HOW TO VIRTUAL SUMMITJulianne FredrickDirectorTour Colorado

Barbara BowmanCEOBowman & Associates, L.L.C.

Julie DufaultInternational Marketing ManagerGo West Summit

HOW TYPICAL ZOOM MEETINGS LOOK THESE DAYS

https://www.youtube.com/watch?v=0i9JNqFXWnc

BEST VIRTUAL PRACTICES

Test your tech

Dress professionally

Minimize body movements

Remember you are in a meeting

Set the Scene with:A quiet, distraction free

space

Nice lighting and a professional background

A flattering camera angle

ZOOM TIPS• Change your view between “Gallery” and “Speaker”

• Mute and Unmute with the space bar

• In-meeting Chat

• Share your screen

COMMON TECH CONFUSION• Echo?

o A participant may be connected to the meeting audio on multiple devices.

• Can’t hear?o Make sure your computer audio is on. Even if the speaker is turned on in Zoom,

your computer volume might be off.

• Microphone issues?o Ensure you have connected your computer’s microphone.

• Camera not working?o Make sure all other programs using your webcam are closed.

TECHNICAL TOOLKIT• Go West Summit Online Resources:

gowestsummit.com Event Details How to Summito Glossary of Termso Direct Scheduling Tutorialo Conducting your Appointment Session Tutorialo Virtual Technical Toolkito Preparing for the Show – sample profile sheets and lead sheets

• Zoom Help Center: https://support.zoom.us/hc/en-uso FAQso Troubleshootingo Video Tutorials

HOW TO SUMMIT

WELCOME TO VIRTUAL GO WEST SUMMIT!YOU ARE HERE, NOW WHAT?

• In advance: Review your scheduled appointmentso Buyer (Tour Operator) Requested: Ask about their needso Supplier Requested: Tell why/how your product/service might compliment their

product o Mutual Requests: Ask, Listen, Share, Check In

• Make sure you have read the company profiles and visited their web sites

• Appointments are not a fact-finding mission for Suppliers

• Suppliers: Be prepared with rates for the next two years

• Buyers: Be prepared with your USA programs and needs

WHAT TO EXPECT DURING VIRTUALGO WEST SUMMIT APPOINTMENTS

• 30-minute appointments allows time to establish relationships, negotiate contracts, and bring you success. o If you finish your meeting early:

Prepare for your next appointment

Begin your follow-up

• Virtual meetings allow for screen sharing, make the most of this opportunity!

During the event, registrants will simply click a link in their appointment schedules to begin the meeting – no extra apps required!

VIRTUAL INTRODUCTIONSSET THE TONE OF YOUR MEETING BY:

• Introducing yourself:o Provide your name, company,

and title.

o Briefly describe your role in your company and the responsibilities you have.

o Explain how you can help them.

• Acknowledging them:o Recognize their name, title, and

company.

o Show you have done your research by identifying something about their company.

o Thank them.

TIPS FOR CONDUCTINGVIRTUAL APPOINTMENTS

• Prepare by reviewing your scheduled appointments

• Practice your tone and speak slowly

• Pace yourself

• Prevent Distractions

THE 4 P’S

HOW TO BUILD RELATIONSHIPS ONLINE• Use video

• Make eye contact by looking into the camera

• Have a genuine conversation

• Thank them

GETTING THE MOST OUT OFMARKETPLACE APPOINTMENTS

• Get engaged - take notes!

• End of the meeting, summarize all points discussed

• Together, determine what the next step is

• Keep track of verbal sales commitments and confirm them in writing immediately afterwards

• Suppliers – do your research!o Know what type of product the Buyer sells and ask the right questions

to determine their needso Only discuss products/services which fit their needs; if there is not a

match, thank them and move on

WHAT COMES NEXT?• Follow up is key – Follow up! Follow up! Follow up!

• Promptly follow up with requested information. Confirm who you should follow up with.

• Personalize your communications (avoid mass/cookie cutter follow up)

• If Buyer was interested, “ask for the business” in the follow up

• Follow up from time to time to continue building the relationship

• Create a communication timeline to keep the conversation moving forward

THIS IS THE BEGINNING• Developing international business is a process; it can

take 2-5 years

• Relationships mean trust and commitment first, then business follows

• Participate annually in Go West Summit

Q&ATHANK YOU!

ADDITIONAL RESOURCES

• 5 Tips for Conducting a Virtual Meeting – https://www.inc.com/guides/2010/12/5-tips-for-conducting-a-virtual-meeting.html

• 10 Tips for Conducting a Virtual B2B Sales Pitch – https://www.abstraktmg.com/driving-leads/b2b-appointment-setting/10-tips-for-conducting-a-virtual-b2b-sales-pitch/

• How to use Zoom like a Pro: 13 video chat hacks to try at your next meeting –https://www.cnet.com/how-to/how-to-use-zoom-like-a-pro-13-video-chat-hacks-to-try-at-your-next-meeting/

• Zoom Help Center: https://support.zoom.us/hc/en-us

Save the Date for Go West Summit 2021 taking place virtually March 1-5.