the audience. They reflect on it for a few moments and discuss in small groups. Then attendees enter their ideas, comments or opinions into a computer or mobile device. In some cases, a small group may categorize the responses. In other cases, the audience will do this step, too. Then,  the audience will rank and prioritize the categorized results. At the end, there is a massive list of useful ideas (or whatever you are seeking) that is categorized and prioritized.

A Word of Caution

Being able to google your attendees will not mean that you get perfect results. I imagine that you would still have some of the same challenges that you face with the Google search engine today:

1. You may still need to be wary of advertisements that are disguised as meaningful results.
2. You may still have to ask the same question several different ways to get the best results.
3. You will still need to learn which keywords trigger the best results and which don’t.

Bottom Line

If you could google the minds of your attendees would you do it?  What would you ask?  How would attendees be able to help you that are unimaginable today?

Image Credit: Samuel J. Smith & profile pictures of his Twitter followers

The post What if You Could Google the Minds of Your Attendees appeared first on Interactive Meeting Technology.

Worlds Are Colliding

The digital world and the face to face worlds are colliding and I see several new opportunities emerging for events. Yesterday, we tackled these four new opportunities that have emerged for events to use event technology to transform the event:

• Extending the Meeting
• Including More People
• Improved Interaction
• New Formats

Extending the Meeting

We have the opportunity to stretch event experiences from 1-2 days to several days, weeks and months. Rather than looking at the meeting as an isolated event – we can look at it as one point in a conversation stream. By using your digital touch points wisely, you can start relationships earlier and change the nature of the face-to-face interactions onsite. Webinars, webcasts, social networks and social media tools are some of the technologies making this possible.

Including More People

The people that come to your event are a subset of your event community. For one reason or another, there are some people that cannot come to your event. It has nothing to do with you, your program, the venue, the destination or the price – they just can’t come. Rather than ignore these “potential” attendees – the technology tools like the backchannel and live streaming help you include them in your event experience.

Increasing Interaction

Attendees are smarter than they have ever been. The gap between the experts on stage and the attendees in the audience has never been smaller. The collaboration tools that we have at our disposal have made it easier than ever to create this interaction. Equally important – there are a large number of audience response keypads, gadgets, handheld devices and mobile applications that put the power in the attendee’s hand and make it easier for you to engage them: Ask questions, collect ideas, vote, etc.

Alternative Formats

We still live in a world where good projects (meetings, marketing plans, etc.) are being cut in favor of better projects. Telepresence and Virtual Events are two event formats that have emerged as viable lost cost alternatives (or compliments) to full face-to-face events. While some face-to-face diehards may initially raise their noses at these two formats – I suggest that you take a closer look. I would prefer that you keep some options in your back pocket and fight for your projects – rather than accept defeat when the finance department and management want to cut your event.

Bottom Line

The collision between the digital world and the face-to-face world creates several new opportunities for events. By framing the discussion in terms of these new opportunities – you can strategically approach technology rather than look at it tactically.

That’s my take – what do you think?

The post Worlds Are Colliding to Create New Opportunities for Events appeared first on Interactive Meeting Technology.

Endless PowerPoint presentations and stale ham sandwiches have been making attendees comatose at meetings and events for decades now. While many event organizers recognize the need for more interaction, few know where to start.

Most leap for technology tools and new formats.

By immediately starting with technology solutions, you risk over-engineering OR under-engineering your interactive experiences.

Ask The Key Question

In my opinion, there is a better way. I prefer to start with this seemingly simple question: What are attendees supposed to do as a result of this interaction (or session)?

Here are some possible responses:

• Stay awake & not fall asleep
• Stop playing with their mobile gadgets
• Ask questions
• Answer a question
• Give their opinion
• Learn a new skill
• Embrace the organizational change
• Feel better
• Accept an invitation to meet a sales rep
• Reinforce product benefits
• Experience the brand
• Find 5 new association members
• Purchase your products
• Go change the world
• Tell 47 people that your company rocks!
• Create 25 new ideas
• Be a part of the grass roots effort to ______
• Change their way that they work

Set the Interaction Dial

I view answering the question above as setting the interaction dial, because it sets a target for your interactive experience. Also, interactions have different intensity levels. Some interactive solutions are really simple (like having attendees ask questions). While others are complex  (like brainstorming with 500 people) and require additional planning, design, session time and sophisticated tech tools. By setting the target – you make it easier to match the interactive experience to your desired outcome.

After you set the interaction dial, don’t be shy. Get your stakeholders involved in creating a solution. Ask the speakers, facilitators, meeting designers, A/V team and technology services providers to help you. These are smart people. Don’t be afraid to use them.

Bottom Line

When you are planning interactions – start by thinking through the action that you want attendees to take afterward. Then, work on matching the right processes, event formats and interactive technology to your objective.

Where will you set the interaction dial?

The post How to Set the Interaction Dial appeared first on Interactive Meeting Technology.