p2 white paper final on hybrid meetings
TRANSCRIPT
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Hybrid Conferencing: The Progression of
Hybrid Conferencing: Medical Education Advancement
B r i t t a n y W r i n n
C E O
R e n e e . W r i n n @ h o w a r d c c . e d u
O l a i d e O d u s o t e
C F O
O l a i d e . O d u s o t e @ h o w a r d c c . e d u
T r e n a J o h n s o n
P r e s i d e n t
T . J o h n s o n 6 8 6 3 @ h o w a r d c c . e d u
Executive Summary Conferences and conventions are a significant investment. However, the implementation of a well-organized hybrid event can reduce the cost of such events, and increase the returns in finances, increase membership, and raise morale. The hybrid approach increases the ability for higher participation levels at lower costs to consumers, and can be effective at the expense of losing out on two-way communication. Electronic Meeting Systems (EMS) can be used in order to bridge this gap and maximize engagement of virtual experiences, and online testing systems can be utilized to ensure virtual attendance and provide the ability to award Continuing Medical Education (CME) credits. This paper also discusses the proper implementation of these tools and how hybrid conferences can increase association memberships.
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Contents
Introduction 3
What is Hybrid Conferencing? 3 Hosting a Hybrid Conference 4
Sponsorship for Hybrid Experiences 5 Virtual Attendance Experience 6
Continuing Medical Education (CME) Credits: How to Implement Virtual Verification
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Membership: Continued Progression and Enhancement
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The Cost of Going Hybrid 8
Summary 8
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Introduction
Each year, the world progresses with advancements in the medical field, which requires those employed within this field to be in constant pursuit of the newest findings and discoveries within their given fields of study. Many of these findings are through extensive research, but also through technological advancements.
Technology is just as fluid and alive as the medical field, and it spans over several different fields. All the advancements have made technology nearly a requirement in our everyday lives, here in the United States. If we are constantly pursuing the best technology to conduct research and enhance our understanding of the medical field, should we not also pursue this advancement in how we present our findings within the medical community?
Hybrid conferencing, like medical advancements, requires the undertakers to have a full working knowledge of proper conduction of the tools necessary. Conducting hybrid meetings requires the understanding of what different options are available, and what tools work best in each endeavor.
P2 Meeting Specialists have a full working knowledge of these platforms and can assist in the proper implementation, setup, presentation, and employment of the tools which fit your group’s needs whilst maintaining budgetary restrictions. P2 Meeting Group understands these hybrid platforms and how to utilize them so as to enhance the experience for present and virtual guests, increase guest participation, and elevate the benefits of group membership and sponsorships on all platforms. Additionally, utilization of a hybrid platform allows for CME credits to be obtained by attendees during and after the event has taken place. This benefit also allows for guests to refer back to the information obtained during presentations at a later date, and can even be used to continually bring in new memberships year round through various subject promotions.
What is Hybrid Conferencing?
Hybrid Conferencing is an event which combines a traditional, in-person event with an ability to participate virtually. Hybrid events are expanding in popularity due to their ability to reach larger audiences, without the costs and logistics required to bring all participants together. These events have also aided in the
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advancement of marketing and sponsorship capabilities.
Hosting a Hybrid Conference can have several benefits for your group, including:
Ø Cost reduction
Ø New Product Development and Innovation
Ø Investigation of quality issues for the advancement of future conference experiences
Ø Guest Satisfaction
Ø Increased Membership through enhanced benefits
Ø Additional sponsorships and increased partnership opportunities
Ø Ability for guests to attend more break out tracks than traditional conferences
Ø Proof of retention for honorable awarding of CME credits
Ø Ability to refer back to sessions and tracks after the conference has taken place
Ø Increased revenue
Ø Interaction between both guest platforms during the sessions, despite location
Ø And so much more!
