Meeting tech
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Meeting tech for nonprofits.
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Meeting tech
- 1. Technology Tools for Easier Meetings Presented by Kathleen Wilson, CAE Executive Director May 18, 2018
- 2. WhatWe’ll Cover Volunteers, Organization Conference Calls or Virtual Meetings On site & Engagement Marketing
- 3. Volunteers Let’s get this party started! Tell me what you need. Sure, I can Do that.
- 4. You need What? When? Can I get it to you next week? Volunteers Uh, I’m having a hard time with…
- 5. Volunteers
- 6. Volunteers
- 8. Volunteers AirTable.com Please play video from https://youtu.be/r0lsyTaAuJE and then delete this box from the slide. Thank you!
- 11. Volunteers Monday.com Please play video from https://youtu.be/1UbaEcto56k and then delete this box from the slide. Thank you!
- 14. Conference Call Wrangling NeedToMeet.com ScheduleOnce.co m Doodle.com • $7.50/mo./user = $90/year • Poor support experience • Looks better for one-on-one appointments • $39/year/user • Started as polling software, everything is a poll • Integrates with Google and Office 365/Outlook • Lots of ads and keystrokes • $12/year/user • Super simple interface • Phone App imports contacts for web • Easy for attendees
- 15. High-Tech or Low- Tech? Virtual or Video Meetings One association bought cameras and headsets for its board members’ computers to facilitate virtual board meetings. This option might be less expensive than some of the other options out there which cost anywhere from $99/mo. and up.
- 16. Amazon Chime https://aws.amazon.com/chime/ Google Meet Meet.google.com Virtual or Video Meetings
- 17. “rumii can host your next convention or conference for a fraction of the cost of the traditional physical based conferences. Host a conference on your time and not according to the schedule of convention centers or hotels. Save your attendees from having to pay for travel and hotel costs. Your attendees get all the benefits of social interaction and making connections to other people in the conference. The rumii spaces can be branded and customized according to your conference with a higher return on investment.” https://www.rumii.net The Future is now.
- 18. Live Streaming SeminarWebLive! SWL sends staff to live stream your programs. Tip: Combine your virtual space and live space.
- 19. Marketing
- 20. 40xMore likely to be shared Visual content is more likely to get shared on than other types of content. 2.3xMore engagement Facebook posts with images see 2.3X more than those without images. 46%Marketers say photography is critical 46% of marketers say photography is critical current marketing and storytelling strategies. 89%More Favorites Tweets with images received 89% more 150%More Retweets Buffer reported that for its user base, tweets received 150% more retweets than tweets images. 84%More Clicks Photos get 84% more click-throughs on Stats Stats Stats
- 21. 21
- 22. Canva canva.com Stencil getstencil.com/ Tools for Creating Graphics & More Snappa snappa.com Design Bold designbold.com Piktochart piktochart.com
- 27. Splash Social Media Sharing “Card”
- 30. MyFonts.com unsplash.com stocksnap.io pxhere.com pixabay.com Images & Fonts ABC ABC DaFont.comABC ABC
- 32. www.louistwelve.com Beekast Dynamic Events Engage your participants with key topics, whether they are a few dozens or thousands. Collect their questions and display them on your projection screen in real time. Use polls, quizzes, wordle to test your audience knowledge. Beekast is 100% customizable: add your own colors and your logo in seconds! Beekast has been developed so that any third party involved in your event can instantly use it. More than 50 features and digital activities to help you make your presentations fun and productive
- 33. Beekast.com
- 34. Beekast.com
- 35. Beekast.com
- 36. Poll Everywhere This web-based audience response system lets you embed interactive activities directly into your presentation. The audience responds on the web or via SMS texting on their phones. Ask the audience a question. Then watch as the chart updates automatically with their responses. Free for up to 25 responses, $19/mo. for 50 responses and on up. Please play this video https://youtu.be/gw9fLKnXDwg and delete this box.
- 37. www.louistwelve.com Poll Everywhere Try it out. Go to PollEv.com/kathleenwils334 and answer the question. Or, you can text to 22333 to join. Then reply with A for Yes or B for No.
- 38. www.louistwelve.com AskVote.io Free for 2 events/month and a max 100 questions per event. Next level is $19.99/mo and goes up from there. Please play this video https://youtu.be/66xbucLZVc4 and delete this box.
