Connect. The Network Media Partners blog.

Tag: association workplace

Virtual conference: best practices still apply

Underneath technology of a virtual event, attendees must find value in participation

As associations look to incorporate the social connectivity of Web 2.0 in their events, it’s easy to see why a virtual event would be a logical next step in online community building. Virtual conferences, webinars and online sessions offer a new level of interactivity and attract a wider range of attendees, while keeping their roots in the tried and true best practices of a traditional in-person event.

The projector’s down

If a glitch happens during an in-person session, the show will likely go on. But the success of your virtual conference depends greatly on the technology you use to serve your event. Make sure users can easily connect and participate in the session by choosing technology that is user-friendly and easily accessible.
Find a technology that requires a system check before a user can register, recommends Anthony Allen, Director, Digital Media for American Society for Training & Development. There is nothing worse than registering for—and paying for—an event only to find you cannot attend because of your browser’s capabilities.

Speaker, Prepare Thyself

When it comes to content, your audience will benefit from a presenter who is prepared to speak to a virtual group. Allen recommends giving your presenters a speaker orientation that helps them with some of the finer points of speaking to a virtual audience. As Allen pointed out during a recent webinar, “Producing Virtual Sessions,” a speaker should consider the shelf life of an online session that is recorded and say hello to the “audience of the future.” A simple greeting akin to “Good morning or good afternoon to those of you viewing this recorded session” will suffice.

Know your competition

Allow attendees to revisit sessions (or perhaps view them for the first time) after your live event has passed. Often virtual attendees can commit only the time for one or two sessions of a day-long conference. Remember, when attendees are in front of their computers, your session is in competition with email, calendar reminders and anything else that, literally, pops up.
After attending a recent virtual conference, Event and Marketing Manager Bridget Feeley says, “The sessions offered some great content, but attending all of them in one day was an information overload. That’s not much different from a physical event.”

Exhibitors and Sponsors

The best way to include exhibitors or sponsors depends on whether your online event is paired with a live event or stands alone. Some virtual-only events include a virtual exhibit hall, where attendees browse exhibitors’ information, enter their “booth” and chat with the exhibitor.

“The exhibit hall was the most interesting aspect,” Feeley says. “Each booth was set up differently and as you entered, a representative from the company chatted to see if you had any questions. You could download brochures, see demonstrations, link to the exhibitors’ web site, and chat with other attendees or with the company reps.”

If your virtual event is paired with a concurrent live one, consider allowing virtual attendees to ask questions of a live exhibitor via a web chat and live video stream.
As host, also consider what your exhibitors and sponsors can gain from being in front of your audience. Feeley says, “As an exhibitor, you have access to instant leads, can measure your results, and have the ability to communicate with your audience before, during and after a physical event.”

Million dollar question: How can you generate revenue from a virtual event?

Perhaps the best way to generate revenue from an online event is to incorporate sponsorships that are valuable to both attendees and the supplier or vendor who is your sponsor.

Sponsored content and education materials, live Q and A sessions or product demonstrations during the virtual event allow the sponsor access to its prospective customers while giving attendees meaningful information and ideas to take away with them.

Read Bridget’s first person account as a virtual conference attendee.

Order and view ASTD’s Producing Virtual Sessions webinar.

6 creative ways to stay on budget for creative

Association Media and Publishing and ASAE & The Center co-hosted a lunch and learn session titled “Design on a Dime” last week, including a panel of association professionals moderated by Network Creative Director Jen Smith.

The session covered a number of ideas and insights as to controlling time and money when it comes to design work. A few take-aways:

1. Plan, plan, plan. Use a creative brief or request form to gather all the information you need to begin a project, including budget, business objectives, target audience, schedule and deadlines, design medium, quantity, format.

2. Talk it out. Involve all “stakeholders” from the beginning of a job, including the designer. By bringing the designer into the loop early, she or he will have the right sense for the piece they are creating. Understanding the purpose and goals of the piece is crucial to designing it.

3. Strategize. Try to foresee all uses of a brand’s look and feel, or just know that there may be uses you haven’t thought of yet. A designer needs to know that while they may be starting with a single element, it needs to develop into a larger strategy.

4. Customize artwork. Consider creative ways to make custom artwork: Photograph members or stage props that are specific to your field or industry. When using stock imagery, find ways to personalize the artwork for your audience. This will help you avoid cliche or overdone imagery.

5. Workflow. How ‘final’ is your final copy? Unexpected and multiple rounds of proofing add up. Make sure your copy is as complete and as fully edited as possible before it goes to the design department.

6. Get buy-in early. Don’t wait until the final proof to seek approval from the boss or any other decision-maker. You may end up redoing the piece (and paying for it twice in the process.)

Special thanks to the session panelists: Wendy Bogart, Director of Graphic Design at CASE, Amy Miedema, Senior Director of Communications at American Academy of Audiology, and Rita Zimmerman, Communications Coordinator at American Inns of Court.

design-on-dime-panelists

Standing: Wendy Bogart, Jen Smith. Seated: Rita Zimmerman, Amy Miedema.

Find more Lunch and Learn sessions from Association Media and Publishing.

Survival skill #285: Be comfortable in the un-comfort zone

How we handle change is key to surviving today’s business climate

The ability to embrace change. It is so important to our success and happiness, yet it is not a natural feeling for most of us. We can train ourselves to be more open, even excited, about change. Having a purposeful way of talking and acting that embraces change–and helps others to embrace change–is essential in today’s business world.

A white paper written by Management Concepts delves into this topic. According to Senior Consultant Ken Buch, “We adapt to challenges as our need to thrive and survive arises.” Be proactive: Practice your adaptability skills so when a change occurs, you are ready.

One small step is to start thinking about the possibilities of the future. It is perhaps more natural to think about what is, what we’ve already done, or what didn’t work in the past, but in order to create an “acceptance of transition” we must start thinking and talking about future possibilities. Thinking and talking about future goals and plans often creates powerful action in the present.

They say curiosity killed the cat, but lack of curiosity may kill the desire to embrace change. Do you listen when people talk? Do you want to know what they think and feel? Are you listening objectively, or simply pasting your own ideas onto what you think they are going to say next? Start by giving the speaker your full attention. Easier said than done, but you can learn this vital listening skill with practice. In return, people will respond to your requests with their best energy and accept new ideas more easily because they trust you.

Change brings stress. It is important to notice when consistent high levels of stress have pushed people too far. Emotions may be ruling their words and actions, having thrown rational thought out the window. Maintaining a sense of security and safety is vital to make it though a time of transition successfully.

Bottom line: We must learn to be comfortable in our un-comfort zone, and help others do the same.

–Megan Lebo, Assistant Traffic Manager, Network Media Partners

Read Management Concepts’ “Adaptability: A Crucial Organizational and Personal Skill,” by Ken Buch.

1 Comment February 23, 2010