Hosting a Hybrid Conference
For this event to have the greatest awards for all parties involved, we at P2 Meetings Group recommend an Asynchronous Hybrid Event, which allows participants to join at different times, from different locations, with a complimentary set of activities for full tool utilization and involvement of all guests.
In order to conduct an Asynchronous Hybrid Event, P2 recommends the utilization of Electronic Meeting Systems (EMS). These group engagement tools were developed in response to research conducted on organizational activity and causes of ineffective meetings. This system allows for participants to contribute to live feeds anonymously. The anonymity of this program allows guests on both platforms to ask questions without fear of criticism from their peers. This system can also help for guests to submit their questions during a program without interruption to the speaker so they may be answered at the end of the segment. EMS systems also allow for live discussions and immediate feedback of guest satisfaction.
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Sponsorship of Hybrid Experiences
Another benefit of Hybrid Conferencing is the ability to offer more options for advertisement and sponsorship to a larger pool of businesses. In a traditional conference, the main focus of sponsors has been limited to mainly those of medical connection. With the addition of virtual attendance come the capabilities for more vendors to have an interest, because they know guests will be connected for extended periods of time via the internet, and be directly exposed to the ads for these periods.
Potential New Sponsors include but are not limited to:
Ø Pizza Delivery Companies
Ø Carbonated Beverage Corporations
Ø Fast Food Restaurants
Ø Full Service Restaurants
Ø Alcoholic Beverage Companies
Ø Technology Manufacturers
Ø Furniture Retailers
Ø Real Estate Groups
Ø Vehicle Dealerships
Ø Online Businesses
These different companies can now offer their products directly to guests who fit their market without purchasing booth spaces or in conjunction with spaces. This flexibility also creates the ability for them to reach more guests and be seen or heard, which means the charges can be priced higher and more options can become available.
For instance, a furniture company will not want to come out and have a booth at your event, but now they can purchase online ad space, which would actually be of interest to them. From there, proper sales promotions can increase sponsorship by also offering space on event flyers or posters for attendees. In another example, a full service restaurant chain may want to purchase virtual and paper advertisement spaces to promote their services to guests who will be growing hungry during the events of the conference. A discount could be presented to them if they also provide a meal or multiple meals catered by their chain. This ability can provide cut on catering costs by bargaining deals of mutual benefit, whilst still bringing in revenue.
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Virtual Attendance Experience
One common difficulty with having a traditional conference is that fewer people have the ability to attend to do costs, travel restrictions, work, family, and other various factors. Virtual attendance makes it easier for guests to still reap the benefits of the conference without all of life’s difficulties, but their experience will not be exactly the same as physical attendance. Bridging the gap for virtual attendees is an important necessity. We spoke already of how EMS can assist with closing the gap. Virtual attendees will be able to contribute to the events despite their distances and complications when plugged in live to the program. When logging in after the completion of an event, the guest will not have live feedback on questions, but they will have an excellent reference tool, and most of their questions will be already answered by their peers during the live feedback.
So what issue isn’t addressed?
Personal Networking in a real-time, face-to-face environment is not available for those who attend virtually, but it is an important role in conferences because it is how people make professional connections in order to enhance knowledge, increase opportunities, and spread the wealth of
knowledge they have to newer generations.
Although this particular piece of the conference is missing to the virtual guests, it is still beneficial for guests to attend in order to receive their CME credits, expand their knowledge, and show guests the true value of physical attendance to future events.
Live video streams of guests interactions during icebreakers allows for virtual attendees to see these benefits and assist in future conference promotion. Sharing photos from fun bonus activities on the virtual platform can also provide personal promotion and increase membership, as well.
Continuing Medical Education (CME) Credits: How to Implement Virtual Verification
The great benefit of an EMS combined with an asynchronous hybrid event is that you can prove a guest has attended virtually and actively taken part in the growth of their knowledge base. This can
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be viewed by discussion posts, viewing times, and quizzes!
…but nobody wants to take quizzes!
