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Based on requests coming in here and there, I think it might be useful to open a thread for particular kinds of events online. Those having to consider VERY large events - in the thousands, will be rare, but many are looking at the 150-500 size meetings. So let's dedicate this thread to asks for help, ideas, resources for larger events.?
First off is a really tangible set of tips from Xplane.?
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Hi everyone,?
I'd love to pick up this thread on doing larger online gatherings. I typically do 100 people max workshops. However recently I agreed to support a 1.5 day conference that could have approx 500 people. My go-to has been zoom and breakouts for participant dialogue (note taking in google docs / mural) however I'm having a hard time imagining this with 500 people. Is anyone willing to share their experience with large groups? I use a tool called ThoughtExchange where people can share ideas and then rate others in the moment to come up with (for example) questions after a plenary. This software scales and I see how it will work with large groups. I would love to know more about the breakout function with larger groups and your thoughts.?
Thank you in advance for any sharing on the topic!?
Best,?
Michelle
Michelle Laurie
michellelaurie.com
Strategy-Assessment-Engagement-Faciltation
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One of the Zoom challenges with that many people is that the maximum number of groups in Zoom is 50 (unless that¡¯s changed recently). That means breakouts of 10 people which is substantially less effective than 4 or 5, and means each breakout has to be a lot longer. If participants don¡¯t have an opportunity to speak, they tend to get cranky! Cheers,
David Gouthro
Phone: (604) 926-6858 Cell: (604) 218-2877 URL: http://www.davidgouthro.com
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On Jul 22, 2020, at 2:30 PM, Michelle Laurie <michelle.k.laurie@...> wrote:
?Hi everyone,?
I'd love to pick up this thread on doing larger online gatherings. I typically do 100 people max workshops. However recently I agreed to support a 1.5 day conference that could have approx 500 people. My go-to has been zoom and breakouts for participant dialogue (note taking in google docs / mural) however I'm having a hard time imagining this with 500 people. Is anyone willing to share their experience with large groups? I use a tool called ThoughtExchange where people can share ideas and then rate others in the moment to come up with (for example) questions after a plenary. This software scales and I see how it will work with large groups. I would love to know more about the breakout function with larger groups and your thoughts.?
Thank you in advance for any sharing on the topic!?
Best,?
Michelle
Michelle Laurie
michellelaurie.com
Strategy-Assessment-Engagement-Faciltation
|
I ran a conference with 230 people. The tool was , it has a small table metaphor. I think it worked pretty well given the right framing. There were some technical glitches, but overall positive.?
I think that you have to decide if you are broadcast or interactive. If you are broadcast, you can just stream to a bunch of people.? If you are interactive, you have to decide if you are small group interactive or large group.?
If you do the small group pattern, the mix and mingle pattern, then a tool like remo or Airmeet provides a different metaphor.?
Having people test it out and get registered and know it ahead of time is a? win. We had that naturally happen and it helped people learn quickly, since 1/4 of the audience had done it before.?
I would suggest some forms of pre-event to the main conference. Perhaps a VIP mix and mingle.?
Having a support table and a place to call for help was helpful.?
Having a flow of people who were speaking and actively managing that was good.?
Having a sperate?person working the chat and Q/A via text helped keep things focused.?
The ability to move from table to table was a win for us. Labling the tables with concepts and groups that focused who was at a table helped the conversations.?
Hi everyone,?
I'd love to pick up this thread on doing larger online gatherings. I typically do 100 people max workshops. However recently I agreed to support a 1.5 day conference that could have approx 500 people. My go-to has been zoom and breakouts for participant dialogue (note taking in google docs / mural) however I'm having a hard time imagining this with 500 people. Is anyone willing to share their experience with large groups? I use a tool called ThoughtExchange where people can share ideas and then rate others in the moment to come up with (for example) questions after a plenary. This software scales and I see how it will work with large groups. I would love to know more about the breakout function with larger groups and your thoughts.?
Thank you in advance for any sharing on the topic!?
Best,?
