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ither way, he adds, pre- planning and coordi- nation is crucial to the look, delivery and success of any event. “Using energy effi- cient LED lighting is one way you can cre- ate atmosphere and
décor within a difficult space utilizing minimal power. Lighting - while often overlooked - has the most lasting impact on an attendee. It’s the WOW factor!”
Cataldi says IMS routinely receives requests to add a virtual component to their clients’ meetings. He adds that he expects to see such requests grow expo- nentially into next year, as well, referring to the experience as a “Hybrid Meeting.”
“Face-to-face still remains a proven means to educate and network while bonding and building relationships,” he explains. “The hybrid portion of a meet- ing allows individuals, departments and companies to expand their live audi- ence into the virtual world and commu- nicate a message in a effective, efficient and productive manner.”
Cataldi says that Hybrid Meetings can cut overall expenditures while lowering non-recoverable time due to business travel, though there are specific areas that, if left unaddressed, will cost the client more on the back end. “For exam- ple, the synergy between the IT (Internet technology) department, who assist in providing the bandwidth or pipeline to the virtual world, and the production company responsible for the content delivery medium need to have open lines of communication.”
He adds that another area of concern for a planner of such a hybrid meeting experience is how to keep the attention of the remote attendee. By using Virtual Remote ARS (audience response sys- tems), a presenter can open up ques- tions to the entire group and collect the response data for immediate broadcast.
40 November December 2010
Cataldi notes that he expects this emerg- ing trend to grow even stronger.
“I
believe that in 2011 meeting profession- als and production partners will be in greater demand when coordinating hybrid meetings, as more and more organizations look to find new ways to communicate. While some of our responsibilities have changed, we now have new ones that require the same, if not more, attention. By working together we can introduce our clients to proac- tive new engaging solutions that afford them the ability to quantify their invest- ment.”
Duncan Busser of Clear Sound, Inc. says that as the audio and video profession becomes more
technologically
advanced every day, he has noticed that the needs of Clear Sound’s clientele are constantly updating, as well.
“Because the corporate world has become almost exclusively digital, we have discovered that our clients do not want a DVD of the presentation, but rather a hard-disk recording that can fit onto a thumb drive. Hard disk recorders are becoming a necessary element of every meeting technology package,” Busser observes.
“We also find that meeting spaces’ per- manent installations require more advanced and user-friendly interfaces, with all technology controllable by the presenter from within the podium,” he adds. “Even a presentation for hundreds of people in a large classroom or audi- torium can be controlled by the presen- ter with intuitive interface that controls the lighting, the sound levels and sources, the video, and the PowerPoint slides.”
According to Busser, HD video recording of a presentation has become standard, and simulcasting of presentations in multiple rooms or to off-site locations is becoming easier and more affordable, too. As technology adapts, he says that Clear Sound is finding it more feasible for even the smallest companies to pro- duce high-quality, easily edited, easily distributed recordings of meetings and presentations.
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