The phrase "you're on mute" was one of the most popular phrases of 2020. We are currently living in a digital world and the future is expected to bring even more engagement through virtual platforms. Most of us experienced at least one Zoom meeting or webinar during the last several months, and while we may be fatigued with seeing ourselves on a screen, we must admit that online platforms have helped us pioneer new ways to interact with our peers.
Jodi and JoEllen attended their first hybrid event this month and are here to breakdown their experience. The goal of attending this conference was to gain knowledge on how to planning meetings as we move forward, how to keep attendees safe, and what kind of messaging attendees should be receiving before, during, and after the meeting.
Virtual meetings, events, and conferences are the new reality for the foreseeable future, and organizations are wise to focus on maximizing these experiences for all involved. With no clear end date for the pandemic, the quicker the decision is made to move to a virtual format, the more capacity the organization has to build out a thriving event. Scaling up an online meeting is not as expensive as scaling up in person, which opens up plenty of opportunity.
The world adjusted quite quickly to meeting virtually. It is nobody’s ideal scenario but does the trick until members can come together again. If you are planning on holding a member happy hour or get together, try these tips to make it a successful gathering.
Have a defined purpose. Make sure members understand the purpose of the meeting. The purpose could be to reconnect, discuss how everyone and the industry are being impacted by COVID-19, to play games like trivia or bingo. It does not matter what the intent of the meeting is as long as it is something members could benefit from and relates back to your association’s mission in some way. Explaining this to members in the invite, will encourage more people to come and provide a better understanding of what they are joining.
Create a plan. Once you have a purpose, create a plan on how to facilitate the meeting. Virtual meetings can be awkward and having someone to keep the meeting running smoothly will make members more comfortable and open to coming back for more. Having an ice breaker is a great way to start the meeting and get everyone involved. From there, a schedule of events or discussion points will keep the meeting moving along.
Understand the technology. Whether it is Zoom, Google Hangouts, or one of the many video platforms out there right now, it is best to do a trial run. Make sure that everything works well and that the platform has everything you need it to offer.
Set some guidelines for attendees. Make sure your attendees are also familiarized with the technology. Explain the importance of muting themselves when they aren’t speaking and how to utilize the chat program. This will allow everyone to better communicate with one another.
Making these virtual gatherings as professional and smooth as possible, will encourage attendees to attend future meetings. People will be less likely to register again if it feels as though you are fumbling through an unplanned gathering.
