A lot goes into planning a meeting. It requires organization and preparation, and the simultaneous turning of many different screws to successfully put the plan in motion.
And yet even the best-laid plans can be derailed by the unpredictable.
That was the case for one of our clients, who had to consider canceling their event after the sudden emergence of a public health crisis.
Fortunately, for every incredible meeting challenge, there’s usually an equally incredible solution to overcome it.
Here’s the story of how we helped a client work around a health scare to plan a successful hybrid meeting in one week.
Challenge: Meeting Attendance Threatened by a Public Health Crisis
One of our clients was planning an APAC (Asia Pacific) meeting in Seoul, South Korea.
Within weeks of signing the hotel and meeting contracts, the MERS (Middle East Respiratory Syndrome) epidemic—a viral respiratory illness—peaked and many hospitals in South Korea were closed for decontamination.
Both the site attendees and the corporate attendees were reluctant to attend since there was not a full understating of if/when the outbreak would be contained.
In addition, many investigators and study coordinators invited to the meeting were prohibited from traveling out of the country.
This created some major barriers to holding the meeting as planned.
Seeing no other alternative, the client requested a postponement/cancellation of the meeting.
Solution: Hybrid Event Connecting Attendees in Two Countries
As an alternative to canceling the meeting, we quickly mobilized to offer a hybrid solution that would enable the client to proceed with the meeting—while also providing a feeling of comfort and safety for all attendees.
Utilizing our strong hotel contacts, we were able to negotiate with the hotel in Seoul to receive a 100% refund and void the original hotel contract. This freed up the original funds to be applied to the new strategy.
The APAC meeting was relocated to Hong Kong as the main meeting site, and we also secured an additional space in Seoul for a small satellite meeting.
During the day of the event, 80% of the meeting in Hong Kong was webcast to the meeting in Seoul. The remainder of the Seoul meeting content was provided via local corporate representatives.
As a result of these planning efforts, we were able to accomplish the goal of training all the sites/countries involved in the study while overcoming the travel challenges created by a serious public health crisis.
Overcoming Location and Attendance Challenges by Uniting Multiple Sites
When it comes to planning meetings, sometimes the unpredictable happens.
In the case above, creating a hybrid event provided the flexibility the client needed to help investigators, coordinators and attendees overcome the obstacles of multiple locations to experience essentially the same event and receive the same training.
That’s the brilliance of hybrid events. They enable you to combine the benefits of face-to-face meetings with the convenience of virtual solutions to reach people across different countries and sites.
Whenever you’re facing attendance or location challenges—for whatever reason—hybrid meetings can offer an ideal solution.
Need help putting together an event that people can attend both live and virtually? Talk to Miller Tanner today.
With the possible return of face-to-face events in the near future, many companies are considering how to best move forward with their events later this year and beyond. Senior Global Experiences Manager Kristin Puryear shares her insightful tips on how to plan your face-to-face events while considering both the unknowns and the possibilities ahead.
What are the most common hesitancies companies are experiencing now with regards to planning their face-to-face events?
I think one of the biggest hesitancies is whether the audience is ready and would be willing to accept the invitation. There have been so many safety precautions and innovation to prepare for businesses to resume face-to-face events, from airlines to hotels and everywhere in between. Miller Tanner Associates (MTA) can easily help a customer feel comfortable before moving forward. A big part of this is establishing a clear and honest communication plan with the attendees based on current working knowledge of guidelines and policies at the national, local, and venue level.
Should a client have any doubts, we can organize polling to make sure face-to-face will be well received. If the results prove the audience isn’t ready to travel on site, MTA is happy to offer our hybrid or virtual solutions into the mix.
Based on the feedback we are receiving currently, there is an overwhelming amount of people who are ready to get back to meeting in person. It is very exciting!
What advice do you have for companies considering a face-to-face event this year?
We advise more lead time as we anticipate the demand being extremely high for events in the U.S. in August, September, and thereafter. The rest of the world will soon follow once vaccinations have had time to reach each corner of the world.
Although we know many events shifted to a virtual format in the last 15 months, there are many that were also placed on hold and have been eager to book for some time waiting on a safe window to execute.
Between the backup of events over the last twelve months and the normal demand in the fall months, clients should anticipate a difficult time finding space if they only have several months lead time in sourcing.