Here’s where we have the opportunity to “kill two birds with one stone.”
When you ask questions about a particular session and title the top of the page as “We’d Love Your Feedback,” you’ll receive guest feedback on the session, the presenter, the overall experience, and what they actually learned all in one! Most people are not fond of quizzes, and some actually perform poorly on quizzes for personal reasons, but by providing an opportunity to speak their minds about what they’ve learned during the session, and letting them know this is how you attest to their attendance during the session, you’ll have documentable proof of the guest’s attendance virtually and physically.
Membership: Continued Progression and Enhancement
This document has touched briefly on different ways to increase membership already, but allow us the opportunity to divulge further information.
By including virtual feed of icebreaker events and face-to-face networking, you:
Ø Show the value of being in attendance physically
Ø Show how much fun the conference is… almost like a vacation!
Ø Allow guests to see why it would be beneficial to sign up or renew for membership in order to keep costs low.
By including virtual attendance to the conference, you:
Ø Show some of the big names worth networking with in the association
Ø Allow guests to obtain necessary CME credits from home
Ø Provide the opportunity to promote the various benefits of membership
Ø Show how the conference can aid in continuing the knowledge of one person, a private practice, large groups, and even students
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The Cost of Going Hybrid
“Going Hybrid” may seem like an expensive venture to take, but the reality is, it is more expensive to neglect this positive enhancement.
The EMS has a one-time logistical set up cost varying based upon the customer base and the needs of the association. For a larger conference such as this, the initial cost will vary around $5,000-$8,000. The annual renewal fee is also based upon total participation and is approximately $3-7 per participant, which can be met by increasing membership dues by $5.
Traditional A/V prices will be increased as well, but the investment will out-weigh the initial costs. Although prices will vary between locations due to differences in mandatory provisions, existing capabilities, and more, the all-inclusive price range for the span of the conference ranges around $10,000 with sponsor benefits due to the expert negotiation skills and professional working relationships exclusive to P2 Meetings Group.
In total, the cost of Going Hybrid will be $15,000-18,000.
At the average rate of $150/virtual attendee with an estimate of 6,000 virtual attendees, the total is looking to be $900,000 spent by guests for virtual
attendance. By subtracting $15,000 from this total, there is still a profit of $885,000.
Summary
To conclude, the costs of a Hybrid Conference experience are a worth-while investment. This endeavor is beneficial to the guests, the speakers, the sponsors, and the association! Electronic Meeting Systems enhance the experiences of virtual guests and are useable as a promotional platform year round. The only true loss between physical and virtual attendance is the lack of face-to-face networking, but this added benefit is promoted for future conferences through the use of hybrid connectivity. Sponsorship and Profit are increased exponentially due to the added platform, which increases the bottom line of the event itself. Full and proper utilization through a knowledgeable source will greatly increase the success of this endeavor.
References
Bather, Steve. “Innovation in Hybrid Events: New Meeting Tools That Increase Audience Engagement and Commitment To Results.” MeetingSphere. Print.
Cvent Online Solutions. 2014. Web. 6 Oct 2014.
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P2 Meetings Group
P2 Meetings Group is a dedicated team of event professionals with knowledge of hybrid events, business conferences, conventions, and other professional meetings. Our team strives to bring you the event you’ll enjoy and remember for years to come. We work to ensure all of your needs exceed expectations without exceeding you budget and hope to be your meeting group of choice for all of your future events.
Howard Community College 10901 Little Patuxent Parkway Columbia, Maryland 21044
Jodi Fisher, CHE, CHA Associate Professor
Hospitality Coordinator Center for Hospitality and Culinary Studies
[email protected] 443-518-4091
Sheryl Brannon, CMP, MBA Adjunct Faculty Professor
Hospitality Management Program [email protected]
HMGT 163 – Introduction to Meetings 240-432-5271
R. Brittany Wrinn
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Olaide Odusote [email protected]
Trena Johnson