- 40. RFID Engaging & Tracking Attendees
- 41. Name badges/wristbands are activated in 10-15 seconds. Seamless Check-In Personalized Attention Attendees can have meeting materials sent to them by flashing their badge at posters. Materials When an attendee with a Bluetooth-enabled device goes near a hotspot, beacon technology can trigger a video or other message. Beacons RFID: Radio Frequency IDentification NFC: Near Field Communication Tracking Attendees As an attendee moves through the venue, beacons can sync where she is physically with her itinerary.
- 42. Easily track exhibit hall traffic. Attendees can have their NFC- enabled device linked to an online account with payment information for purchases. Sponsor/Exhibitors Don’t wait until after the meeting to see where attendees gathered or read the poll/survey results. Real-time Reporting Less paper and plastic with materials distributed digitally. It’s Easy Being Green CLE Credit RFID: Radio Frequency IDentification NFC: Near Field Communication Tracking Attendees Beacons become the CLE police!
- 43. Event Apps
- 44. Features Why Guidebook?• Schedules + Advanced Capabilities: Multi- track and preset individual schedules • Lists: Display information (FAQs, speakers, sponsors, directories, etc.) • Maps: Static and Interactive Mapping • Social Media:Twitter, Facebook, and Photo Sharing • To-dos • Unlimited guide collaborators • Detailed metrics • App promotional materials: Custom posters, web pages, and social posts • User controls: send email invitations and track downloads • Revision history tracking • Customized Icon Colors • Interact: Personalized feed of social posts and app content • Private messaging • Surveys
- 45. Features Why Guidebook?• Web links: Connect to websites, videos, registration systems • Document Library: Host presentations, reading materials, PDFs, and more • Mobile Admin: Send messages and schedule updates right from your phone • Push Notifications: Send messages to all or specified attendees • Sponsorship Opportunities: Banners and Promoted Posts • Session AttendanceTracking • Advanced User and Group Management: Access control (whitelist) and group segmentation • Live Polls • Collaboration Center: Allow external contributors to add content • Email access to our award-winning support team
- 46. DIY Guidebook
- 47. Add a 360 Web Camera to Exhibit Hall VR Headsets They’re here for meetings. AR Augmented Reality QBall Wireless throwable microphon e Let’s Have Some Fun! Catchbox Wireless throwable microphone KAHOOT ! free game- based learning platform
Notes de l'éditeur
- They’ve accepted the invitation to be on the CLE committee or maybe even to chair it. They’re so excited, they can’t wait. Right?
- Then reality sets in, deadlines approach and you get “the dreaded phone call” that starts “I know I’m supposed to have that program to you today, but…” or “When are my materials due again? Uh, I might not make that deadline” And we feel like … . [next slide]
- Now, our reality is that maybe 1 out of 50 or a hundred meet our deadlines, do what they promise, and make our jobs easier. Those are the ones we keep asking over and over, right? And when we hear from them we’re like [next slide]
- YES! Thank you, thank you, thank you! If only every day was filled with these volunteers. But, this is what we signed up for, isn’t it? Our volunteers are busy people who might, on occasion, over commit and that’s where we simply need to rise to the occasion. Sometimes it means bringing in the chair or even an officer, depending on the severity or urgency of the volunteer’s failure. You might even have to create that program or find another speaker, sponsor, venue, whatever the case may be.[next slide]
- i love this poster. We'd like to believe that only the VERY BEST volunteer, but we know better. So, keeping our expectations reasonable and always having an ace or plan b up our sleeve is essential in the work we do. Especially planning meetings. I only WISH there was tech that could turn our less-than-the-best volunteers into super volunteers, but that doesn’t yet exist. So in the meantime, I’m going to tell you about a couple of things that might help with the administration side of things. Who knows, if you’re a little geeky like me, you might even think they’re fun. After all, if the tech isn’t fun, easy, and useful, why use it?