Given social distancing guidelines, groups will also be using more space than normal. Groups that previously needed a ballroom for 100 attendees might have contracted a ballroom for 200 in order to include distancing and other CDC considerations at the time of contracting. This is another factor that could make it difficult in finding space with a limited amount of time.
Are hotels allowing any additional provisions for booking?
At first there was lots of flexibility being offered to encourage events to book with considerations to easily postpone or cancel. Now that face-to-face events are returning and we are seeing positive progress as it relates to the pandemic, we anticipate that hotels will be more inclined to offer credits to rebook if a change or setback occurs to encourage future business.
There are factors that MTA can put in place to make the client feel comfortable before officially putting vendor contracts in place and we partner with our customers to make clear decisions throughout the planning process to be as cost reflective as possible for their event.
How are hotels ensuring safety for all face-to-face events?
Here in the states, many, if not all, are following CDC regulations. We have been watching closely and comparing all regulations state by state. As of recent news, it seems like all states here in the U.S. should be open for events at full capacity as of July, 1 2021, so great news if you were targeting to host a late summer meeting or event.
Outside of the U.S., we are tracking all regions and advising clients accordingly. Historically, many of our events in Europe, Asia and Latin America have typically merged countries within each region. We believe and have already organized (yes, this year!) face-to-face events within a single country as a first step. Once some of the restrictions are lifted and quarantine periods are reduced, we should see the events grow and expand to once again become more regionalized.
How can companies best prepare for planning their events this year?
Timing – Get ahead, have a plan, and a backup plan. By now, we all know too well that things don’t always work out exactly as we envisioned. Build in time to know there might be a few detours. Best of all, MTA has contingency planning, including Plan H (hybrid) and Plan V (virtual), to ensure a seamless overall experience should you need to implement a backup plan.
Budget – Work with our team in finding something that works for your project. Keep in mind that budgets might be built out assuming a full face-to-face event, but we can reallocate funds to cover audience participation in a second format – hybrid, virtual, on-demand, etc. MTA has 10+ years of virtual and hybrid experience, so there is no need to look for another vendor when the plan shifts.
Survey – Once your team has an ideal plan in place, survey the audience to make sure they are in alignment before committing to any next steps which might have huge financial implications.
Plan – I believe it is best to plan for the worst-case scenario as far as regulations and guidelines. Hopefully, we continue to move in a positive direction for the duration of the planning window and things will become more relaxed as we move forward finalizing the details of your event. Once all is finalized, plan to give your audience a detailed play-by-play of how the event will look and feel and what is expected of them as an audience member. It is understood that things will look different in 2021, so it will be important to manage expectations before and during the event to provide your attendees with a good comfort level to ensure engagement and success.
Annually, Miller Tanner Associates (MTA) gathers in-person for training and team-building at our MTA Workshop. This year looks a little different. We’ll be following a hybrid event format using a best-in-class experience platform that aligns with our agenda. In addition, we are designing the hybrid event to include all our audiences: North America, Latin America, Asia Pacific, and Europe.
We invite you to a behind-the-scenes look at how we are building a hybrid experience for our own annual Workshop! Don’t miss this 6-part series shared by our CEO Marnie Miller Battistini.
MTA Workshop: Why Invest? (Ep. 1 / 3 min.)
Understanding Your Hybrid Audience: Virtual and In-Person (Ep. 2/ 3 min.)
Generating Surveys to Optimize the Agenda (Ep.3/ 5 min.)
Creating an Engaging Agenda and Designing a Customized Experience Platform (Ep. 4/8 min.)
Our 24th year in business was remarkable. A year like no other. But along the way, we seized the opportunity to:
Reflect on our industry.
To redefine what we offered, and how we offered it.
And to re-examine our core beliefs and what’s really important to us.
But that was our 24th year.
Now, we are looking forward to year 25. It’s going to be a milestone year, one where we’re re-envisioning the future of not just our business but the event business as a whole.
We’re looking to start an event revolution.
Thanks to all who have navigated this tumultuous year with us. We’re excited to share with you all that we have in store.
