Virtual Events:101
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Transcript of Virtual Events:101
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Virtual Events 101
Presented by Samuel J. Smith
Wednesday, March 3, 2010
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Who is Sam Smith?
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Who is Sam Smith?
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Who is Sam Smith?
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Who is Sam Smith?
Wednesday, March 3, 2010
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Law of two feet
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How do you definea virtual event?
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Is it this?
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or that?
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Virtual is an Umbrella term
for any event that is not face to face
- Kelly A. Graham, Cisco
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“a gathering of many people connected through a common online
environment.”- George P. Johnson
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VIRTUAL EVENTSFORBES: CASE FOR FACE-TO-FACE
FIGURE 6. Which of the following meeting methods is most conducive to fostering the following key business actions/attributes/outcomes effectively?
32 43 14 11
37 44 16 3
49 14 10 27
71 10 10 9
73 12 10 5
73 11 9 7
74 14 9 3
75 13 8 4
78 10 7 5
79 10 7 4
82 8 6 4
85 7 5 3
85 6 5 4
87 5 5 3
91 4 3 2
Persuasion
Leadership
Engagement
Inspiration
Decision making
Accountability
Candor
Focus
Clarity
Brainstorming
Strategy
Reaching a consensus
Urgency
Data presentation
Information dissemination
0% 50% 100%
Face-to-face Webconference Videoconference Teleconference
Source: Forbes Business Meetings: The Case for Face to Face, October 2009
32 43 14 11
37 44 16 3
49 14 10 27
Urgency
Data presentation
Information dissemination
0% 50% 100%
Face-to-face Webconference Videoconference Teleconference
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5 gpj.com
With that potential in mind, it’s important to first establish a baseline of virtual meeting
and event best practices, uses and spending patterns.
As Figure 1 shows, a relatively large number of respondents have experience with
virtual meetings and virtual events. In fact, nearly half (48 percent) indicated that their
organizations already produce virtual meetings or events. More than a third (37 percent)
said that their companies produce hybrid events that include a physical component and
a virtual component. And interest in the use of virtual events is high. Forty five percent
of the respondents said that they are exploring the possibility of holding virtual events or
adding virtual elements to their existing events.
Virtual Event Business ApplicationsMoreover, companies are using virtual meeting and event technology for a broad range of
applications (Figure 2) which break down neatly between simple presentation tools such
as webcasts and webinars versus more robust solutions such as virtual conferences or
trade shows.
Under the virtual meetings umbrella, the most popular use of this kind of virtual
technology is for presentations (61%) followed by internal meetings (56%) and training
and education (53%).
Figure 1: Organizational Experience with Virtual Meetings and Events
0% 10% 20% 30% 40% 50%
Interested in holding virtual events andmeetings or adding virtual elements
Currently plan to hold virtual andor hybrid meetings and events
Currently produce hybrid physical/virtualmeetings and events
Currently produce virtual meetingsand events
48%
37%
35%
45%
0% 10% 20% 30% 40% 50% 60% 70% 80%
Trade ShowsSupport
Sales CallsLead Generation
User Group MeetingsExternal Meetings
ConferencesTraining/EducationInternal Meetings
Presentations 61%
56%
53%
48%
45%
40%
36%
33%
32%
32%
Figure 2: Top Ten Company Applications of Virtual Meeting/Event Technologies
Source: George P. Johnson 2010 Virtual Market Outlook Report
VIRTUAL MEETINGSBUSINESS APPLICATIONS
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Source: George P. Johnson 2010 Virtual Market Outlook Report
6 gpj.com
Under the virtual event marketing umbrella, the most popular use of virtual technology
is conferences (48%), followed by external meetings (45%), user group meetings (40%)
and for lead generation (36%). It’s important to note that 32% of respondents indicated
that virtual trade shows were one of their top virtual event applications.
Clearly, the current use of virtual meetings technology is heavily weighted towards
presentations, internal meetings and education and training, which are typically
delivered by webcasts and webinars. Figure 3 indicates that certification is one of the
emerging applications associated with these technologies. This data suggests that online
certification of sales, product representatives, dealer networks, developers, partners
and other groups is a key area for meetings and event professionals and that virtual
technology presents new ways to deliver in this category.
It’s interesting to note that that there is a fair amount of resistance to using certain virtual
meeting and event technologies to achieve some key business objectives. For instance,
33% of respondents said they currently use virtual meeting technology for sales calls
and 42% said they would consider using virtual meetings technology for that purpose.
However a large number of respondents (25%) said they would not consider using virtual
meeting technology for sales calls.
