Richard Morris, principal of WPRNY, discusses the value of conducting virtual meetings using video streaming technology.One of my previous bosses had the ability to always make me think about something from a completely different perspective. He was absolutely amazing at taking a situation that was boring on its face and flipping it into something that was extremely entertaining. As the old saying goes: turning lemons into lemonade.
It's obvious how bad the economy has become, but what isn't so obvious is how to take advantage of this "opportunity" to increase attendance at your meetings. It may seem contradictory, but it can be done. Yet you say "travel budgets have been slashed, and I am constantly hearing about layoffs." Well, if they can't meet you at your venue, then it's time to go to them.
Once considered a thing of the future, video streaming has become an easy and cheap way to broadcast. CNN and other networks have even begun to conduct live interviews via web-based video streaming applications like Skype, with very little difference in broadcast quality compared with a standard satellite line.
Video streaming is the process of broadcasting in real time, either live or taped video, over the Internet, from one computer to another. As a planner, you have several options for how to use and profit from such arrangements. The biggest advantage to you is allowing interested participants who otherwise can't attend, to virtually watch presentations, both in real time and at later dates. Here's how you can use this technology to boost the attendance and profitability of your event.
Begin by allowing people who aren't able to attend your event, but would like access to the information, to virtually watch the presentation live. You can market this alternative in your registration packet as an option for those with curtailed travel budgets. Assume that you charge a fraction of the full registration cost for each day of presentation; you then extend the reach of your meeting infinitely by allowing interested parties to view individual presentations or discussions, while you still make money.
Invite a corporate sponsor to underwrite the cost of the video production and allow them to have a minimal presence throughout the broadcast. This way they, too, are able to extend their marketing efforts.
Finally, record all of the presentations and host them on your website for others to view after your event ends. This can obviously work in conjunction with the live stream, but requires a minimal amount of post-production work to make the videos suitable for re-air. Again, you can charge either on a per-presentation basis or allow a corporate sponsor to underwrite the cost of the entire rebroadcast.
These are very basic and, in most cases, fairly inexpensive productions, given their reach and revenue potential. If you care to expand from here, there are several ways to engage those watching online to interact with the presenters. You can allow them to send comments to the presenter, via e-mail or Twitter, for the speaker to address during the Q&A period. Or if time permits, create a special web-only Q&A period during which your virtual attendees can follow up and ask any questions they had during the presentation.
Once the meeting is over, the video lives on with you. Whether you use it to market future events, post on your website, or repurpose for other initiatives, you own it.
Richard Morris is a principal of WPRNY, a New York-based video production company that specializes in event and business videos. For more information, visit www.wprny.com.Originally published June 1, 2009For more ideas, tips, and tools for better meetings and events,
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