Michelle
Michelle Laurie
Strategy-Assessment-Engagement-Faciltation
--
JOHN SECHREST
Founder,?Seattle Angel Conference
? @sechrest
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There are many ways to structure the conference, possibly using
more conference oriented software like
And using the ThoughtExchange for information interaction and
gathering. But it will depend the overall structure. Do you have
presentations mixed with discussions? What are the expected
outcomes?? Are you having co-facilitators and how many?
Scaling Zoom ad infinitum sometimes is not the most appropriate
way to engage a really big number of participants. Using GDSS like
ThoughtExchange, MeetingSphere, Stormz, etc. can help but it does
depends on the expectations of the client.
I'd highly recommend Remo.co as well if the engagement is random
between participants.
±á¨¦³¦³Ù´Ç°ù
On 22-Jul-20 8:24 PM, John Sechrest
wrote:
I ran a conference with 230 people. The tool was , it
has a small table metaphor. I think it worked pretty well given
the right framing. There were some technical glitches, but
overall positive.?
I think that you have to decide if you are broadcast or
interactive. If you are broadcast, you can just stream to a
bunch of people.?
If you are interactive, you have to decide if you are small
group interactive or large group.?
If you do the small group pattern, the mix and mingle
pattern, then a tool like remo or Airmeet provides a different
metaphor.?
Having people test it out and get registered and know it
ahead of time is a? win. We had that naturally happen and it
helped people learn quickly, since 1/4 of the audience had
done it before.?
I would suggest some forms of pre-event to the main
conference. Perhaps a VIP mix and mingle.?
Having a support table and a place to call for help was
helpful.?
Having a flow of people who were speaking and actively
managing that was good.?
Having a sperate?person working the chat and Q/A via text
helped keep things focused.?
The ability to move from table to table was a win for us.
Labling the tables with concepts and groups that focused who
was at a table helped the conversations.?
Hi
everyone,?
I'd love to pick up this thread on doing larger online
gatherings. I typically do 100 people max workshops. However
recently I agreed to support a 1.5 day conference that could
have approx 500 people. My go-to has been zoom and breakouts
for participant dialogue (note taking in google docs / mural)
however I'm having a hard time imagining this with 500 people.
Is anyone willing to share their experience with large groups?
I use a tool called ThoughtExchange where people can share
ideas and then rate others in the moment to come up with (for
example) questions after a plenary. This software scales and I
see how it will work with large groups. I would love to know
more about the breakout function with larger groups and your
thoughts.?
Thank you in advance for any sharing on the topic!?
Best,?
Michelle
Michelle Laurie
Strategy-Assessment-Engagement-Faciltation
--
JOHN SECHREST
Founder,?Seattle
Angel Conference
?
@sechrest
--
.?
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±á¨¦³¦³Ù´Ç°ù
Villarreal Lozoya
CDA
Managing Director & Partner
hector.villarreal@...
Proyectum
Dominicana & Kunlaboro Latam
Making Strategy Work
Tel:?
(829) 740-3500
WhatsApp:
+528112283500
Santo
Domingo, Rep¨²blica Dominicana
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Thank you David, John and Hector for your valuable comments.?
To confirm, the conference has a majority of speakers and panel presentations intermixed with 'small group discussions', Q&A and follow up with the speakers / panel. There will also be 1-2 working sessions of participants where I had imagined breakout groups.?
I have trialled Remo once with a handful of people. Perhaps I need to try again to see if it will meet these needs.?
In terms of the team, there are 2 tech hosts at the moment. Depending on what I discover, the team may need to be enhanced.?
I'll keep searching and happy to hear from anyone?else with large conference?experience using breakouts for discussions after presentations.?
Thank you again,?
Michelle Michelle Laurie +1-250-231-0635 Email: michelle.k.laurie@...SKYPE: michellelaurie? Twitter: @Mklaurie
Occasionally blogging @
-- Michelle Laurie michellelaurie.com
Strategy-Assessment-Engagement-Faciltation
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The new remo pricing now is supposed to allow for tables of 8. If you need more than 8 in a breakout room, IE, you are trying to do something like an unconference with the law of two feet, then remo won't work.?
