75 # What happened What went well What needs improvement To your - - PowerPoint PPT Presentation

75

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What happened What went well What needs improvement To your questions Additional Q&A if time permits How might we…

Curated Q&A per the questions received from…

• Event lasted for over 3 hours
• 3x 30 mins networking: before main program, 


between keynotes, and post main program

• 2 keynote speakers each 15-20min + Q&A
• 4 speakers w IxD20 recaps; 20min total
• Ad-hoc participation in “Open Mic” section
• 267 peak attendee count
• 62% attended, 38% no show


(signifjcantly better than our normal ratio)

• 69.3% participated via desktop computer,

30.4% via Phone, 0.3% via Tablet

• We used Hopin for ticketing and event,
• ne payed moderator account
• Prerecorded reception video via Vimeo
• Post-event survey via Typeform
• 1 producer, 4 hosts/moderators
• 100% remote production via standard

webcam/headphones – no studio/-tech

• Coordinating chat via Hopin, backup via

Slack (on Phones, dedicated channel, full notifjcations on) and Text messages

• Script via Google Doc, coordination 

• f ad-hoc participation via Email

What happened

IxDA Berlin delivered their fjrst virtual event on March 19, 2020. Some key fjgures:

Some impressions…

Some impressions…

Some impressions…

Some impressions…

Some impressions…

Some impressions…

Some impressions…

Some impressions…

Some impressions…

Some impressions… “Stage” (Main Program)

Some impressions… “Sessions” (Breakouts)

Some impressions… A (breakout) session

++ Great enthusiasm from all participants ++ Broader reach than physical events (international audience) ++ Much lower no-show rate ++ Chat-roulette feature (random 1:1 pairing for 
 3 minutes of Facetime-style conversations)
 ++ (Un)moderated breakout sessions
 ++ Text chat for feedback during talks ++ Detailed upfront instructions to 
 and tech check with all presenters, including lighting/setup optimisation ++ Very close monitoring by one central producer/moderator (Jay)
 ++ Coordinated run of show using 
 a timed script and backstage > stage ++ Ticketing and event-platform 
 under one roof

What went well

• Presenters have to be more expressive in
• nline environments to be really engaging
• Diffjcult to manage ad-hoc participation, 


like in our Open-Mic Sessions

• For newcomers it’s now even more 


diffjcult to feel part of a community

• Hard to give ad-hoc feedback 


(e.g. appreciation) other than via 
 chat/emoticons

• No good way for important service

announcements to everyone, e.g. when the streaming (re)starts, breaks end, 


• r regarding bugs/workarounds
• Organisers have to juggle multiple

applications (Slack, Hopin, Gdocs) which is hard to handle on single screen setups

• Multiple Hopin bugs, 


including one disruptive one


• We didn’t have a backup plan 


in case of total blackout

What needs improvement 1/2

• Networking over video-chat is just awkward!

• Harder for presenters to engage with the
• audience. There is no „reading the room“.

HMW improve this?

• Technical challenges can likely become a

barrier for participation: improve onboarding and better communicate known pitfalls


• HMW remove more barriers for the supershy?
• …
• We didn’t get to post a single Tweet!

• We can do better with timing important

announcements into the chat; there 
 should be a dedicated role for that


• Handling private vs. public vs. backstage

chat can be quite overwhelming

What needs improvement 2/2

To your questions…

What platform 
 did you use, and why?

Question 1, “Technical Platform”

I've tried Zoom and we tried it twice so far with pretty ok results, but of course, can't settle for less if we can improve the experience. 
 So is Hopin.to better? Why better? Question 2, “Technical Platform”

Are there tutorials or any 
 best practices for hopin.to?

Question 3, “Technical Platform”

Is it stable? Vimeo crashed during our

• event. We’re switching to Qbrick for

plain streaming.

Question 4, “Technical Platform”

Does it ofger tickets, 


• r integrate with other

ticketing systems?

Question 5, “Technical Platform”

How many participants can it hold and can we bulk invite "ticket" holders? 
 + 
 Can we bulk invite attendees by email?

Question 6, “Technical Platform”

Was there special pricing / payment plan for the tool 
 from the Hopin team?

Question 7, “Technical Platform”

Does Hopin.to have an education price?

Question 8, “Technical Platform”

IxDA Berlin chapter used Hopin.to, 
 the early access price is steep. 
 Any chance we get a discount?

Question 9, “Technical Platform”

Does IxDA provide 
 a platform for all?

Question 10, “Technical Platform”

How did you manage the trial part with the admins?

