Have you ever encountered one of these scenarios? The hard truth? This is a huge bonus for sponsors who want to engage with attendees from all over the world! 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. Often times, the attendees would not come anyway due to cost or travel concerns. If your event is still several weeks or months out, a destination meeting is appropriate, as your attendees will still have time to secure travel, lodging, and free time to attend. Strengths:Some of these companies come from the event world with an understanding of the complexities of large F2F events. When planning a virtual meeting, be mindful of your participants’ various time zones. With virtual events, planners can easily increase engagement by creating a safe and comfortable environment for attendees to ask questions, answer polls, and engage with presenters in real time. However, after the disruptions from the COVID-19 pandemic have passed, the benefits mentioned above can often be very well worth the costs. Unlike F2F events, they usually do not require significant preparation and promotion time. 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. A Carpeted room: An uncarpeted room may produce distracting sound. Like webinars, they are less expensive than F2F meetings and do not require travel. More companies are more distributed than ever before. 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. Meetings take employees away from tasks that they feel are more important or relevant, so often times, they'll continue to try to work during a meeting. One extreme example is Microsoft, which has banned all F2F meetings greater than 50 persons until June 2021. These guidelines are to help you to organize more engaging and ultimately more productive virtual meetings. Best practices are still being worked out and the effectiveness of the elements can vary from platform to platform and also when compared to a F2F event. Virtual meetings can be tricky at times. Higher-end telepresence systems represent participants in high-definition and often life-size as if they were sitting across the conference table. As the name implies, this involves meetings where people meet together in the same physical location. Several have found much larger audiences in doing so. Hosting a good meeting is an art in and of itself. Running (or attending) effective virtual meetings is not easy as “normal” rules are complicated by the lack of “physical” presence. As mentioned, there are concerns regarding disease exposure. How to Host a Virtual Meeting. Challenges:There are costs involved with F2F events such as travel, room rental, AV, catering, onsite staff and more. Let’s read to find out how you can make a virtual meeting more effective. Reasons for a virtual meeting might include: Budget: Virtual meetings are roughly 10% of the cost of a face-to-face meeting. Let’s get real: How many people actually like raising their hand in a crowded ballroom or scooting down an aisle to the microphone to ask a question? Get inside our brain. Here at 360 Destination Group, we are at the leading edge of a new frontier in meetings and events. Here are some quick and easy “Dos” and “Donts” for virtual meetings. Often times, the attendees would not come anyway due to cost or travel concerns. When F2F events reemerge after the pandemic passes, it will be likely that virtual events will play a substantially larger market share in how people will meet. 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. An online meeting will give your attendees the luxury of attending from the … Our team is also prepared to help your presenters and attendees with their camera or mic issues as well! To help get you in the Thanksgiving mood, check out seven reasons why we’re thankful for virtual meetings. F2F meetings bring people together, provide significant points of business interaction, and very significant economic benefit to venues and event stakeholders. Virtual Event Platforms and Production Companies: There are several event technology companies offering full-featured virtual events suites in an attempt of recreate multiple features of F2F events. And virtual meetings also deliver the fast, efficient information stream that both consumers and workers have come to expect. Virtual events eliminate the need for air travel and ground transportation making them much more environmentally friendly. 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. 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. 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. Meetings provide a richer, more targeted, and more focused learning experience than nearly any virtual meeting. "On a scale of 1 to 10, your session was a 20! Some are full-time virtual event production companies that can guide you to the most effect range of products based on your needs. Additionally, they provide many of the benefits listed in the next section. As event planners pivot from F2F events to virtual due the pandemic, these companies bring multiple elements found in F2F events into a unified virtual suite making this transition more complete and easier. Corbin was inducted into the EIC Hall of Leaders in 2018, the premier recognition program for the events industry. An added bonus: Sessions can always be recorded for future access. Virtual Meetings: Which is Better? However. A webinar is simply a seminar conducted over the internet. 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. Also, in these days of significant pandemic concerns, a big benefit is that they do not require travel and possible exposure to contagions. represent participants in high-definition and often life-size as if they were sitting across the conference table. Use of this Guidelines document will ensure that SAE meetings will be as productive and rewarding as possible. A time that works well for you might be really inconvenient for someone from the other side of the globe. They make it easy to keep a team on track, productive, and efficient. They don’t even have to turn on their camera and they’ll be equally (if not more) engaged with the content. For the past 22 years, he has helped clients worldwide use technology to save time and improve productivity through his speaking, consulting and writing services. There are no travel costs, catering expenses, and other onsite expenses such as staff, security, audio visual equipment, and room rental. Challenges:This pivot to virtual is new to many of these companies, with some forced there by the impact of COVID-19. If your online meeting invites are eliciting more eyerolls than excitement your team may be suffering from virtual meeting fatigue. © 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. The major players are high-volume video steaming services and/or learning management systems. Built-in on-demand playback provides round-the-clock access capabilities for those not able to attend the live webcast. Major weakness are the lack of visibility of the attendees with some of the systems and time limitations. Types of Virtual Meetings. Many meeting leaders actually plan less for a virtual meeting than they do for a face-to-face one. With the COVID pandemic shutting down nearly all F2F events, virtual events of all types have seen very significant growth. 