White Paper on ECV11 Meeting Design

When we began this experiment we call Event Camp Vancouver, we had many objectives, and we achieved much as a group. We learned lessons from the seven Event Camps that had taken place before us, learned from their innovations and experiments, and built on some and added some new twists. There was so much thought, time, effort and energy put into what was a highly successful experience, and so many learnings along the way we simply had to share these.

In this paper we will walk you through the intentional meeting design elements we incorporated and how we began with low-tech, high-touch sessions to build trust among participants and then evolved into a high-tech, high-touch hybrid event on the second and third day.  Incorporating best practices in sustainability, social gaming and event technology we were able to create a meaningful experience and introduced a number of elements that meeting and event professionals could experiment with and may be able to include into their own events.

Going through the process of re-examining why we did what we did clarified what worked well, what we can improve and how we can grow from this experience.We hope you find this useful and welcome your comments.

ECV11 White Paper


Mobile – Your Event Planning Advantage

ECV11 mobilityWhat does mobile mean for events now? QuickMobile’s specialist in event app solutions, TrevorRoald, shared his perspective at Event Camp.

Mobile in its many forms means as the Organizer, you have more ways to connect with face to face and remote participants before, during and after the event.  For the participants this is from the comfort of anywhere they and their mobile device are.

Mobile increases engagement as you now have additional channels for discussion.  Mobile discussions can work to bring together groups or individuals that may not connect face to face, even if they happen to be at the same meeting – particularly larger meetings where participants can get quite spread out.

Should you add in gamification elements created using your mobile app, as an organizer you can develop content in a way in which it enhances learning and deepens understanding of the information you are sharing.

Mobile is not the future, it is now. The majority of participants across all sectors and from most of the world has access to mobile devices and it is now an expectation that when you attend a meeting you can be connected not only to home but also to where you are.  We want to connect to the people we are meeting (and could meet IRL if we know they are there) and mobile adds to this experience.

You also have the opportunity to significantly cut your paper production as all the detailed information required can now be uploaded via the mobile devices (native app or web based programs) and you can save money on this as well as be more flexible in your programming as the deadlines for updating print vs updating mobile are very different.  During an event you have the ability to adapt rapidly to the changes that inevitably happen as you can immediately update your program – speaker or room changes as examples – and push the information out to participants.

Mobile builds community. Pathable is an excellent example of a tool to do this and their systems allow integration across many platforms, making it very user friendly for your events.  If you are considering mobile – now is the time to delve into it!

For more info, you can also check out the presentation from EventCamp Vancouver.

Links to ECV11 AWESOME info

So many people involved with Event Camp Vancouver shared and continue to share great information, so here are some more great links for all #eventprofs and meeting professionals.

Event Camp Vancouver
The learning continues

Ruud Janssen of The New Objective Collective gave a thoughtful and thought provoking presentation on Collaboration and his slides are available here.

Liz King was integral as our remote host, joining us from New York, and collected the twitter highlights for us here.

Sarah Vining of the NCC has a great comparison (as well as similarities) between ECDC and ECV here

MediaSite by Sonic Foundry made it possible for this event to be hybrid, and their thoughts as well as quick links can be found here

We hope you find these as useful as we do!

How Furniture Impacts Event Design

Tom Stulberg, LoungeWorks

LoungeWorks seating

EventCamp Vancouver ready for action

A successful event happens in an event environment that supports the objectives and enables interaction. More and more event designers are looking for better ways to create a strong brand presence and establish a distinctive value proposition for the event organizer and guests. Soft seating and lounge spaces offer a way to achieve both of these goals simultaneously. Soft furniture in a meeting context is an amenity that participants will view positively much like they appreciate the amenities they’d find in a VIP lounge in an airport. For the event organizer, furniture can be an easy way for them to state clearly the importance of the audience and the value the host/organizer places on the audience’s comfort.

In many ways, the addition of comfortable, well-designed conversation areas will also aid in learning. Any change that creates an environment that is different than what people are expecting will put them in a different learning space perceptually. Additionally, the more comfortable people are, the happier they are in the space, and the more likely they are to interact positively. By providing a variety of seating options you allow for different kinds of dialogue and group interaction. In a context that is generally focused on a stage, by adding furniture groupings you can add another dimension that encourages collaboration amongst members of each seating grouping.

As hybrid meetings become more and more popular, an essential part of the design equation needs to be looking for new ways to group participants and focus dialogue. Theatre and classroom style arrangements, while great for traditional meetings, work less well, when the conversation is between multiple groups in multiple venues. Living room style groupings–Pods–with comfortable furniture, TVs and even pod-focused cameras create opportunities for different kinds of engagement. With colour options, and custom logo treatments to event furnishings, a strong brand statement can be developed.

The pictures show a variety of seating groupings using more comfortable seating provided by LoungeWorks for both EventCamp Vancouver as well as other clients.

Furniture at work #ecv11

One of the working group optionsAnother environment that worked

Technology at the VCC with Bell

This is a short interview with Kiki L’Italien and Greg Davey of Bell that talks a little about how technology is being used in the centre, and how they help you save paper, money on creating, shipping and setting signage, and allow you to incorporate social media easily into your meetings using technology already in place in the Vancouver Convention Centre.

Check it out!


On being a Social Media Concierge

At Event Camp Vancouver we had both Liz King and Marc Smith of Amuse Consulting as hosts that were specifically related to the remote audience and who acted as the link between the remote and live audiences.

Here are his thoughts on the experience, and we think it is a great read!

Social Media Concierge

Marc Smith, Social Media Concierge

Takeaways from Remote Host Liz King

We were thrilled when Liz King @lizkingevents agreed to be our remote host supporting our remote audience and keeping the conversations moving.

First the takeaways from the attendees

Then, the lessons learned as a remote host  – thanks for sharing these!

Thanks again Liz – until next time!

Liz King Event Camp Vancouver

Liz says Hello Event Campers