new ways to think about virtual events #icca12 wednesday 24/10/2012

51st ICCA Congress

International Congress and Convention Association.

Twitter: #ICCA12

Session sponsored by:

New ways to think about virtual events24/October/2012

International Congress and Convention Association.

Twitter: #ICCA12

Introduction and Background

Global Online Learning Discussion (GOLD)

Online ConferencesOnline Libraries

International Conference Services (ICS)

International PCOCongresses around the globe

Hybrid Meetings

International Congress and Convention Association.

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• GOLD Lactation• 20 sessions over 3 live days• 3 different time zone schedules• Up to 3 parallel sessions• 45 days online• 2,000 paying delegates• Fully accredited

Case I: Online Conference

International Congress and Convention Association.

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• Cost • Time• Convenience

Certain groups are more open to Online offerings than others

Why is GOLD online?

International Congress and Convention Association.

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Oct Alumni Presentations as Kick OffDec Finalized ProgramFeb Registration openMar Speaker TrainingApr GOLD Keynote TeaserMay GOLD is liveJun Closing of GOLDAug Online Library open

Timeline

International Congress and Convention Association.

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We are live!

“Red Room” “Blue Room” “Green Room” “Foyer”

Techn. Assistant 1, Location 1

Techn. Assistant 2, Location 1

Techn. Assistant 3, Location 1

IT Manager 1Location 1

Moderator 1Location 2

Moderator 2Location 3

Moderator 3Location 4

IT Manager 2Location 5

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

Twitter: #ICCA12

• 2000 delegates• 50+ countries• 97% say they will return next year• Live Sessions have attendance of 55 – 150• 20 speakers from all regions of the world• 680 Facebook Fans, 800 twitter followers• Average cost to attend: 225 USD

“GOLD” Stats

International Congress and Convention Association.

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• World Conference on Lung Cancer 2011• Amsterdam, The Netherlands• 2000 Sessions live and online• E-Posters Online• Online Itinerary & Abstracts• 7000 delegates• 2000 library registrations

Case II: Online Library

International Congress and Convention Association.

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• Create an Online Library for the Association including:– Presentations from IASLC Conferences – Posters from IASLC Conferences– Abstracts and Papers– Any other material of educational value (Hand

Outs, Staging Material,…)

The mission

International Congress and Convention Association.

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There are several options• Presentation only • Presentation and video of speaker

(professionally)• Presentation and video of speaker (webcam)• Presentation and Audio of Speaker• Accredited or Non-accredited

Presentation Library

International Congress and Convention Association.

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Don’t forgets:• Get permission by author to use the

presentation• Get permission to record audio or video• Make sure to include any disclosures• Be careful with Sponsor Placements• Follow Accreditation Rules and Guidelines

Presentation Library

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

Twitter: #ICCA12

International Congress and Convention Association.

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• 2000 registrations for Online WCLC sold• 80% are delegates of the WCLC• Sponsorship for Online WCLC first items sold

in following year• Visits to Online WCLC increase before other

IASLC meetings• Main use within 4 weeks of the conference• In 2011 the Online WCLC brought in 6 x its

cost

Statistics and Numbers

International Congress and Convention Association.

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• World Conference on Lung Cancer 2013• Sydney, Australia• Online Library• Pre-Conference Teasers & Post Sessions• Conference App• Live Webcasts incoming• Live Webcasts outgoing

Case III: Hybrid Conference

International Congress and Convention Association.

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Pre event Post event

Extend the life span of the event

The E

vent

20

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The hybrid meeting

International Congress and Convention Association.

Twitter: #ICCA12

Pre event Post event

Extend the life span of the event

The E

vent

20

12

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Live broadcast to Virtual AudiencePOD Events

Virtual Panel Sessions

The hybrid meeting:

International Congress and Convention Association.

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Example: Live Surgeries at WCE 2010:• 36 Live Surgeries performed in hospitals • Audience @conference following procedure• Voting Devices for maximum interaction• Camera crews hospitals, special devices• Equipment and bandwith are key • Get all necessary waivers (patients, doctors,

…)

Live Sessions

International Congress and Convention Association.

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• Live Webcast from Chicago to Sydney• Moderators in both locations• Questions back and forth• Voting in both areas

WCLC 2013 – Live Plenary

International Congress and Convention Association.

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E- Posters

International Congress and Convention Association.

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e-Posters

1. Poster submission2. Rating process

3. Administrationbackend

4. Onsite viewing5. Knowledge database6. Statistics module

Abstracts

Registration

All modules are web based!

International Congress and Convention Association.

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International Congress and Convention Association.

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Personal Itinerary Builder

• Search• Search

• Results• Results

• Conference or association banner

• Conference or association banner

• Space for additional information (e.g. sponsors)

• Space for additional information (e.g. sponsors)

• Bookmarks• Bookmarks

International Congress and Convention Association.

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• Online Conferences are an attractive option for low income professionals

• Live Meetings offer networking and face to face learning that can’t be matched online

• Hybrid Meetings – if done well – can provide the best of both worlds

Summary

51st ICCA Congress

International Congress and Convention Association.

Twitter: #ICCA12

Session sponsored by:

Thank you!

International Congress and Convention Association.

Twitter: #ICCA12

More learning

For more info and to register:www.iapco.org