Great virtual ice breaker games can be one of the best ways for team members to get to know each other, build solid coworker bonds, and create a positive culture of collaboration. Even one high-quality icebreaker can set the stage for an authentic connection, something that can be challenging to achieve in a typical work environment. And when it comes to hosting a virtual event, online icebreakers are an especially valuable way to break through the barrier of a screen.
So, how do you know which activities will inspire enthusiasm and team bonding rather than reluctant participation? And are there specific virtual icebreaker ideas that work better in the online format than others? Once again, the Miller Tanner Associates team has you covered.
We’ve rounded up a master list of the best virtual icebreakers for your next event, specifically honing in on the activities that foster collaboration and connection even in an online setting. From the classic to the creative, here are the most effective icebreaker activities for virtual events.
But first, a quick pro tip
Even the greatest team icebreakers can end up being a flop if they’re not the right fit for the group at hand. Think of choosing an icebreaker activity as a match game of sorts: you want something that will suit the interests, skills, and even the size of the group with whom you’re working.
For example, are you planning a meeting for a team of creatives? In that case, look for a game or activity that targets their ability to brainstorm unique solutions, think outside the box, and express their ideas in an interesting way.
With just a little bit of consideration for your participants, you have far better odds of picking an icebreaker that’s an instant hit.
Virtual Ice Breaker Ideas
Draw your… (mood, current location, breakfast, etc.)
Icebreaker questions for virtual meetings can be particularly tricky. In an online environment, many participants will simply type a few quick words into the chat box or give a half-hearted thumbs-up – not because they’re disinterested, but simply because that’s what we’re used to in a world of endless Zoom meetings.
Rather than asking for a verbal answer, try switching it up and inviting them to draw one instead. Many platforms have easily accessible drawing tools, such as Zoom Whiteboard. Give everyone a minute or two to create a quick doodle, then spend a few moments getting a good laugh out of everyone’s attempt at art.
Start a meeting with a team-building coffee date.
Sometimes, the best way to nurture authentic connection is just to let it happen all on its own. An easy way to break the ice is to set up a short block of time (10-15 minutes will usually suffice) for informal chatting before a meeting.
Think of it as a virtual watercooler talk: everyone is free to casually chat about what they did that weekend, the new streaming series they’re loving, the great recipe they tried last night – anything! Scheduling quality time with coworkers without any formal activities can become a regular part of your company culture.
Set up a home scavenger hunt.
Help each other get out of your office chairs and stretch your legs with a hilarious home scavenger hunt, an icebreaker game that’s sure to inspire plenty of laughs. Assign the team a fun, lighthearted task to complete; for example:
Find the most unusual thing in the room
Take a picture of the view from the window nearest you and share it
Go get your favorite travel souvenir and tell us about it
Grab your go-to snack from the pantry
Once the clock runs out, everyone is back and ready to share a story behind the item they brought to the virtual table.
Challenge each other to team member trivia.
If your employees already know each other fairly well, a trivia quiz can be an entertaining way to dig a little deeper. Before the event, collect interesting facts about each participant. Then, set up a quiz – the specific format is totally up to you – to see just how much your staff really know about each other.
Another twist on this idea is the classic game, “two truths and a lie.” In this activity, each participant shares three statements about themselves: one is a lie, and two are true. Other people try to guess which is which, and often, hilarity ensues.
Play “Guess the Desk” to see how home workstations do – or don’t! – reflect various personalities.
For this activity, ask participants to submit a photo of their work desks at home. Then, see if colleagues can guess which desk belongs to which person. It can be fun to see how your team’s various personalities are expressed in their home workstations, especially if there are a few surprises along the way.
Depending on your virtual event platform of choice, you can run the activity via a multiple-choice poll or another format.
Pose a random “question of the day” (or week) for recurring events.
Many of us are attending more than our fair share of virtual meetings these days, and work activities restricted to a screen can become a blur after a while. But this quick icebreaker can encourage team bonding while also boosting morale and warming everyone up for a collaborative chat.
Each day, week, or month, ask participants an interesting, random question. Here are a few to get you started:
What’s the top item on your bucket list?
What’s the one TV show you think everyone should watch in their lifetime?
If you had to be an animal, which type would you be?
What’s one superpower you wish you could have?
Would you rather….?
