Contact us via http://How-Can-I-Be-Social.com or @GHeijkoop Session WE02: Analysis and evaluation of a hybrid event - (CMP) Moderator(s): Gerrit Heijkoop, Executive Partner & Strategy Advisor Panel: Jennifer Salsbury, Senior Director, International, China National Convention Center, China-P.R. Noor Ahmad Hamid, Regional Director, ICCA Asia Pacific Regional Office, Malaysia Vichaya Soonthornsaratoon, Director of the Meetings, Incentive & Convention Department, Thailand Convention & Exhibition Bureau, Thailand Location: Yellow River Hall, Level 3, Shanghai Convention Center, China P.R. Date: November 6th, 2013 | 10:30 - 12:30 Format: In-depth case study workshop + round table discussions Audience: Primarily aimed at delegates without extensive expertise or experience in hybrid or virtual meetings Description: This year ICCA designed and ran a carefully designed two-hour Hybrid session at the RSMP in Amsterdam, with the assistance of specialists in this field, Gerrit Heijkoop, How Can I Be Social (HCIBS) and Gerdie Schreuders, LiveOnlineEvents BV. This session goes into great depth on all the different elements that are required to set up a successful session of this kind: specialised marketing, website design, social media, involvement of and engagement with offsite groups and individuals, incentives to join, session design, IT and AV requirements, and moderator and speaker briefings and behaviour. Such a hybrid event may look simple when you see it taking place on your computer, but it's actually surprisingly complex and has many opportunities to make disastrous mistakes. With input from the organisers and participants from both the live and virtual elements, this is the perfect introduction to anyone wanting to understand the most important general principles or needing practical advice to set and run their own hybrid events.

1. 52nd ICCA Congress
Analysis & Evaluation
of a Hybrid Event
International Congress and Convention Association
.
#ICCA13

3. Ask your questions

4. Gerrit Heijkoop
How Can I Be Social (HCIBS)
Twitter: @HCIBS or @GHeijkoop
Facebook: /HCIBS
Email: Gerrit@HCIBS.com

5. Vichaya
Soonthornsaratoon
Thailand Convention
& Exhibition Bureau
Jennifer Salsbury
China National
Convention Center
Noor Ahmad Hamid
ICCA Asia Pacific
Regional Office

6. why

7. “In advance I was not sure
of what to expect, but there
was so much positive
energy!
It brought people closer
together, which really suits
the values ​of our brand”
Mieke van Loenen
Director of events, ICCA

8. Let’s have a look …

9. Definition hybrid event
An event with
both live participants
as remote participants.

10. Where do
you stand?

11. “I have particpated in an
event as an ‘online delegate’”
Disagree
Agree

12. “I will be involved in
hybrid events in the future”
Disagree
Agree

13. During session at #ICCA13:
100%
70%
“I will be involved in
hybrid events in the future”
Disagree
Agree
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents

14. #ICCAbidding
July 2013

15. Program(s) at a glance
Day 1
Day 2
Bangkok,
Thailand
Day 1
Beijing,
China P.R.
Offices
Mobiles
Hybrid bidding seminar
Amsterdam,
Netherlands
Day 3
Day 2

16. Program(s) at a glance
Pre-Show
LIVE Interactive session
1. Welcome by virtual hosts
2. Martin Sirk, CEO ICCA & moderator
After-Show
1. Bidding story by panelist
2. Mieke van Loenen, events director ICCA
3. Do’s & Don’ts in bidding, 2 panelists (clients)
3. RSMP experience, 2 live delegates
4. Martin Sirk, CEO ICCA & moderator
5. Closing by virtual host

29. Why??

33. 1703 Views
5293 Views

34. Why stay local, when you go global?
“Het online ontsluiten
van bijeenkomst leidt
tot minder deelnemers”

46. Compare the numbers
ICCA RSMP live
#ICCABidding online
• 152 delegates
• 37 countries
• 80 in session
•
•
•
•
•
•
604 viewers
75 countries
171 chat & 119 Twitter
521 messages
42.210 reached
12 high quality videos

47. Why participate virtually?
Travel costs
55%
Can't leave office
50%
Cost of event
45%
No time to travel
25%
Watched recording
20%
Prefer virtual attendance
15%
Live discovery
15%
0%
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
10%
20%
30%
40%
50%
60%

48. Why NOT?

49. “Releasing content
online will lead to
less live participants”

50. During session at #ICCA13:
20%
50% is afraid
of ‘cannibalisation’

52. “So if Lazy Larry stays home and watches every speech
online and takes notes.... he'll come away with some good
nuggets of information.
But if Friendly Freddy actually goes to the conference,
and even misses a few of the sessions because he's
hungover....., he will still get more out of the conference
than Lazy Larry because he's at the conference mingling,
making friends, going out to breakfast/lunch/dinner with
all the other nerds at the conference and building up a
network of like-minded people.”
Source: Neville Medhora

53. #exercise
List the benefits of a
hybrid event

54. Benefits are clear!
1. Larger reach
2. More interaction with audience
3. Sponsor opportunities
4. Reduces CO2 & travel costs
5. Huge pile of promotion material

55. how

56. What does it take?
Design
People
Marketing
Budget

57. What does it take?
Design
People
Marketing
Budget

59. Design: two experiences
Live participant
Online participant
•
Plenary
•
Listen & Watch
•
Parallell
•
Interviews
•
Workshops
•
Exercises
•
Activities
•
Breaks
•
Networking
•
Networking

61. Design: two experiences

62. #exercise
Which consequences
has a ‘double design’
for you?
1.
2.
3.
4.
As organizer
As venue
As sponsor
…

63. What does it take?
Design: two experiences
People
Marketing
Budget

64. People: hybrid event team
• Technical manager
• Production manager
• Meeting planner
• Trainer
• Marketing manager
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents

65. People: hybrid event team
Online Presenter
Online Moderator

66. What does it take?
Design: two experiences
People: new roles
Marketing
Budget

67. Marketing: upside down effort

68. Marketing: upside down effort

69. What does it take?
Design: two experiences
People: new roles
Marketing: upside down effort
Budget

70. Budget: what does hybrid cost?

71. Budget: what does hybrid cost?
1%
2%
Decor
Internet
6%
Content
8%
Consultancy
10%
Virtual platform
30%
Streaming Services
7%: €1.000
Decor & other
13%: €2.000
Internet
10%: €1.500
Content
27%: €4.000
Consultancy & Production
7%: €1.000
Virtual platform
20%: €3.000
42%
Video production
MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
Streaming Services
17%: €2.500
Video production
ICCA RSMP Hybrid session, July 2013 - HCIBS

72. What does it take?
Design: two experiences
People: new roles
Marketing: upside down effort
Budget: €15.000 + …

73. what

74. Lesson’s learned:

75. #reflection
apply to your
own situation

77. Before we go …

79. I am going to …

80. Please,
remember
the survey …

81. send feedback & ask questions
gerrit@hcibs.com