However, after the disruptions from the COVID-19 pandemic have passed, the benefits mentioned above can often be very well worth the costs. Weaknesses:Video conferences are usually limited in the number of people and locations that can be accommodated and do not work well for large group training or interaction. Exposition, Tradeshow and Onsite Management, Liability and Legal Issues in Meeting Planning, Meeting Planning Software and Online Products, Virtual Meetings, Web Meetings, Video and Collaboration. Draft an agenda before you meet so you don’t miss a thing — and you don’t get too off track. These features can include a full event website with registration payment processing, an event mainstage for keynote addresses, multiple breakout rooms, networking options, exhibitor booths, attendee profiles, sponsorship options, engagement/gamification options, social media connectivity, and others. Putting the cards on the table – while this is difficult to quantify or prove, I believe that participants are more “at ease” in a virtual meeting and more likely to reveal thoughts that they’d otherwise be hesitant to do in person. When planning a virtual meeting, be mindful of your participants’ various time zones. These meetings can be more time-efficient because travel time is significantly reduced. The trouble is that they are often difficult to handle and most conference calls, audio conferences, and online meetings are frustrating timewasters. Corbin Ball & Co. - Meetings Technology Headquarters (. We’ve put together 6 reasons why your company meetings and events should go digital and how we can make you, and your business, shine. The companies sited in each generally fit in with the features, strengths and weakness mentioned, although specific features may differ and some providers fit into multiple categories. Greater and more international attendance: Many event hosts have been forced to move the F2F meeting to a virtual event due to the COVID-19 pandemic. With virtual events, we can easily track the digital footprint of your attendees and report back how much time they spent in your virtual networking hall, each specific session, or even how many people they chatted with. As the attendees can be invisible to the presenter and to each other with some of these companies, there is no social contract to even look like they are paying attention, unlike F2F events. Meetings provide a richer, more targeted, and more focused learning experience than nearly any virtual meeting. Like webinars, they are less expensive than F2F meetings and do not require travel. General benefits of virtual meetings over face-to-face: Virtual events of all types have seen explosive growth due to the travel restrictions imposed by the pandemic. That said, larger virtual and hybrid events such as conferences require just as much thought, if not more, than a live event. Here are some quick and easy “Dos” and “Donts” for virtual meetings. He can be contacted at his extensive web site Corbin Ball & Co. - Meetings Technology Headquarters (www.corbinball.com) and followed at www.twitter.com/corbinball. Did you know that the use of virtual meetings have grown more than 80% — and counting. © Corbin Ball & Co. - 506 14th Street, Bellingham WA 98225-6107 USA Ph: 360.734.8756, As everyone is visible to each other in a video conference, there is a social contract to look like you are paying attention leading to less distraction and more group involvement. A Carpeted room: An uncarpeted room may produce distracting sound. Since the cost is a small fraction of a face-to-face meeting, more and more companies are finding this option to be a valuable solution to educate and update attendees, especially within short time frames. Several have found much larger audiences in doing so. A time that works well for you might be really inconvenient for someone from the other side of the globe. Take your next company-wide initiative, client call, or virtual product launch to the next level and they’ll be talking about it long after they’ve logged off. Our mixology and Broadway experiences are turnkey and engaging so you get more bang for your buck and access to top talent at your fingertips. In order to keep their attention, the production values should be excellent with television show production values as a model. Major weakness are the lack of visibility of the attendees with some of the systems and time limitations. They make it easy to keep a team on track, productive, and efficient. "On a scale of 1 to 10, your session was a 20! There is much competition in this space with many of the providers offering these services for free or very low cost and they do not require travel. Additionally, there are environmental impacts due to travel. Corbin Ball, CMP, CSP, DES is a speaker and independent consultant focusing on meetings technology. Some are full-time virtual event production companies that can guide you to the most effect range of products based on your needs. Virtual meetings mean distributed teams can work together more easily, without incurring costs for airfares, hotels, rental cars, and meals, or wasting time in airport security lines. Get inside our brain. Listed below are the main virtual event categories. That’s why we’re thankful for virtual meetings. We offer a variety of platform options to store your content indefinitely and keep you basking in that successful event afterglow. These systems are the closest approximations to boardroom-like F2F meetings and can last as long as material needs to be discussed. Well, they are a combination of both and should be