Open Forum

  • 1.  Share and Tell from Federal Reserve Bank of Dallas - Virtual & Hybrid Events

    Posted 04-12-2021 11:43

    JOB TITLE – Event Specialist                

    EVENT DESCRIPTION – Virtual

    EVENT DATES - Monthly

    PHASE OF EVENT PLANNING: (Event/Web Build, During Event, Post-Event) - Web Build

    TYPE OF EVENT - Social/ Economics

    WHAT WORKED FOR YOU (DO'S - write at least 2) –

    1. Marketing is important to reach your attendees
      1. Educate your attendees of the expectations of your code of safe conduct:
        1. masks are required
        2. Are vaccinations required to attend?
    • Layout step by step logistics process and safety design of the event
    1. Develop and share check-in instructions
    2. Build in a social distance blurb that attendees will acknowledge as read when they register.
    1. Your AV teams are extremely important
      1. Your AV teams have important duties aside from making sure your equipment is working.
        1. Make sure all equipment like microphones are cleaned and sanitized.
        2. Use social distancing for AV and speakers
    • Air-out the event space if there is a change in speakers if possible
    1. Design programming with COVID protocols in mind

    WHAT TO AVOID (DON'TS - write at least 2) –

    • Don't just stream your event; have a backup plan like recording your event if attendees are facing issues joining or if they are unable to attend the entire event. Keep everything ready for on-demand.
    • Don't forget to have some breathers/small breaks during your entire virtual event. These breaks are more necessary in a virtual setting than in an in-person event.

     #ShareandTell


    #Miscellaneous
    #ManagingVirtualEvents

    ------------------------------
    Mary Ann Hall
    Event Planner
    Federal Reserve System
    ------------------------------


  • 2.  RE: Share and Tell from Federal Reserve Bank of Dallas - Virtual & Hybrid Events

    Posted 04-14-2021 08:40
    Curious with the continued escalation rules of GDPR as well as overall HIPAA/Medical rules in the U.S. at least, are you finding any push back or concern over asking or requiring questions like 'are you vaccinated'? or 'have you ever had covid' ?

    ------------------------------
    Rachel
    NJ
    ------------------------------



  • 3.  RE: Share and Tell from Federal Reserve Bank of Dallas - Virtual & Hybrid Events

    Community MVP
    Posted 04-14-2021 17:23
    Big thanks to Mary All Hall for this Do's and Dont's!

    Marketing plays a BIG PART in changing the paradigm from an in person event to a virtually attended one, and also for informing the in-person attendees aware of the rules for attending in-person.

    Definitely plan a LOT of interaction: have a conference app, perhaps have virtual rooms where in person people can meet with virtual attendees to solve puzzles to win prizes. 

    Poll your in-person attendees to understand their comfort level with experiencing an onsite event again.

    Plan your T's and C's to include Covid-10 ones, be sure to review your hotel contract's force majure and other stipulations, and be prepared to print lots of pandemic safety signage.

    ------------------------------
    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
    ------------------------------



  • 4.  RE: Share and Tell from Federal Reserve Bank of Dallas - Virtual & Hybrid Events

    Community MVP
    Posted 04-15-2021 11:42
    Hi Mary Ann! 

    Thanks for sharing. Totally agree with the don't of the packed, no break program. I attended a 5-hour long event where the speakers had 20 min each and came one after the other. It was really good content, and the fast pace made it easy to watch, but I wished they had built some more breathing room for bathroom breaks, and replenishing tea/coffee. Especially since they then went right into the networking and I think I wasn't the only one a bit dazed y the influx of information and not fully ready to interact with others. 

    For our conferences, we've been careful to include pauses in between sessions, but also longer breaks that give people a chance to visit exhibitors as well! 

    Cheers,

    ------------------------------
    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
    ------------------------------