- The first one I’ll show you is AirTable.com. Some of you may be familiar with it, it’s similar to an online version of Excel on steroids. Jeanie and I have been using it for a few years. And since they’ve developed this short little video that can show you what it’s about is a more concise way than I can, let’s take a look at it for a minute. I promise, it’s short! At end of short video…Now, I’m going to show you what our AirTable looks like
- Here’s NATLE’s AirTable for the Annual Meeting. It’s showing the Tasks tab …[explain the other tabs, category, timing, etc. & the horizontal scrolling Here’s a thought. Maybe if you embed it on your website and show what the volunteers are working on, it might help them. It can be kind of like a report card or simply a visual reminder of deadlines, etc., for your volunteers. Maybe Jeanie and I should do something like this for the GAC. (I can hear Jeanie groaning…hahahha) Anyway, there’s so much you can do with AirTable, try it out and have some fun with it.
- You can see here that Jeanie has entered the venues relating to the Annual Meeting, it’s just another view and keeping everything in AirTable like this makes the majority of your meeting details available to anyone who wants to see it. As you heard on the video, you can drag and drop files, too, such as the meeting schedule, hotel contracts, BEOs, all of that stuff. AT is very affordable. We’ve only ever used the free version but you can get more bells and whistles with the paid versions that start at $10/mo./user. If you need more than 1,200 records in a “base” a/k/a a workbook, then you’ll need one of the paid versions. Since I know not everyone learns or likes to work in the same way, there’s another program similar to AT called Monday.com. It used to be called DaPulse, in case you’ve heard of that one. Here’s a short look at what it does.
- The first one I’ll show you is AirTable.com. Some of you may be familiar with it, it’s similar to an online version of Excel on steroids. Jeanie and I have been using it for a few years. And since they’ve developed this short little video that can show you what it’s about is a more concise way than I can, let’s take a look at it for a minute. I promise, it’s short! At end of short video…Now, I’m going to show you what our AirTable looks like
- This is our before AirTable way of organizing tasks around our meetings. This is one of the handouts just in case it’s useful for anyone. There are formulas in it, if you need help with any of them, let me know. There is a field where you put in your target date, the date of your meeting, and your due date and it will count down the days for you. Anyway, hope it’s helpful. One last note about voluntters. Cindy Adair uses signup.com and mentioned it at the Winter Meeting. It used to be volunteerspot.com, if you ever used that. It’s a tool for recruiting volunteers and organizing their tasks. They even send automatic reminders. And, it’s free!
- By virtual I mean video calls actually.
- About a year or so ago I researched about a dozen online resources that claimed to make scheduling among groups easier. The majority of these online programs are more geared toward appointments than they are conference calls. I found very few that I considered affordable, easy, and did everything I needed it to do. You might recall meetingwizard.com—that was the best, but it has since bit the dust. I’m continually on the look for something similar—free, easy, and has all the bells and whistles needed. So, let’s talk about these for a minute. Do you have something that isn’t mentioned here that you especially like?
- Is anyone doing video meetings currently?
- The reason I’m only suggesting these 2 is that I found so many companies that used to offer affordable video conferencing that have gone out of business. So when you’re looking, look for a proven track record over more than 5-6 years and really check them out thoroughly. Sometimes you do get what you pay for, unfortunately. Amazon Chime is one app to conduct online meetings, video conferencing, chat, screen sharing, and file sharing, both inside and outside your organization. Easy collaboration, instantly go from a chat to a call, share your screen, and even invite more people, with a simple click or tap, all in the same application. It’s pay-as-you-go and you’re only charged for Amazon Chime Pro features on the days your users access them, at $3 per user per day with a limit of $15 per user per month. There is no charge to use Amazon Chime Basic features. You can also control which users use which features and for how long. Google Meet Gartner named Google meetings solutions a Peer Insights Customer’s Choice for 2018. You need to sign up for G-Suite to use it, which starts at $5/mo/user and goes up to $25/mo/user. Basic and Business versions allow up to 25 ppl on a video call; Enterprise version allows up to 50 and you can have your own phone # and PIN. It’s also compatible with MicroSoft applications. Anyone using G-Suite or Chime yet? Does anyone use video calls for more than one-on-one discussions?