Thank you David, John and Hector for your valuable comments.?
To confirm, the conference has a majority of speakers and panel presentations intermixed with 'small group discussions', Q&A and follow up with the speakers / panel. There will also be 1-2 working sessions of participants where I had imagined breakout groups.?
I have trialled Remo once with a handful of people. Perhaps I need to try again to see if it will meet these needs.?
In terms of the team, there are 2 tech hosts at the moment. Depending on what I discover, the team may need to be enhanced.?
I'll keep searching and happy to hear from anyone?else with large conference?experience using breakouts for discussions after presentations.?
Thank you again,?
Michelle Michelle Laurie +1-250-231-0635 Email: michelle.k.laurie@...SKYPE: michellelaurie? Twitter: @Mklaurie
Occasionally blogging @
--
Michelle Laurie
Strategy-Assessment-Engagement-Faciltation
--
JOHN SECHREST
Founder,?Seattle Angel Conference
? @sechrest
|
Always good to remember this excellent article from Sam Bradd, with links for more resources as the how to guide from Amanda Fenton:?
Cheers,
Fernando
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On Jul 23, 2020, at 6:06 PM, John Sechrest < sechrest@...> wrote:
The new remo pricing now is supposed to allow for tables of 8. If you need more than 8 in a breakout room, IE, you are trying to do something like an unconference with the law of two feet, then remo won't work.?
Thank you David, John and Hector for your valuable comments.?
To confirm, the conference has a majority of speakers and panel presentations intermixed with 'small group discussions', Q&A and follow up with the speakers / panel. There will also be 1-2 working sessions of participants where I had imagined breakout groups.?
I have trialled Remo once with a handful of people. Perhaps I need to try again to see if it will meet these needs.?
In terms of the team, there are 2 tech hosts at the moment. Depending on what I discover, the team may need to be enhanced.?
I'll keep searching and happy to hear from anyone?else with large conference?experience using breakouts for discussions after presentations.?
Thank you again,?
Michelle Michelle Laurie +1-250-231-0635 Email: michelle.k.laurie@...SKYPE: michellelaurie? Twitter: @Mklaurie
Occasionally blogging @
--
Michelle Laurie
Strategy-Assessment-Engagement-Faciltation
--
JOHN SECHREST
Founder,?Seattle Angel Conference
? @sechrest
|
Hi All,?
I'm conducting some user research in this area of large online gatherings. There's a fast growing amount of information on which platforms are 'better' than others for large scale interactive events, but I'm struggling to find anything that really breaks down the barriers and enablers to productive and enjoyable sessions for all (e.g. what aspects make a good virtual breakout room and why?). Can anyone point me towards any existing resources on this? I would also be happy to share my outputs with anyone interested.
Thank you,
Tom
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I would love to hear your thoughts. I am trying to capture them in a spreadsheet about what "features" are important to which kinds of meetings.?
On Tue, Aug 18, 2020 at 10:52 AM tom.underwood1 via <tom.underwood1= [email protected]> wrote: Hi All,?
I'm conducting some user research in this area of large online gatherings. There's a fast growing amount of information on which platforms are 'better' than others for large scale interactive events, but I'm struggling to find anything that really breaks down the barriers and enablers to productive and enjoyable sessions for all (e.g. what aspects make a good virtual breakout room and why?). Can anyone point me towards any existing resources on this? I would also be happy to share my outputs with anyone interested.
Thank you,
Tom
--
JOHN SECHREST
Founder,?Seattle Angel Conference
? @sechrest
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Hi, Tom.
I would really appreciate it if you would be willing to share said outputs.
Here at , we've been able to find success by enabling a multi-stage pre-recorded experience that features embed page content such as collaborative Google Docs, Mural, etc. along with traditional breakout room discussions that can rely on multimedia resources. I would pinpoint the element of versatility as key towards enjoyable sessions.
Best, ´³´Ç²õ¨¦?
On Tue, Aug 18, 2020 at 12:52 PM tom.underwood1 via <tom.underwood1= [email protected]> wrote: Hi All,?