Elevate Engagement with Next-Level Virtual Ice Breakers
Using the elevated virtual platform, the Miller Tanner Associates team can completely customize the experience within the platform itself. Using measurable data and analytics, we’ll assess interaction and engagement to better understand your attendees’ interests and behaviors. Then, that information can be directly translated into smart strategies for boosting engagement – and in turn, your ROI increases.
When you hire our team for your virtual event planning, the platform is just one of the benefits of working with us. You’ll also have the advantage of our unique expertise and skill, giving your next event that professional touch.
Here are just a few of the ice breaker ideas for virtual meetings we’ve been using within our elevated platforms:
SHAKE
A next-level networking experience, simply exchange profiles with a click of a button. Our team designed an experience that mirrors that of an in-person event including a “handshake” feature, a networking option for attendees to identify mentors and like-minded individuals digitally.
One of the biggest challenges we’ve heard about virtual events is that many attendees miss the opportunities to get to know each other. But with SHAKE, your attendees can put a modern spin on networking.
Post to the Social Photo Wall via mobile within the app! This is an interactive social wall within the platform where attendees can connect, share photos and videos, and interact around the content.
The Social Photo Wall is a great jumping-off point for a variety of icebreaker topics – so you can get as creative as you’d like! Attendees can share their favorite funny video of the week, photos of recent professional accomplishments, or a short blurb describing one of the goals for the year. Because the wall is such a flexible tool, you can utilize it for casual conversation and professional discourse alike.
Attendees can capture branded downloadable photos just like they would as if they were on site. The Virtual Photo Booth adds an element of fun to your event, and is the perfect activity to use during a break. Not only will attendees enjoy the photo booth itself, but you’ll have the benefit of sending them home with a branded gift.
Virtual Break Time
Using interactive avatars, these break opportunities enabled virtual rooms by topic with pop-up video chats. Because each room features a specific topic, there won’t be any lulls in the conversation – there’s already a starting point ready and waiting for them to jump right in.
Friendly Challenge Competition
Attendees receive points and rewards for their level of engagement and interaction within the platform – photos posted, quizzes, fun facts about speakers, etc.
For the event host, it offers the clear advantage of motivation better engagement. And on the attendees’ side, the result is often an experience that’s much more enjoyable. We’ve learned that even the most hesitant virtual meeting participant is likely to discover that once they join in on the fun, the event is far better than they expected.
Set Up a Virtual Slideshow
Run a slideshow of attendees’ life events, both personal and professional milestones and accomplishments, to connect each attendee to one another’s experiences. Even a short slideshow can significantly contribute to the overall morale of the event, helping attendees feel appreciated and “seen.” As a result, they’ll be much more likely to feel enthusiastic about the event and ready to actively engage.
Virtual Brainstorming
Use a whiteboard application to collaborate in a virtual space, and watch productive conversations and problem-solving really take off. All too often, virtual events fail to provide the same collaboration-friendly environment as an in-person meeting. But now, you don’t have to be sitting in the same room to share a workspace. The virtual whiteboard is a place where good ideas can snowball into great ones, all while attendees are making positive connections with each other.
Master Virtual Events with Support from Miller Tanner Associates
The way we gather, collaborate, and learn has changed dramatically in recent times – has your organization’s approach to event planning evolved as well? With virtual events becoming the new standard for a broad range of occasions, there’s an entirely new assortment of challenges to conquer when it comes to planning and executing an excellent event experience.
Miller Tanner Associates has spent more than 20 years as a leader in corporate event planning and management, working closely with clients in every industry and hosting thousands of exceptional events. We explored the world of virtual events long before they became a staple of modern business and have learned and experienced a lot up to this point. Why start at the beginning when you could have the advantage of our knowledge and expertise right now?
Our team is made up of corporate event planners, production engineers, project managers, designers, programmers, and so many others, with each member contributing a unique skill set to support our clients’ needs. If there’s an obstacle, we’re ready to tackle it with enthusiasm. And when it comes to virtual event planning for businesses, it’s a race we’ve been running (and winning!) for quite some time.
When you’re in need of the best virtual event planners in the business, ones that can bring your event vision to life, Miller Tanner Associates is the team to call. Reach out to us now to learn more about how to host a virtual event that makes your ideal event a reality.