- Can you imagine putting on a VR headset and attending a convention? What if you did a virtual tradeshow for your members? The ideas are limitless here. You do need the hardware: VR headsets Free 1-3 users $0.00 per user/month Free features – Up to 3 people – 20 people in a room at one time – 1 GB of storage – Unlimited access to rumii features Paid 4+ users $9.99 per user/month Paid features – Unlimited team size – 20 people in a room at one time – 10 GB of storage – Unlimited access to rumii features Experience rumii on desktop for PC and Mac. Attend meetings in VR on the HTC Vive or Oculus Rift. If you’re participating via desktop you need a really good graphics processor. My goal is to show you what is happening NOW. Smaller associations can be a little behind the curve when it comes to tech, due largely to budgets, but this stuff is here now and affordable and your millennials are likely already prepared and willing to engage this way. Who owns a VR headset?
- Tip: Consider using an extra room as a studio for presenters in addition to the regular seminar room. The online audience can then interact on with their own Q&A session separate from the larger room. This also offers a more professional look to the experience, and higher quality to both the recorded version and for the online attendees’ experience .
- https://getstencil.com/stats So what all of this boils down to, which I’m sure you know instinctively, is that we want to see pictures! Given a picture or a paragraph, which is more appealing? Or a graphic vs a word?
- Speaking of words vs. images, here's a bonus for you to play around with: spritzinc.com. The folks at Spritz realized that, when we read, only about 20% of the time is spent processing content, while the remaining 80% is spent moving your eyes around to scan the text. They developed technology that provides a text stream of words that appear sequentially at a fixed location. Through extensive testing and refinements they hit on a particular configuration that requires the least amount of effort to read the text stream at an increasingly rapid pace. The Spritz site claims that users can easily double their normal rate of reading, and some subjects can train themselves to read up to 900 words per minute — roughly 4 times the normal reading rate — while still understanding what they read. Imagine adding this capability to your digital publications and newsletters. Now, let’s move on to ways to make your marketing that much more appealing.
- You’ve likely heard of Canva if you’ve heard Katie from Ohio discuss social media. She’s a real fan of Canva. It was actually developed by the Star Trek star George “Te-KAY”—he played Mr. Sulu—if you’re old enough to have watched those shows. He’s a real social media maven, he has even written a book about how to succeed with social media, so he developed Canva to help people do just that. Originally, it was strictly for creating social media graphics but they’ve broadened their selections now to include flyers and brochures. I LOVE his Facebook posts, he’s a lot of fun to follow, if you’re not already. DesignBold is a little more sophisticated, IMHO, than Canva, but they still have a free version so they’re worth checking out. Piktochart is a bit different from the rest. It’s more specifically for creating infographics, creative charts and graphs for sharing online, but now I see that they have added Reports, flyers, and Posters to the templates. They used to have a free version but it looks like they’ve gone to a freemium structure now. They’re still very affordable, though, and worth looking into.
- Splash is an online tool for creating custom event websites. They are EXTREMELY pricey but the free version which you can see at the website for the NATLE Annual Meeting, is actually very nice. They provide templates that you can customize easily and a button to link to your registration page.
- These sites also provide some good resources in the form of e-books, articles, and blogs.
- Here’s a “card” that comes with the template. It’s specifically for sharing on social media. Did anyone see this on Facebook on Monday?
- Got an event you don’t need to track through your AMS? Like a party outside of a meeting, etc.? Eventzilla is much more robust and a lot more fun than Eventbrite. You create a dedicated website where people can sign up and purchase tickets. Eventzilla is free to get started; Eventbrite’s pricing page wanted me to sign up before I could tell if it was free, and I prefer not to do that so I don’t know if they have a free version or not. For most, if your tickets are free, the website is free. Eventbrite charges 1% + $0.99/ paid ticket* or free for free tickets for the lowest level which only allows for one ticket level. Eventzilla charges $1.25/ticket for the base level or 1.5% +$.99 for the Pro level.
- You really have to look at both and decide what’s most important to you. For instance, Eventbrite integrates with QuickBooks online and Eventzilla doesn’t. But Eventzilla integrates with Stripe and Twitter and Eventbrite doesn’t. There are lots of comparisons like that. I just found Eventzilla easier to use on the fly.
- MyFonts.com has Free Font Fridays if you subscribe to their weekly newsletter. DaFont.com is all shareware. The other sites are all free pictures. I also use CanStockPhoto.com for inexpensive photos.