I'm conducting some user research in this area of large online gatherings. There's a fast growing amount of information on which platforms are 'better' than others for large scale interactive events, but I'm struggling to find anything that really breaks down the barriers and enablers to productive and enjoyable sessions for all (e.g. what aspects make a good virtual breakout room and why?). Can anyone point me towards any existing resources on this? I would also be happy to share my outputs with anyone interested.
Thank you,
Tom
-- Jos¨¦ M. Guajardo, Director of Partnerships?The Platform for Conversations that Scale??for Deeply Engaging Webinars & Conference Calls
+52 1 818 018 9945?WhatsApp + mobile
-- Jos¨¦ M. Guajardo
Partnerships Director, VoiceVoice
The Platform for Conversations that Scale
+52 1 818 018 9945 WhatsApp + mobile
VoiceVoice allows a facilitator to record the inputs to a small group conversation, with videos, activities, and creates any number of small groups without the need of a host leading the way.
?
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We are currently exploring the options for this too - one challenge is the system security, so our IT dept is keen for us to use MS TEams, but it doesn't have the functionality in the same way as others.? But they are due to update the software later this year to include breakouts. Most IT depts. can also produce a front door to your chosen system that looks and feels like your company and conference, so possibly good to explore using a software you are familiar with as an organisation (so that individuals experience a software they are familiar with) and invest in the experience on the cover / front face to the conference that provides the signposting and access to the right? areas.? I will watch this thread with interest.? Thank you
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While MS Teams scratches the IT departments "checkbox of security", it does not actually do all the things that are needed. Part of that is because it is designed for inside an enterprise, where gatherings are often outside of an enterprise.... So the defaults of how it does things do not accomplish the task. Do not let the "Checkbox for security" actually override the ability to do a successful meeting.?
Bad standards for checkbox sake are not progress.?
We are currently exploring the options for this too - one challenge is the system security, so our IT dept is keen for us to use MS TEams, but it doesn't have the functionality in the same way as others.? But they are due to update the software later this year to include breakouts. Most IT depts. can also produce a front door to your chosen system that looks and feels like your company and conference, so possibly good to explore using a software you are familiar with as an organisation (so that individuals experience a software they are familiar with) and invest in the experience on the cover / front face to the conference that provides the signposting and access to the right? areas.? I will watch this thread with interest.? Thank you
--
JOHN SECHREST
Founder,?Seattle Angel Conference
? @sechrest
|
We are about to go out to procurement for a conference supplier who can run a virtual event for 1000 + people over two days.? Thank you for all the info so far. Does anyone have any preferred platforms to use, or any experience of:
?
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Rockitfish
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Brightvision?
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Livegroup (lg)
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Dawson Walker
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Ivent
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Hopin
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CrowdComms ?
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VFairs
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Hello Helen,?
Please add to the list; we are a social?wrapper around Zoom that integrates into your events.? We specialize in interactive events where you want participants interacting with each other and/or vendors; you're able to highly customize the?participant experience.? We've worked with clients ranging from trade associations to the EU Commission.
Please feel free to ask any additional questions. Lucas Cioffi Lead Software Engineer,? Scarsdale, NY 917-528-1831
We are about to go out to procurement for a conference supplier who can run a virtual event for 1000 + people over two days.? Thank you for all the info so far. Does anyone have any preferred platforms to use, or any experience of:
?
?
Rockitfish
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?
Brightvision?
?
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?
Livegroup (lg)
?
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?
Dawson Walker
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?
Ivent
?
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?
Hopin
?
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?
CrowdComms ?
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?
VFairs
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Hi all. I just noticed the American Evaluation Association is using the platform Pathable for their annual conference. They have switched from in-person to virtual. Info at ? ? Tammy Horne ?