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. The sensory input is and the networking opportunities are much greater with F2F than virtual. With virtual, meetings are truly on demand – you create the meeting with the click of a mouse and the participants arrive with the click of a mouse. The move to online meetings has multiple driving factors: Reducing expenses. 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. Corbin Ball & Co. - Meetings Technology Headquarters (. For buyers, it is a great chance to meet vendors of interest – all together in one location, categorized and mapped for your choosing. Most virtual events are substantially less expensive that their F2F counterparts. This was incredibly informative. The facilitator should be skilled in group dynamics and cross cultural and language appreciation, as well as asking relevant questions and managing time. Going virtual will likely save time for both meeting planners and attendees. 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. 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. Virtual events are flexible and faster to deploy than traditional meetings—perfect for when you want to host a last-minute team building experience. Draft an agenda before you meet so you don’t miss a thing — and you don’t get too off track. May virtual meeting platforms have recording capabilities built in making it very easy to distribute this content online on demand. If you can, send this agenda over a reasonable amount of time before the meeting. 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. These meetings can be more time-efficient because travel time is significantly reduced. The opportunities for networking, brainstorming, and relationship building are usually far greater at F2F events than online. Strengths:Webcasts are good for presenting short, time-sensitive, urgent or highly-valued information to a large number of people such as a CEO address to a corporate-wide news announcement. 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. This, in turn, will mean lesser costs and increased productivity. Also, unlike F2F, they do not require significant advance preparation. That Zoom background was only (sort of) funny the first time. We’re using our renowned event planning, creativity, and management skills to curate virtual meetings that aren’t just engaging, but downright experiential. 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. One extreme example is Microsoft, which has banned all F2F meetings greater than 50 persons until June 2021. The 360DG team is here to help you weigh the pros and cons of each option and find the perfect fit. indicate that this is not the case. 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. As the name implies, this involves meetings where people meet together in the same physical location.Strengths: Meetings take people to a more focused environment with fewer distractions. Going virtual will likely save time for both meeting planners and attendees. Eli Mina, a Vancouver, British Columbia-based management consultant, has outlined the advantages and drawbacks of e-meetings. Hybrid events can greatly expand the audience size, and can even increase attendance future events by increasing visibility. In today’s distracted office environment, it is difficult to keep a viewer’s attention fixed on a screen for longer than this. 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. Some event organizers have expressed concerns that hybrid events will cannibalize there F2F event; the hybrid event will reduce the onsite event attendance. Many virtual event platforms will likely expand and build out their hybrid options as a bridge back to F2F events as we reemerge from the pandemic. ", "Way beyond the best I could have imagined!". Why Virtual Meetings? At the minimum, we share a social contract to at least look like we are paying attention at a F2F event. Also, unlike F2F, they do not require significant advance preparation. Virtual meetings are real-time interactions that happen or take place over the internet or via a conference call with participants from all over the globe. If, however, your event is time-sensitive and deals with a pressing situation or a single important breakthrough, a virtual meeting may be more appropriate. According to Lee E. Miller, author of UP: Influence, Power and the U Perspective: The Art of Getting What You Want, “ The biggest mistake people make is assuming that influencing when you are meeting face to face is the same as influencing when you are interacting virtually. Plus, in virtual meetings visual communication is limited, if existent at all. Higher-end. Are they more like a telephone call or a face-to-face meeting? Until the mid-90s, the hardware costs made videoconferencing prohibitive and expensive for most organizations, but that has changed. 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. 6 min read. Similar to a television broadcast, it is usually a one-to-many format, similar to a large lecture hall with little or no interactivity between the presenter and the attendees. Similarly, if you have to acquire a new office building and just need to have a preview, you can also do this without traveling. 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. Our moderators are here to help you facilitate the Q&As and firing out real-time polls to enhance your presentations and increase audience participation. This article will cover them. Virtual meetings require more structure and planning than physical meetings to be the most productive. Corbin Ball, CMP, CSP, DES is a speaker and independent consultant focusing on meetings technology. Because of this, F2F in some form will remain a viable option well into the future. 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