Our experiences over last weeks and months have helped us to create a rough classification with the described Use Cases, which challenges can arise in different organizations and how to achieve the goals of Big Room Events in the best possible way. The answers to questions such as: “Do we need additional roles to be able to handle the event?”, “Which software makes us as efficient as at a face-to-face meeting?” or “Does it make sense to use Miro or DEON as a tool for collaborative collaboration?” vary greatly depending on the use case.
In conclusion, we can state: there is no one single right way to implement a virtual “Big Room Event” in these volatile times.
Planning under uncertainty has always been difficult, but the speed at which framework conditions change has never been greater than it is today. When it comes to fully or partially virtual events, factors such as number of participants, technical setting or objectives (see introduction; LINK) are crucial and must always be taken into account when planning.
Our Lessons Learned, derived from the 5 Use Cases, for the methodical as well as the technical implementation are the following:
- Communication tools (audio, video) including screen sharing are essential – MS Teams has advantages as a communication platform including file management, Skype or zoom as “pure” communication tools are also possible, depending on the context
– Important: consider working limits (e.g. MS teams has a limit of 250 participants per session)
- Visual collaboration tools such as Deon are especially beneficial for events with a focus on creative issues
– However, users should be experienced in dealing with the system so as not to hinder the “flow” of the workshop
– The bigger the event, the more difficult the deployment can beG
- Good moderators are in needed for all events, both as neutral participants in events where people know each other, and as input providers
- Additional roles can be introduced if required (the more participants, the more useful it is, e.g. technical support, moderators for small groups)
- The preparation effort even for virtual events is not to be neglected
– rising effort with rising number of participants
– only at events where participants have known each other for a long time there are efficiencies to be raised
We as P3 have learned to take advantage of the current situation and to take advantage of remote events. In our online trainings you can experience live what it means to break new digital ground together with P3.
Read more HERE: https://www.p3-group.com/en/about/academy/