0% 10% 20% 30% 40% 50% 60%
Trade Shows
User Group Meetings
Support
Lead Nurturing
Certification 58%
55%
54%
52%
52%
Figure 3: Top Five Applications for Which Company Would Consider Use of Virtual Meeting or Event Technology
VIRTUAL MEETINGSTOP CONSIDERATIONS
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Source: George P. Johnson 2010 Virtual Market Outlook Report
7 gpj.com
Individual Perspectives on Virtual Meeting and Events
Having looked at organizational-wide perspectives on virtual meetings and event
technology, it’s useful to turn to the behaviors and perceptions of the individuals who
are the audience for these experiences. What’s clear is that the adoption rate of certain
technologies mirrors how long those technologies have been available in the market.
For instance, it should come as no surprise that under the heading of virtual meeting
technology, webcasts and webinars are by far the platforms audiences use most heavily.
As seen in Figure 4, 83% of the respondents have participated in webinars in the past
year; 75% of respondents have participated in webcasts; and 73% have participated in
online conferences or seminars. This data suggests the degree to which these relatively
new technologies have become part of our daily media ecosystem; webcast and webinars
now play a significant role in how we obtain information and engage one another.
One compelling statistic is that 48% of respondents have participated in a virtual/online
trade show while 46% have participated in a hybrid meeting. In future iterations of the
Virtual Market Outlook report studies we will be sure to compare these responses in order
to gain some insight into the overall trend in this crucial area.
Compare those statistics to that of the adoption of 3D immersive technology such as
Second Life: only 25% of respondents indicated that they have used this technology.
0% 20% 40% 60% 80% 100%
Online Job Fairs3D Immersive Worlds
Hybrid MeetingsVirtual/online Trade Shows
Virtual/online MeetingsTelepresence/Video Conference
Virtual EnvironmentsOnline Conferences or Seminars
WebcastWebinar 83%
75%
73%
69%
62%
61%
48%
46%
11%
25%
Figure 4: Top 10 Virtual Activities You Have Participated in During the Past Year? (Check all that apply.)
VIRTUAL MEETINGSTECHNOLOGY APPLICATIONS
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ATTENDEES
COULDN’T ORDIDN’T ATTEND
DON’T KNOW YOU
LIKE MINDED COMMUNITY
(Your Fans)
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Fans Go Crazy.
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Fans Embrace You
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Fans Want More Cowbell
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WORLDS ARE COLLIDING
FACE TO FACEMEETINGS
DIGITAL
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WORLDS ARE COLLIDING
FACE TO FACEMEETINGS
DIGITAL
OPPORTUNITY
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FACE TO FACEMEETINGS
DIGITAL
OPPORTUNITY
Extend Meetings Include More People Improved Interaction Alternative Formats
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EXTEND MEETINGS23
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EXTEND MEETINGS23
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EXTEND MEETINGS
WEBINARS
WEBCASTSBLOGS
SOCIALNETWORKS
VIRTUALEVENTS
PRESSRELEASE
THANK YOUEMAIL
WHITEPAPER
CASE STUDY SALES MEETING VIDEO
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INCLUDE MORE PEOPLE24
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INCLUDE MORE PEOPLE24
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INCREASE INTERACTION25
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INCREASE INTERACTION25
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INCREASE INTERACTION25
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INCREASE INTERACTION25
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LEVERAGE NEW FORMATS
TELEPRESENCE
VIRTUAL
VIRTUAL WORLD
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FACE TO FACEMEETINGS
DIGITAL
OPPORTUNITY
Extend Meetings Include More People Improved Interaction Alternative Formats
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FOUR VIRTUAL EVENT TOOLS
WEBINAR
HYBRIDMEETING
VIRTUAL WORLDS
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FOUR VIRTUAL EVENT TOOLS
WEBINAR
HYBRIDMEETING
VIRTUAL WORLDSTELEPRESENCE
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WEBINARBEFORE / AFTER
1. Registration2. Testing3. Presentation4. Recording5. Archiving
KEY STEPS
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WEBINAR EXPERIENCECONSIDERATIONS
1. Sound2. Video3. Slides4. Chat
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HYBRID MEETINGDURING
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HYBRID MEETINGDURING
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TELEPRESENCEDURING / AFTER
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TELEPRESENCEDURING
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TELEPRESENCEDURING
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VIRTUAL PLATFORMSDURING / AFTER
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VIRTUAL PLATFORMSDURING / AFTER
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VIRTUAL PLATFORMSDURING / AFTER
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VIRTUAL PLATFORMSDURING / AFTER
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BRIDGING THE GAPHYBRID MEETINGS
1. Setup Backchannel2. Use Moderator3. Include Video Interviews4. Share Highlights
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VIRTUAL EVENTS 101QUESTIONS?
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WHAT IS ONE THING THAT YOU LEARNED FROM THIS SESSION?PLEASE SHARE WITH A NEIGHBOR
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Please take 2 min now to fill your
feedback survey!
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Please take 2 min now to fill your
From the main menu select Messaging
Select Inbox and open the survey
Make your selection for each of the questions
Select “submit” at the bottom of the survey and push OK.
feedback survey!
Wednesday, March 3, 2010