A U.S. medical device sales company had to pivot their in-person national sales meeting to a virtual format.
The Challenge
With limited technology capabilities and a tight deadline, a medical device sales company contacted Miller Tanner Associates (MTA) to assist with planning their national sales meeting for their U.S./Canada team members that had to be moved from an in-person to a virtual event.
This being their first virtual national sales meeting, the client wanted to elevate the experience beyond a basic meeting to an elevated, engaging, dynamic experience. The client wanted a virtual national sales meeting that would reflect its company values of connection and culture for its 70+ attendees.
https://youtu.be/ih44TCrSi_I
The Solution
The major success contributor for this event was the collaboration between the client’s management team and the MTA experience team. Together the team created an environment of value and energy working diligently to engage the audience to raise the level of excitement. By maximizing the selected elevated platform engagement features, along with using social media and in-house communication tools, enthusiasm drove attendee engagement before, during and after the event.
Ultimate Engagement
MTA designed a virtual experience with unique, engaging opportunities utilized throughout the 3-day virtual event. The team curated an agenda comprised of 4-hour daily sessions including sales and new product training; technology session; diversity and inclusion training; pre-produced daily inspirational talks by the leadership team; and awards. Each day had an overarching theme and content to reflect the theme.
The MTA team chose the best virtual platform and engagement tools that would accommodate for this client’s needs, company culture and accomplish the overall event goals.
Beginning on the first day, our team took the attendee engagement to the next level. A guest mentalist/magician kicked off the event with an interactive 30-minute pre-awards show. Following this show, we produced an awards show like no other with production elements that included music and a live chat. Celebrities, such as pop artist Paula Abdul, Dancing with the Stars Cheryl Burke and NFL player Tyrell Owens along with celebrity impersonators like Dolly Parton and “the Terminator” made surprise cameo appearances to announce the award winners. As an event memento, each winner was sent a link to their award announcement.
To further reinforce the company culture of connection, on the second day of the event a variety of optional “happy hours” were offered, including a guided art/painting session with pre-mailed supplies, a game night and scavenger hunt, a cocktail happy hour with pre-mailed ingredients, and a hangout room for those who just wanted extra time for networking. Gift bags were also sent daily to the attendees.
Features for Success
Within the user-friendly virtual platform itself, attendees could interact and engage using various tools and features:
Social Wall
The Event’s Social Wall – Attendees posted photos, articles, quotes, and questions. The management team encouraged participation and initiated interaction throughout the event.
Virtual Photo Booth – Attendees captured branded, downloadable photos just like they would as if they were on site.
Virtual Break Time – Using interactive avatars, these break opportunities enabled virtual rooms with video chats by topic.
Friendly Challenge Competition – Attendees received points and rewards for their level of engagement and interaction within the platform – photos posted, quizzes, fun facts about speakers, etc. This was also a great way to familiarize attendees with the platform and encourage attendees to engage in the content and garner real-time engagement.
Running Slide Show of attendees’ life events both personal and professional milestones and accomplishments during 2020 to connect each attendee to one another’s experiences.
Virtual Break Time
The Results
Working in partnership with our client, the MTA Production Team planned and produced a dynamic virtual national sales meeting that showcased the company’s culture of connection and engagement.
This first virtual event for our client was highly engaging and interactive as a result of the curated virtual platform and customized engagement features and solutions that MTA designed.
To ensure a flawless event experience for the presenters and the attendees, our team prepared the presenters by offering coaching and pre-event rehearsals and seamlessly integrated pre-recorded and live sessions, delivering an impeccable virtual experience.
Our team designed a show flow for the 3-day event that optimized the attendees’ engagement and interests, enabling multiple points of connection with various content delivery modalities.
Feedback
“Yesterday was so fun and informative. It did not feel like I was just sitting at a computer all day. Thank you, MTA!!” – Virtual event attendee
“MTA has made every part of our first virtual meeting experience planning ‘five stars’!” – Virtual event client management team
The Miller Tanner Associates’ (MTA) difference is our people. That’s why we want to introduce you to our team of superstars that brings our corporate meetings and events to life for our clients.
Today we introduce you to Global Experience Designer – Events Caroline Drummey. Caroline, our associate based in Ireland, brings a wealth of talent to our team. She works closely with our customers to ensure that their events’ visions and goals are transformed into unique engaging experiences.