- Beekast is a free audience engagement tool that allows you to collaborate in real time with your audience. Well, it’s free for up to 25 participants and the next level is $39/mo. You can use it for presenters or simply to gather information from attendees. It even works in conjunction with conference calls—such as those you might have with large audiences like boards or membership. Or, maybe even committees since they offer agendas, document sharing, screen sharing as well. Also see https://www.glisser.com/#emb1
- This is a screen shot showing what it might look like with a presenter’s slides on the right and a conversation among attendees. You can see that I used the name of this webinar and there’s a URL below it where you can see this if we were doing it through Beekast.
- Another similar service is Also see https://www.glisser.com/#emb1
- Polls are an easy way to engage your audience. Here’s a nice short explanation of Poll Everywhere.
- This can be done with a PPT add-in –OR- you can use the Poll Everywhere app that can be downloaded and used in PPT, Keynote or Google Slides. This screen is updated LIVE as votes come in, which is fun to watch, especially if you asked something fun like a favorite football team, how they like their steaks cooked, any number of things. This would be fun to do on a projection screen at your meetings with random questions. You can also export the results to Excel as a CSV file or download a map showing where your participants replied from but both of these options require the paid version. As an example, When feedback-by-email produced abysmal returns, the Georgia Chamber turned to a series of townhalls with live polling, then used reporting to make sense of the data.
- This is a different type of audience engagement tool. Rather than polls that the presenter offers, the audience submits questions and then the audience votes on the best questions or “upvotes” certain ones. Here’s another short intro video to help you understand these applications. AskVote.io helps you facilitate and actively participate in live Questions & Answers sessions. As event leader, you setup your meeting and share the event code with participants. They ask questions. They upvote any questions they like. You answer the most voted questions. That's it. Free for 2 events/mo. and 100 questions; $19.99/mo. for 5 events and 200 questions… I found it very easy to set up and use.
- Think “self service is the new full service.” Eliminate lines at check-in. How? Using apps members can check-in, print their badge and collect their stuff. AAJ does this. Soon, there’s going to be facial recognition. The attendee uploads a photo when they register online. They are recognized when the walk in. Consider the online check-in option, kiosks aren’t that expensive to rent in some places. There are “smart” name badges that use passive Bluetooth tech to alert attendees to particular events or even exhibitors they might be interested in. This stuff isn’t the future, it’s now. When considering costs, you’ve got to examine staff cost to man tables, count heads, and so on. How much would it help to not need that extra person at the registration table? Like all tech, as time goes on, prices will come down. E-Touches: “smart city” concept, which enables event check-in through public kiosks at transportation hubs. Attendees can obtain their event badge, which can also act as a public-transportation card and as a food and beverage card accepted by certain shops and vendors. “Las Vegas does this now—attendees can check in right after getting off the plane, and use their badge to board mass transit and get to their hotel
- That little blue symbol is what’s used for beacon technology.
- Mention the importance of policies and transparency regarding tracking. Seamless Check-In: Control entrance to sessions and more. With NFC, attendees can use their phones to check in. Beacons: – anything from a welcome message to a special sale. Personalized Attention: & then trigger the app to pull up the relevant map so she can take the quickest route to the seminar she’s headed to. Predictive analytics push real-time suggestions to attendees for sessions, exhibitors, and other relevant activities based on aggregated attendee behavioral data. An attendee dashboard details everything an attendee does at an event—helps the attendee justify their investment of time and money to attend the event.
- There are privacy concerns around any tracking device, primarily with regard to the person not being informed of the tracking. It’s important to let attendees know that this only takes place in the confines of the meeting rooms and nowhere else. You don’t want them thinking you’re tracking them from their hotel rooms to the bar or shopping mall. Immediate responses: Using devices, attendees can complete polls or surveys at various points in the exhibit hall, after sessions, or during the conference. CLE Credit: With Beacons, an app can automatically check people into sessions and even follow attendance to give continuing education credits. NFC is what Apple’s Apple Pay uses. A few years ago they opened up the technology to 3rd party vendors to use in apps so it’s use is quite widespread. NFC is a short-range high frequency wireless communication technology that enables the exchange of data between devices over about a 10 cm distance. NFC is an upgrade of the existing proximity card standard (RFID) that combines the interface of a smartcard and a reader into a single device.