treated differently. Virtual events are flexible and faster to deploy than traditional meetings—perfect for when you want to host a last-minute team building experience. This allows people involved to share and exchange data and information in real-time without being physically located in one place. This, in turn, will mean lesser costs and increased productivity. More companies are more distributed than ever before. That’s why team building should be leadership’s priority as the workforce evolves. The facilitator of the meeting does not always have to be the person who calls the meeting, although it often is. A meeting planner is likely interested in local meeting places, hotels, upscale restaurants; while families might be looking for family-centered attractions, more inexpensive hotels and kid-friendly restaurants. Eli Mina, a Vancouver, British Columbia-based management consultant, has outlined the advantages and drawbacks of e-meetings. Typically, there are recording functions for on-demand playback at a later time. An added bonus: Sessions can always be recorded for future access. In essence, the challenge for the event designer is making a satisfying, compelling event for two very different audiences. Higher-end. With the COVID pandemic shutting down nearly all F2F events, virtual events of all types have seen very significant growth. Don’t worry, we’ll help break down the metrics to form a narrative for you to share with your stakeholders. Are they more like a telephone call or a face-to-face meeting? Until there is a widely dispersed, effective COVID-19 treatment or vaccine, there will be many people that will be unwilling to attend events for lack of travel funds and/or a fear of contagion to themselves or loved ones. Weaknesses:Similar to webinars, there are time limitations based on how long you can hold a passive viewer sitting behind a screen with, usually, very little audience interactivity. A webcast is a video distribution of a presentation via the internet. Ready to learn more about how virtual meetings can benefit your bottom line? During this time, we are seeing much innovation as people of all ages and backgrounds get used to these formats. The more complex the virtual meeting agenda, the more advanced the meeting technology should be. While perhaps easier to establish initially, trust in the virtual world is much more fragile than in face-to-face relationships. However, creating an effective virtual experience takes a greater level of planning and facilitation than regular meetings. Hosting a good meeting is an art in and of itself. Easier to use than ever, virtual meetings are integrated into daily workflows and have a permanent place among worker productivity tools. “If your team needs to resolve a conflict or make a decision, for example, video conferencing tools or collaborative software can be your best bet,” says DeRosa. The major players are high-volume video steaming services and/or learning management systems. One extreme example is Microsoft, which has banned all F2F meetings greater than 50 persons until June 2021. These meetings can enhance productivity in your business, especially when MeetingKing is used to prepare the agenda, write the minutes and keep … Let’s read to find out how you can make a virtual meeting more effective. These systems are the closest approximations to boardroom-like F2F meetings and can last as long as material needs to be discussed. Don’t worry, 360 Destination Group is here to help! The move to online meetings has multiple driving factors: Reducing expenses. In today’s distracted office environment, it is difficult to keep a viewer’s attention fixed on a screen for longer than this. These systems can also be used for high-end webinars as well and include the following: A video conference is when participants in different locations are able to communicate with each other with online video and sound. As such, the meeting is as real as a face-to-face meeting, it has real people involved, the Agenda and business of the meeting are real, as are the decisions and outcomes of the meeting, the Minutes and the follow-up. F2F events can also be affected by weather, strikes, riots and other types of social discord. Often times, the attendees would not come anyway due to cost or travel concerns. On the other hand, a room that has soft & carpeted furnishing ~ meeting inside such a room will create the best audio sound. While many audiovisual products that are needed for virtual meetings are reliable and perform well, they often cause more issues for the IT manager than those that they solve. Use of this Guidelines document will ensure that SAE meetings will be as productive and rewarding as possible. Trust us, the benefits of this technology certainly outweigh the slight creepiness factor. Strengths: Webinars are good for relatively short information exchanges with some attendee interactivity. This information can be sent to you immediately after your event to help you communicate value and ROI to sponsors, exhibitors, and your leadership team. Often times, the attendees would not come anyway due to cost or travel concerns. Not convinced? But as more and more businesses look to save time and travel costs, mastering the art of the virtual meeting is becoming an essential skill. New virtual event platforms are being released daily. Strengths:Hybrid events can be the best of both worlds. Whether it’s a corporate social responsibility activity for your office or a multi-day conference, virtual events are the perfect fit. 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