Mission Possible – How do you keep going despite volcanos, oil spills, snow storms and floods?

Mission Possible
Why Volcanos, Floods, Snowstorms
can’t stop us from meeting anymore

© 2010 | Source: Event Technology Shopping List 2011 Samuel Smith & Ruud Janssen

Friday, 3 December 2010

EIBTM Lecture Theatre sponsored by:

EIBTM 2010 TECHNOLOGY HOUR
Tuesday 30th November
1300-1400

Mission Possible – How Do You Keep Going Despite
Volcanos, Oil Spills, Snow Storms and Floods?

Speakers:
Samuel J. Smith, Managing Director – Interactive Meeting Technology, LLC
Ruud Janssen, Managing Director, ©TNOC

Moderator: Patrick Delaney, Managing Director - Ovation Global DMC

Best Professional Education


Ruud Janssen
The New Objective Collective
email: Ruud.Jannsen@tnoc.ch
web: http://tnoc.ch

Samuel J. Smith
Interactive Meeting Technology
email: sam@samueljsmith.com
http://interactivemeetingtechnology.com



Volcanos
Eyjafjallajokull


Floods


and Snowstorms
© 2010 | Source: Event Technology Shopping List 2011 Samuel Smith & Ruud Janssen http://www.ﬂickr.com/photos/wwworks/4333425053/sizes/l/in/photostream/


All Threatened Our Meetings in 2010



Causing Cancellations



Damaging Venues



And Preventing People From Attending

http://media.sacbee.com/static/weblogs/photos/images/2010/apr10/volcano_two_sm/volcano_two13.jpg


Opportunities Emerged in the Madness



World Are Colliding

FACE TO FACE DIGITAL
MEETINGS



World Are Colliding

FACE TO FACE DIGITAL
MEETINGS

OPPORTUNITY


Technology Creates Opportunities

Extend Meetings
Include More People
Improved Interaction
FACE TO FACE
DIGITAL
MEETINGS

Alternative Formats



Extend Meetings & Events
LIVE
EVENT

SOCIAL
WEBINARS NETWORKS CASE STUDY SALES MEETING VIDEO

BLOGS WEBCASTS VIRTUAL THANK YOU PRESS WHITEPAPER
EVENTS EMAIL RELEASE



Include More People



Increase Interaction



Alternative Formats
TELEPRESENCE VIRTUAL WORLD

VIRTUAL



Consider This...



Nearly 1 Meter of Snow falls in 24 hours



Snowmageddon



Roads Are Closed



Airports Are Closed



Transportation is Paralyzed


Three Days Later - It Snows Again



Events Are Cancelled



New Events Emerge



People Organize Themselves



I trudged out through
the height of the storm
to get to the hotel.

We began planning the
actual event logistics
24 hours before the
event began.

- Lindy Dreyer,
#UNTECH10

photo credit: http://www.ﬂickr.com/photos/dancingwithwords/


By the end of the
evening on Tuesday,
we had a website,
an active hashtag
on Twitter,
announcements out
on the listservs, and a
groundswell of
support and
excitement from the
community.

- Lindy Dreyer,
#UNTECH10


Eventbrite - Fast & Easy Registration



Conference 2.0 Community



Conversations / Notes / Sessions



How Did You
Assign Tasks?

We were completely
relying on everyone's
expertise, and we
assigned tasks
accordingly.

- Lindy Dreyer,
#UNTECH10



Livestream via Peach New Media



Program Developed Organically



Collaborative Learning



Advice To You
Do whatever you can to empower
your community to help you. And
don't try to make it perfect.

Just do the best you can with what
you have, and be open about the
planning process so everyone knows
what to expect.

I believe Untech10 succeeded
because everyone was open to the
contributions of others. And that's a
rare and beautiful thing.

- Lindy Dreyer,
#UNTECH10



Let’s Shift Gears & Continents



A Volcano Erupts



Ash Cloud Spreads Across Europe



Airports Start to Cancel Flights



Millions Are Stranded



Why Not Have A Conference?

source = http://www.ﬂickr.com/photos/tedconference/sets/72157623765155191/


In 32 Hours TEDxVolcano Emerged

© ImageSource: Event Technology Shopping List 2011 Samuel Smith & Ruud Janssen
2010 | Credit: http://farm5.static.ﬂickr.com/4056/4535131466_6060a69291.jpg


Text

150 People Attended

Credit: TED / Robert Leslie


500 Watched Live on Ustream.tv


Logistics Were Simpliﬁed



Slides Created On The Fly

http://www.ﬂickr.com/photos/tedconference/4535130202/sizes/o/in/photostream/ Credit: TED / Robert Leslie


Everyone Contributed & Shared



What Would You Do?

Go Cancel
Ahead Event



How Prepared Is Your Team?

Not Semi Fully
Panic! Prepared Maybe Prepared Prepared



What does your crisis look like?



Takeaways: Keep Your Meetings Alive



1 Action: Quick, Accurate, Consistent



2 Use Established Channels



3 Staff to Communicate & Monitor

FACEBOOK,
ONLINE
EMAIL BLOGS TWITTER INFLUENCERS LINKEDIN,
COMMUNITIES
YOUTUBE

YOUR EVENT
WEBSITE



4 Consider Audience

1. Face-to-Face

2. Online

3. Social Media



5 Consider Resources

Event Staff Bloggers Tech
& Volunteers Capability



6 Quick Solutions To Consider



Connect Attendees With Skype

Photo Courtesy of Noah Wolf Photography


Integrate Remote PODS



Connect Speakers Via Skype



Use Twitter To Connect Remote to F2F

Photo Courtesy of Noah Wolf Photography


Use Videostreams to Reach Online


Alternative Formats Engage Everyone

photo: credit: lindy Dreyer


Go UnPlugged



So...The Next Time



Threaten Your Meetings



Remember Opportunities in the Madness



Questions?



More Information

Ruud Janssen
The New Objective Collective
email: Ruud.Jannsen@tnoc.ch
web: http://tnoc.ch

Samuel J. Smith
Interactive Meeting Technology
email: sam@samueljsmith.com
http://interactivemeetingtechnology.com



INTERACTIVE VOTING PROVIDED BY:

See PowerVote at the Technology Village on Stand O285



EIBTM 2010 SESSION EVALUATION

Please help EIBTM to improve their educational sessions for
future years by completing the online survey emailed to you
after the sessions!

Provided by MeetingMetrics (EIBTM 2008 WorldWide
Technology Watch winner for meetings technology
innovation)



Mission Possible – How do you keep going despite volcanos, oil spills, snow storms and floods?

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Mission Possible – How do you keep going despite volcanos, oil spills, snow storms and floods?