- There are new event apps popping up every day I believe. One resource I looked at reviewed over a hundred of them. Contained in the word art above are about 15-20 of the highest rated apps. That’s also rather ubiquitous—you can find various ratings in numerous places so take them with a grain of salt. I reviewed ratings for about 20 and that was all I could handle. We could easily do a webinar solely on how to choose and how to use an event app. Many have different focuses as well, some are on networking, some on interaction, some have good use for exhibitors/sponsors, others are heavily focused on output and reporting for the meeting planner. So, you really have to know what you want your app to do before you go on the hunt.
- After reviewing a LOT of apps, I took Jeanie’s advice and focused on Guidebook. She heard someone mention it at a previous NATLE meeting and after looking at it she liked it. I looked at quite a few that offered free or “freemium” options and a frustrating thing is that most app providers do not list their pricing structures on their websites. They must view it similar to website building and want to determine how much customization is required before they quote a price. I get that, but it would be nice to have something to compare with. So, on to Guidebook. Let’s take a look at these features. (You know, they should actually be paying me for promoting them like this!) Hmmm…
- Previewing on your phone while designing is very easy. GB provides a QR Code that you scan with the app and in about 2 seconds you have your preview.
- They make is very easy but it is still a bit labor intensive. I’m not sure how you’d do it with a small staff. But they do provide templates so that you can import your schedule, speakers, exhibitors, sponsors, and contacts. Guide privacy setting Change your guide's privacy setting to enable or disable restricted access. Public Your guide will show up in search results and anyone can download it. Passphrase Your guide will not show up in search results and anyone with the passphrase can download it. Invite-only—MOST SECURE Your guide will show up in search results, but only those who were invited can download it.
- QBall is around $179 and you’ll see it in action at the GAC in Seattle. Catchbox--https://us.getcatchbox.com—starts around $400. If you want to know more about throwable microphones, let me know. We’ll be developing rules and such for their use at the GAC, we don’t want anyone hurt or taking out their …um…frustration on it. Gaming is only getting more popular at events. Kahoot is an app you can download for iOS or Android and create free games. It’s used by a lot of orgs, incl. schools, etc. kahoot.com, it really looks like you could have some fun with it. About VR: according to an article in FC, “He predicts virtual-meeting ubiquity for the general public—for it to become as commonplace as owning an iPhone—within five to 10 years.” AR or augmented reality might just take off with associations faster than VR, I believe. A recent issue of Associations Now stated that according to recent research, VR & AR ranked highest for potential use in association communications, presentations, meetings, simulations, workforce training and recruitment. AR is rather easy to get into. See Layar.com I’ve played around with it for the last 6 or 7 years with an app called Layar. I mentioned it to Beth Z once and she used it in one of her presentations but she said people just couldn’t get their minds around it. The way it works is that you download an app to your phone/ipad and then when the app looks at a picture or object that contains a trigger, you receive all kinds of information about what you’re seeing. For instance, you could be walking in Manhattan, point your phone at a hotel and along with seeing the hotel as through a cameral lens, you can see what their capacity is, star ratings, room rates, availability, etc. You can do the same while reading magazine articles. Facebook now offers links to see some creative AR. Look on the left, you might have to expand the options and I’m not sure if you’ll see it on your phone, but it’s definitely there on the desktop version. A word of caution: these are clearly paid ads, the companies do work for clients such as Disney, HBO, etc.
- Latest Trends Holograms (Vntana.com) YES! I’m so excited about this. Can you imagine attending a board meeting as a hologram? You actually can. Maybe you can find a sponsor for that. The hologram reacts and responds to attendees’ questions without the need for wearables, collect data and deliver personalized advertisements. The Hollagram Selfie Booth is popular among millennials. They can take pictures of themselves interacting with holograms of their favorite speakers, athletes, movie stars, whomever or whatever you’d like it to be. AI Check-in and registration become much quicker with this tech. Some theme parks are already using this technology. It’s also more secure. Ensure greater safety by using facial recognition to spot people on known security lists. Improve your social media reach by using facial recognition in tagging people in photos from your event. Group Tech Experiences Use live 360-degree video (what many refer to as VR) to connect remote audiences. Give them the opportunity to attend an event together in order to bolster buying online-only tickets. Voice Tech (slackbots, etc.) An attendee asks where a session is, a sponsor booth, or more, and is directed there. Clever Floor Using smart mats and other unobtrusive technologies to collect data from critical areas. Don’t just talk about exposure to vendors, show them the numbers.