Bring Your Conference to Your Members August 17, 2009 Content Leaders: Richard Finstein, Partner, CEO CommPartners, LLC John Volentine, Partner, Director of Operations, CommPartners, LLC Connecting Great Ideas and Great People

2 Key Discussion Areas  Definition of hybrid conferencing  Basis for introducing hybrid conferencing to your community  A business foundation to boost your chances for success

3 Key Discussion Areas  Technology components  Internal and external resource selection to meet your goals  Presentation methods to connect in the most effective way  Tips for more effective presentations

4 Poll Question To those in the remote audience what is the #1 reason you are not here 1. Costs 2. Time away from the office 3. Inconvenience of traveling to the event 4. Relevancy of content 5. Lack of connection to ASAE as a resource

5 Poll Question To those in the onsite audience… what is the #1 reason you are here. 1. Networking Opportunities 2. Education Sessions 3. Exhibits 4. See Toronto

6 Poll Question To those in the onsite audience… If a number of sessions you were interested in were available online, would you still come to the conference? 1. Yes 2. No 3. Not sure

7 ASAE Conference Facts… 1. 3,000 attendees at the conference 2. 22,000 members are absent 3. Roughly 85% are not participating

8 Definition Hybrid Conferences The creation of a teaching environment suitable for both onsite and remote participants where each is able to have the same opportunity to learn, engage the presenters and achieve the same educational outcomes.

9 Pre Session Poll of Webinar Participants What type of online education are you currently providing? Webinars/ Webcasts – 51% Previously recorded content – 41% Podcasts – 9% Online Courses – 14% Virtual Trade Shows / Hybrid Conferences – 2% None – 11%

10 An Opportunity Like Never Before  Participating virtually has much greater acceptance  Increasing frustration with economy, travel  More flexible / dynamic, meeting / learning technologies  Organizations have a better understanding of how to create effective online content

11 Creating a Successful Hybrid Event Create Vision Statement for Hybrid Learning (DNA) In creating a vision statement consider the following: Because we are investing our time, our resources, and our finances and the results will impact our relationships, our credibility and our value we have to do this well.

12 Components of Your Vision Statement  Why are we doing this? How do we benchmark success?  How will these programs benefit our organization?  How will these benefit to our members / stakeholders?

13 Components of Your Vision Statement  How will these programs fit in with our other online / onsite offerings?  What are the principles that will set our programs apart from everyone else?

14 Hybrid Conference Foundations  Perform research / understand your community  Create business strategy  Create your brand  Confirm tactical approach & teaching strategies  Verify work flow

15 Creating Successful Hybrid Events – An organizational Approach IT Department AMS Integration Merchant services Authentication and security Attendee access Membership / Marketing Impact of online learning on value of membership Compliment to other marketing initiatives Potential use to support marketing to members Education / Meetings Department Quality programming Continuing educational credits Meet pre confirmed objectives An asset to the organization Provide members / stakeholders what they are seeking Finance / Operations Department Reduce expense exposure Timely payment process Alternative revenue models

16 Create Business Strategy  Cost – benefit analysis  Sponsorship  Session packaging  Fees for event archives  Subscription vs. Individual pricing  Threshold for risk Creating Successful Hybrid Events

17 Creating a Successful Online Learning Strategy  Online teaching strategies  Organization and presentation of content  Presenter qualifications  Screen Layout  Branding / identity strategy  Content choices  Pre / post learning enhancements

18 Hybrid Learning Categories

19 Multimedia Presentations 1. The “ Virtual Keynote Address ” 2. Success is tied to the visual presentation and functions along with the presenter ’ s personality 3. Broadcast vs. collaborative 4. Integration of video, changing imagery, sponsorship 5. Marketing campaigns

20 Interactive Learning Labs 1. The “ Learning Lab ” 2. Energy is in the dialog 3. Verbal participation 4. Peer group networking 5. Smaller work groups 6. Utilization of interface to foster learning

21 Formal Educational Programming 1. Lecture based 2. Defined curriculum 3. Pre and post learning processes 4. Live or On demand 5. Certificate based

22 Program Layout Vs.

23 Virtual Conferences

24 Creating a Successful Hybrid Strategy Create Your Brand

25 American Immigration Lawyers Association Case Study & Demonstration  One day program, six sessions  Offered option to purchase morning sessions or afternoon sessions.  Included archives with purchase  Forty members participated remotely and paid $200 for 3 sessions.