Question 11, “Technical Platform”

Did you have a chance to engage with Hopin support team for the issues during the call?

Question 12, “Technical Platform”

Are events private?

Question 13, “Technical Platform”

Does it support 
 RTMP propagation?

Question 14, “Technical Platform”

Is there a backup stream?

Question 15, “Technical Platform”

Can I monitor 
 stream health?

Question 16, “Technical Platform”

What kind of technical setup
 does the speaker use?

Question 17, “Technical Platform”

What were the technical issues to challenge for setting it up and during the event?

Question 18, “Technical Platform”

How would you compare 
 Zoom Rooms and Hopin Sessions engagement for the audience?

Question 19, “Handling/Onboarding/Moderation”

What’s the onboarding into the platform like - compared to physical

Question 20, “Handling/Onboarding/Moderation”

Onboarding via prerecorded reception video

https://vimeo.com/398758095

Moderating with +100 people, what were your challenges when people were asked to post their questions?

Question 21, “Handling/Onboarding/Moderation”

Is there a moderation feature for questions like in Slido?

Question 22, “Handling/Onboarding/Moderation”

Can you mute / remove attendees?

Question 23, “Handling/Onboarding/Moderation”

What kind of back channel 
 does the system have?

Question 24, “Handling/Onboarding/Moderation”

Can users easily be given difgerent roles, like Admin / Moderator / Speaker / Panelist / attendee?

Question 25, “Handling/Onboarding/Moderation”

What roles will be needed for which tasks and how many people do you recommend help?

Question 26, “Handling/Onboarding/Moderation”

How much time do you allocate? I’m working full time and although I’m at home I seem to have less time than ever.

Question 27, “Handling/Onboarding/Moderation”

Is there a starter kit that can 
 walk others through in how to 
 do this themselves?

Question 28, “Handling/Onboarding/Moderation”

Did you work with some sort of checklist?

Question 29, “Curation / Logistics”

Did you do rehearsals - compared to physical org?

Question 30, “Curation / Logistics”

What did you have to do way earlier than you did, if you had known how much time/efgort it took?

Question 31, “Curation / Logistics”

Was there any guidance from the people from Hopin before and during the event?

Question 32, “Curation / Logistics”

Do you have speaker packs you can share - compared to physical org?

Question 33, “Curation / Logistics”

Are the talks live, or pre-recorded?

Question 34, “Curation / Logistics”

I assume presenter (and host) is the

• nly one on video, people are on

mute and watching during a presentation, and going to video and

• fg-mute to ask questions?

Question 35, “Curation / Logistics”

How many breakout sessions can the

• rganizers handle in parallel before it

all goes awry?

Question 36, “Curation / Logistics”

What do you use to collect topic preferences ahead of time?

Question 37, “Curation / Logistics”

What kind of topics work best for these kinds of remote events?

Question 38, “Curation / Logistics”

How long should difgerent event types be?

Question 39, “Curation / Logistics”

What is the cruciality of having a minibar for the cold beer supply during these challenging webinars?

Question 40, “Other”

If you could do it again, what would you do difgerent and why?

Question 41, “Other”

Additional Q&A

How do we feel 
 about the global aspects of virtual events?

Our big question to everyone watching

💍

Please interact@IxDAberlin.de 🙐

What are the (dis)advantages for global events that can be shared, and joined globally? Do we need to put any guidelines in place so 
 that we aren’t stepping 


• n each others’ toes?
• The more the merrier?
• Fight cabin fever!
• +Diversity! Even beyond Corona
• Time difgerences will naturally 


limit this from going out of hand

• Can we create more sense of 


community by helping each other 
 to cross promote?

• Coordinate to not more than 


1 online event per “night”?

• First in wins?
• Can IxDA HQ help with 


propagating our global calendar?

…remove more barriers for the super-shy? …encourage people to introduce themselves in the general chat? …make those that join for the fjrst time feel welcome? …support local businesses throughout (worldwide) events? …encourage participation (share video/audio) in breakout sessions?
 …enable the audience to give meaningful feedback (claps, laughter, think of referencing 
 the moment it refers to; but also questions for after the talk)?

Please interact@IxDAberlin.de 🙐

How might we…

💍

Audrey Liehn Andre Jay Meissner Thomas Küber Kathryn Hing

@KaaathrynH @au_drey_ln @mryash @klick_ass

How to stay in the loop

Join the conversation on #organise-virtual-events on IxDA.slack.com

http://IxDAberlin.de
 @IxDAb #IxDAberlin
 
 interact@IxDAberlin.de