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From: [email protected] <[email protected]> On Behalf Of McNamara, Helen
Sent: September 1, 2020 9:30 AM
To: [email protected]
Subject: Re: [f4c-response] Thread for People Trying to do Large (150+) Online Gatherings #facilitation #meetingdesign #large? We are about to go out to procurement for a conference supplier who can run a virtual event for 1000 + people over two days.? Thank you for all the info so far. Does anyone have any preferred platforms to use, or any experience of: ??Rockitfish | ?Brightvision?? | ?Livegroup (lg)? | ?Dawson Walker | ?Ivent ? | ?Hopin? | ?CrowdComms ? | ?VFairs |
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Thanks to everyone who's shared info about platforms. We maintain a list of virtual event tech here that I've updated with some here that are new to me. If anyone publishes a detailed comparative look at these, I'd love to link to that from this page.
https://www.lucidmeetings.com/meeting-tools/virtual-events
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I have sent a contact Lucas - ReesMcCann is designing the Alliance for Child Protection in Humanitarian Action 5 day annual conference and this might be very helpful.
Also, everybody - we will have around 500-700 people in the event, but a further 1500-2000 'outside' the event who want to be there but cannot fit - they will watch live stream, and we are designing in ways of participating without being in the Zoom room - Mentimeter, GroupMaps, - what else can you suggest?
This is a landmark event with a huge need for the community it serves to continue the sharing of ideas and experiences into the future, the core of this conference being around how to serve the needs of child protection, education. and health in future epidemics and pandemics
I think this question of creating inclusivity and also creating ongoing community actions and learning is pretty interesting
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Greetings everyone,?
What an amazing pool of knowledge?we have on this group!?
Thanks Michelle for starting this.
I have been using Zoom for less than 200 participants and that's about the right size for not needing to move into?a different?platform.
The one I would recommend for large groups (+100) would be Qiqo chat and Lucas already stepped in on this thread.?
Of course, for even larger events you may consider Hector's advice on finding a MICE provider and Cvent or even IQVIA (a big?pharma?supplier for their congresses) comes to mind.?
??
@Steve your upcoming 5 day annual conference seems to be quite a challenge and to engage 1500-2000 'outside' I would immediately?think about Thought Exchange and Hector is the go to person on that one and, why not, GroupMap??
Other company names that come to mind are Maestro Conference / Voice Voice, we are running a series of sessions during FacWeek so I am still in the process of finding out more.? But Maestro's staff are quite friendly and I am sure they could help you.?
Wishing you all?the best,?
Paul Nunesdea | Paulo Nunes de Abreu?
+34 667 643 688 Twitter: @nunesdea
On Thu, 3 Sep 2020 at 10:50, Steve McCann < steve@...> wrote: I have sent a contact Lucas - ReesMcCann is designing the Alliance for Child Protection in Humanitarian Action 5 day annual conference and this might be very helpful.
Also, everybody - we will have around 500-700 people in the event, but a further 1500-2000 'outside' the event who want to be there but cannot fit - they will watch live stream, and we are designing in ways of participating without being in the Zoom room - Mentimeter, GroupMaps, - what else can you suggest?
This is a landmark event with a huge need for the community it serves to continue the sharing of ideas and experiences into the future, the core of this conference being around how to serve the needs of child protection, education. and health in future epidemics and pandemics
I think this question of creating inclusivity and also creating ongoing community actions and learning is pretty interesting
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Hi all,
Great to see this thread continuing.?
My client has been looking into the 'all in one' platforms like CVENT and WHOVA (has anyone used WHOVA?). They are apparently extremely professional, seamless and likely too costly. One thing I see missing in these platforms is the 'collaboration' part which you get from discussions in small groups.?
I will suggest looking into Quiqo Chat. I also think Thought Exchange could be a great middle ground if doing breakouts through zoom is deemed too 'risky' (i.e. might not be perfect). A combo of both is also possible.
If anyone has been experimenting and has lessons from the last couple months, please contact me as I would love to chat.?
Best,?
Michelle
--
Michelle Laurie
michellelaurie.com
Strategy-Assessment-Engagement-Faciltation
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Nancy White
John Sechrest
Fernando Murray Loureiro
Lucas Cioffi
Elise Keith
Steve McCann
Paul Nunesdea