Meet Caroline Drummey, Global Experience Designer – Events
Strengths (based on CliftonStrengths): Woo, Positivity, Achiever, Communication, Futuristic
Tell us about your current role with MTA?
As a global experience designer, I liaise closely with our customers to ensure we produce the event they have envisioned. Whether it is a congress, face-to-face, hybrid, or virtual event, we seamlessly bring all the attendees together, so our customers can focus on the content, trusting us to create the experience.
How long have you been with MTA?
I am approaching 8 years with MTA, and it’s true what they say about time flying when you are having fun! The hours can be very long, but we are a very positive team and enjoy a laugh, which is very important to me.
What did you do before joining MTA?
Initially, I was a video editor for a television production and distribution company in London. This was a wonderful, creative, and varied job with great friends in a vibrant city.
I moved back to Ireland in 2013 when I was offered a great opportunity to work in the facilities department of a new semi-state company. In this position, I developed an understanding of the importance of the “behind-the-scenes” of the general operations of a building, an organization, and subsequently, an event and congress!
Caroline at Adare Manor in Adare, Co. Limerick, Ireland
What’s the best part of your job?
I love being on site for face-to-face events, seeing attendees arrive safely, and hearing the chatter as they mingle with their colleagues, all buzzing for the days ahead.
At a recent event, hearing the gasps of glee from attendees as they walked into an awards gala, and seeing them so happy with the venue – carefully chosen and decorated for their event – was very special.
What’s been your favorite event destination as an event planning professional?
Rome, Italy is still my favorite event destination. The history, the culture, the architecture, the food, the wine…!
Caroline and the MTA Team in Washington, D.C.
What’s been your most memorable event to date and why?
In January 2022, we had a beautiful event planned to take place in Dublin, Ireland. With one month to go, COVID restrictions forced us to move the entire event, and its 250 international guests, from Ireland to Washington, D.C. The short turnaround time was tough, but with great teamwork and an incredible creative designer, we produced a completely different experience for our guests. We even managed to turnaround the conference room into a fabulous gala dinner space, in one hour!
Do you have a few great travel tips that you could share?
Travel with everything fully charged, and with something tangible to read at hand. There are only so many plug outlets in stations and airports. Always pack a work outfit and shoes in your carry-on in case of baggage delays.
What do you do for fun?
I recently started going to Zumba dance classes and I love it! My arms and legs flail around, often in the wrong directions, but I have a smile on my face throughout! I also love hill walking, and with so many options on my doorstep, I’m spoiled for choice.
During COVID, I “traveled the world” with my family without leaving the house! “International Fridays” saw us “travel” to such countries as Brazil, Sri Lanka, Sweden, Russia, Australia, Madagascar, and Iran. We cooked the food, dressed up in the national clothing (term used lightly), and brought fun facts about each country to the table. It is still something we are very proud of, and we have a collage of our “travels” hanging on our kitchen wall.
You currently reside in? What do you enjoy most about living there? Any favorite spots that you would recommend to tourists?
I am originally from Tralee, Co. Kerry on the South West Coast of Ireland. Having spent time in London and Dublin, I have made my way back home to Co. Kerry, and I live in Killarney with my family.
Tralee is great to visit all year round, but Dingle, where I went to boarding school, is a stunning little gem with the most spectacular Wild Atlantic Way scenery, and the best pubs in Ireland.
Killarney is renowned for its stunning scenery, as it is surrounded by lakes and mountains, so I am truly blessed to live in this part of the world.
What makes Miller Tanner Associates stand out as a meeting planning company?
We are all very passionate about what we do. Our dedication to our customers and our respect for each other makes MTA stand out. In 2020, the world experienced the most unexpected setback, but Miller Tanner Associates plowed through, using the experience we already had, to turn the event management industry on its head, to promote and produce more virtual events than we had in our previous ten years of virtual expertise.
My favorite aspect of MTA is the people. Having always been a virtual company, traveling to our face-to-face meetings is such a joy. Seeing each other, getting to hug, having laughs, and producing amazing events is so special.
What do you value most about the annual MTA Workshops?