26 First Q & A Session: Remote audience: To ask an audio question please dial and enter passcode #. Press *1 on your telephone keypad to let us know you are ready to ask your question. You may also type your question in the box at the bottom of your screen. Click on the Question & Answer button then type in your question and select the “Send” button. Priority will be given to audio questions.

27 Hybrid Event Team  Producer  Producer Assistant  One or multiple camera operators  Technology coordinator  Representative(s) to manage onsite audience questions

28 Producer Responsibilities  Event Planning / Coordinates Event Team Resources  Speaker / Presenter Coordination  Technology / Equipment Selections  Testing Coordination  Day of Event Coordination  Overall Event Success

29 Event Team Physical Room Setup:  Local Room Size / Dimensions  Lighting / Sound / Layout / Equipment  Network Connections / Power Speaker/Presenter Preparations:  Speaker/Presenter Technology Training  Session Format? Panel, Podium, Interview  Local / Remote audience interaction / question & answers / polls / surveys ? How?  Location of Speaker / Presenter? Fixed vs Moving  Event Time-Line / Script

30 Producer and Team Technology and Equipment  Number(s)/Type of camera / operators  Streaming and remote player requirements  Audio/ Video requirements  Remote presenters? Video? Testing  Test / Dry Runs / Equipment checks

31 Producer and Team Day of Event Support  Manage Question and Answer Session  Equipment and Staff checks Overall Event Success  Does everything necessary to run a successful event

32 Hybrid Configuration

33

34 Hybrid Resources for Success  Produce your event – more than planning

35 Hybrid Central

36 Hybrid Central  Branded hybrid conference home  Live & on demand registration, check in  AMS Integration  Social media integration  Podcasts from presented content  Resource documents  Technical requirements

37 Collaborative Learning… Why is this so Challenging?

38 Tip # 1 – Understand all the details to produce a successful event

39 Tip # 2 – Prepare the onsite production weeks before the event  Perform Site Survey  Have good working relationship with AV contact  Provide room layout  Define access to Internet, audio components

40 Tip # 3 – Properly market your program.

41 Tip # 4 – Start early in engaging and preparing your presenters. Provide them your mission for your programs to get their buy in.  Review content and presentation objectives  Evaluate ability  Introduce technology

42 Activity Options  Interview  Panel  Case Study  Role Play  Breakout rooms Tip # 5 – Be willing to modify program delivery if you sense selected presenter will not be able to thrive in this format.

43  Make sure you have a back up audio recording  Have a fast way to communicate to the audience  Contingencies have been worked out in case connectivity is lost. Tip # 6 – Create a back up plan

44  Ensure all presenters have headsets.  Perform a pre sound test and final sound test before the event.  Test all presenters with the microphones they will be using.  Test roaming microphones. Tip # 7 – Ensure sound will be perfect

45 Tip # 8 – Utilize Web based learning best practices  Have seeded questions ready  Script opening and closing  Segment audience  Create a pleasing visual presentation  Build interaction  Use an increased amount of imagery  Call on people by name

46  Consider providing a copy of slides, archive, and Q & A from the event on a hosted page that also promotes upcoming events.  Automatically deliver an archive to anyone that missed the event.  Send a thank you for their attendance and a preview to upcoming events. Tip # 9 – Provide a post event deliverable

47  Think out of the box  Entertain  Leave time for audience participation  Take calculated risks Tip # 10 – Be Creative – Have Fun

48 Second Q & A Session: Remote audience: To ask an audio question please dial and enter passcode #. Press *1 on your telephone keypad to let us know you are ready to ask your question. You may also type your question in the box at the bottom of your screen. Click on the Question & Answer button then type in your question and select the “Send” button. Priority will be given to audio questions.

49 Contact Information: Richard Finstein John Volentine