Special Mini Edition 2020

A fresh resource for people who plan and manage meetings, events, business travel, promotions and incentive programs. Providing you with inspiration, guidance and great ideas.

Issue link: https://boomart.uberflip.com/i/1225767

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Page 4 of 9

A: Have a home base/studio-type environment, it's like having an emcee at your event. They tie it all together and it gives a level of professionalism to the broadcast. We have set up webcast studio spaces across Canada to support this. We are running them with medically cleared skeleton crews who are sanitizing them between usage and customer, tweaking the looks to match customer branding. Find the experts and ask many questions. Also, expect the supplier to ask you questions and design the experience. Don't panic and be forced into a product or solution that does not achieve the business objectives you identifi ed for your live event. Everything is different, but nothing has changed. Virtual events, like live events, are successful when they change the behaviours of the stakeholders associated with them. A: We need to distinguish between a virtual meeting and a virtual event, because there are different solutions for each. Think of a virtual meeting like a boardroom meeting and a virtual event like a television news broadcast with enhanced engagement features. You can start a Virtual Meeting (team boardroom meeting) immediately with many options for platforms. A virtual event can take a little more designing. If you have programming ready and speakers on board, you can start a virtual event very fast. However, you need to have the right platforms to enable you to connect with a larger audience. We recommend designing the experience with enhanced viewer experiences. You need to work harder to keep their attention because they are surrounded by distractions at their homes. A: Connect with people who do it all the time and ask questions. They are out there and have made many mistakes you can avoid. We took all our company meetings online fi ve years ago and through trial and error have had great success with the programming and delivery methods. A boring presenter online is just as painful as one on a live event stage. The difference is the audience can walk away from the screen with impunity. Be intentional about how you map out the virtual event experience journey and instructional design. If that is foreign or scary, use people in our industry who have experience and understand the concepts. We will only get out of this mess unifi ed with a collaborative mindset. Our old ways of buying event services won't work. Q: Q: How can planners quickly produce a virtual meeting? How long will this take? A: It depends on the complexity. We can turn around a meeting in as little as 24 hours (or even less in a crisis situation). A fully designed webcast virtual event experience might take a week or more to activate with high production standards. Many time frames are similar to planning a live event. Yes, you could plan and deliver a live event in 24 hours (I have done it), but it requires resources and fast decision making. The more time we have to design the experience the better it will be for all stakeholders. You will need time allocations for these tasks: • Infrastructure testing: stream, presenter computers, etc. • Presenter coaching: getting their tech working and encouraging them to engage with the audience more • Viewer coaching Q: Q: Q: How do I move my content online? What are the technical requirements? Advice to planners who are new to this? A: Bandwidth, bandwidth, bandwidth. Most online meetings and events live and die by how much internet traffi c viewers and presenters can push and pull. We have a robust testing system that enables us to coach viewers and clients to get the best access as possible in their personal situations. Ignitemag.ca | 5

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