As above, as we are a virtual company, being able to see our colleagues and friends in person is very special. Only getting this chance once a year with most of the team, the time is spent with more intent, and we try not to waste a single moment.
Hybrid events have always been a great event solution. For years, Miller Tanner Associates (MTA) has been using a combination of face-to-face, virtual, and hybrid events to enhance learning, strengthen the conversation before or after an event, boost return on investment, and improve audience connection. Combining the best of both virtual and in-person events, hybrid events offer powerful advantages that can boost the overall success of your event.
1.Increased Agility in Contingency Planning
On a practical level, the great advantage of a hybrid model is that it offers a built-in contingency plan should situations change. For example, the scenario might arise that weeks prior to your face-to-face event, your event needs to partially or fully pivot to virtual as a result of travel restrictions in the country from where your audience is traveling or where your event is hosted. Similarly, hybrid events allow the flexibility for all attendees to participate at their comfort level. Where it’s safe to return to in-person events, attendees can participate face-to-face; and for those unable to attend in-person, hybrid offers the opportunity to have a similar experience virtually. With hybrid events, you can quickly convert your entire conference into a fully virtual experience.
2.Ensure Safety During Uncertainty
As we know, there will be guidelines for all face-to-face events moving forward, but some of those restrictions and safety measures aren’t enough for certain portions of your audience who may be impacted for a variety of reasons such as health risk factors, travel restrictions, or childcare limitations. The hybrid event then enables you to customize your event, to ensure that your participants can engage at their comfort level. For some people that will be virtual and for others that will be face-to-face.
3.Expand Your Audience
Another important advantage of hybrid events is the ability to expand to virtual audiences unable to travel to your event. Audiences are craving great content and exceptional virtual experiences. They want to learn more, attend more, and experience more. As a result, we’re seeing increases in expansions of audiences allowing for reach that didn’t exist before.
4.Diversity and Inclusion
In addition to expanding the audience, hybrid events enable us to break through barriers of exclusion and to expand to new audiences for the benefit of diversity and inclusion. By combining a virtual option with your face-to-face event, your event becomes readily accessible to those who may not otherwise be able to attend due to physical mobility, financial resources, location, health issues, or disabilities.
Miller Tanner Associates recently planned an event that included a virtual component. By offering the virtual portion to the audience, the event gained a 2100% increase in audience expansion in 40 countries as opposed to its 200-person face-to-face events in two U.S. cities a year prior. This is an example of the far-reaching benefits that a hybrid event can provide to all audiences regardless of ability and accessibility.
5.Sponsorship Awareness
Hybrid events have the potential to expand your sponsor’s brand by tenfold. Not only do hybrid events allow for expanded brand exposure, but also allow you to build interactive content within the virtual platform to improve the return on investment for your sponsor.
Whether you are designing a branded platform with clickable links to the sponsor’s website, trackable sponsor discounts, promotional videos, or breakout sessions led by the sponsor representatives, there’s an opportunity for more tangible interaction among your sponsors and your audience. All of this results in measurable data that gives the sponsor further insight into their target audience.
A biopharmaceutical company with an urgent study timeline sponsored a series of three complex trainings for an important study trial. The studies were to take place in Lagos, Nigeria; Cairo, Egypt; and Accra, Ghana.
The first meeting in the series was a hands-on training in Lagos, Nigeria. Due to the Covid-19 pandemic, Nigeria, was completely closed to non-Nigerian citizens. The majority of the sponsor’s attendees and all the uniquely qualified trainers had to join the meeting virtually.
Concurrently, the entire contract research organization’s (CRO) attendees, one sponsor attendee, the trial’s healthcare professionals (HCPs) and the patients, attended the meeting in person or LIVE. Miller Tanner Associates (MTA) mobilized to create a dynamic hybrid event with two audiences to create one experience.
https://youtu.be/dsX7b6FGQ8Y
The Challenges
Training Complexity
This client had a complex study training agenda, a 4-week timeline, and a hybrid audience located in three different countries on multiple time zones; the sponsor was located in the United States, the CRO plus trainees/participants were located in Nigeria, and the trainers were located in the United Kingdom.
This hands-on certification training required use of technology and devices which enabled live interactive video to support the on-site training requirements with the remote trainers.
Pandemic Safety Considerations
Additionally, there were specific requirements to accommodate the Covid-19 pandemic safety guidelines including cleaning protocol, hotel space for adequate social distancing, and PPE.
Pediatric Attendees
Due to the nature of the study, the patients involved were pediatric attendees ages 2 to 14-years-old. Specific furniture and equipment were required for this on-site training to accommodate for the needs of the patients.
Multiple Time Zones
The in-person training needed to align with the virtual agenda while also considering the multiple time zones of Nigeria, the United Kingdom, and the United States.
Local Political Unrestin Host City
Adding to the complexity of this training, there was also political unrest in the area which required the meeting to be cancelled the day before it was scheduled to start and re-scheduled a month later. Additional safety and security protocols were implemented for the safety of both the on-site trainees and the patients who were traveling with their caregivers from the local hospital.
The Solution
Meeting room designed to safely accommodate all attendees. (Pictured: Part of study series – visual of investigator meeting set up in Cairo, Egypt )
Training stations onsite in Accra, Ghana.Sonographers’ training stations onsite with privacy screens in Cairo, Egypt.
Miller Tanner Associates tackled the many challenges, foreseen and unexpected, to provide a successful hybrid event solution for our client.
We implemented an extensive, customized safety and security plan for this event to ensure the safety of the attendees. Our planning team worked closely with our Chief Compliance Officer (CCO) and Chief Experience Officer (CXO) to develop a thorough on-site, pre-, and post-meeting protocol to implement comprehensive Covid-19 cleaning and safety guidelines; client coaching and consulting; security procedures to address civil unrest; and measures to meet risk assessment criteria.
Technology Solutions for Remote Training
Remote trainers instructed and observed sonographer trainees in real-time using technology glasses to transmit video images. Image: Zeriscope.com
Our on-site production team produced a seamless hybrid experience by virtually connecting remote sponsor and trainers on screen with the in-person attendees. Using the specialized video set up, the remote trainers were able to instruct and observe the sonographer trainees in real-time using technology glasses to transmit video images, as well as a separate system that transmitted sonography images.
Proactive Approach to Risk Management
One day prior to meeting, protests erupted in Nigeria, forcing MTA to counsel our client on possible event options. With the aid of our Chief Compliance Officer (COO) MTA discussed the risk factors and strongly urged our client to cancel the hybrid event and reschedule for a month later. This proved to be a wise decision as the next day the government of Lagos, Nigeria established a curfew which would have meant the on-site attendees would have been in lockdown.
With less than 18 hours to pivot, MTA moved quickly to cancel before any site attendees arrived. Within 72 hours of cancelling, MTA had plans in place for a reschedule meeting 30 days later which MTA was already beginning to operate without any hotel cancellation fees incurred.
The two-day rescheduled hybrid event consisted of 18 remote attendees as well as 40 pediatric patients with their caregivers.
The Results
MTA successfully pivoted the Lagos, Nigeria hybrid event in less than 18 hours to ensure the safety of the attendees during the city’s protests.
The meeting was quickly rescheduled within 30 days of the original date.
MTA produced a successful investigator meeting as a hybrid event with two audiences that shared one experience.
A comprehensive safety and security plan to address Covid-19 and local civil unrest was created and executed successfully.
An extensive, customized training plan was developed and executed.
9 sites completed training on sonographer equipment virtually with a strong use of technology and production knowledge.
20 pediatric patients received exceptional care.
The clinical trial progressed to the next stage.
No one became ill with Covid-19 from attending this hybrid event.
No one was harmed during the civil unrest.
MTA applied the successes from the Lagos, Nigeria training to the training program series in Cairo, Egypt and Accra, Ghana. These certification trainings followed the same protocol and similar hybrid format as in Nigeria to accommodate both in-person and virtual attendees. The study training in Ghana consisted of 10 site participants in-person and 15 site attendees virtually. The study training in Cairo, consisted of 8 in-person site participants and 12 virtual participants.
“What a huge success! Thank you to the entire MTA team for all of the hard work that went into this training meeting. This meeting really pushed the limits of thinking outside of the box and meeting planning, and you guys were amazing every step of the way! Please forward this message on to the local teams as well. Big round of applause for everyone.”
Hybrid Event Client
To learn more about hybrid events, visit our website here.
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