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Trying to Go Virtual and Don’t Know How? Our Expert Answers Your Questions

HubSpot Video

August 19, 2020

COVID-19 restrictions have forced companies to frantically create unsustainable and ineffective virtual spaces for training, meetings and everything in-between. And without proper knowledge, things can easily fall flat. 

But, don’t fret! Attend our next session on how to host the perfect virtual gathering.

  • Maybe you conduct training and need to pivot your “classroom” to a remote environment. 

  • Maybe you’re an HR executive looking to virtually onboard a handful of new employees. 

  • Maybe you’re in charge of your office’s all-hands meetings and can’t afford any technical issues.

  • Or you’re a marketing guru and you’re trying to get your customers or partners onboard with new developments.

  • Maybe your company has postponed its annual gathering but your employees are needing that sense of community and bigger-picture involvement.

  • And/or maybe you need to transition your annual or bi annual sales kick-off event to a virtual platform.

No matter your role, our webinar with one of the country’s experts, Jill Schiefelbein of Dynamic Virtual Events will be extremely beneficial as she shares steps needed to get a successful virtual event off the ground.


Full Transcript

Dave Asheim  0:00: Welcome! Jill and I will be kicking this show off at the top of the hour. Thanks everybody for coming on. In about a couple minutes, we'll have some poll questions to keep everybody occupied. We'll be making a copy of this presentation as well, so that you can all share it and/or look at it later should you want to. And all of you attendees, it would be fun to click the little chat window. Let us know your name and what organization you're with and what city you're in. So Jill has done that. I'm going to do it too. So I just said my little Hello.

Maybe Molly we'll do our first poll question. And everybody is telling us where you're from. So you have a homework assignment everybody. Let us know what industry you are in. While you're doing that, go to the chat window and tell us who you are and where you're from. And Amy and Wes, you sent that note to just the panelists. So everybody, make sure you check the box, send it to panelists and attendees so we can all see. So everybody, let us know who you are and where you're from. And my name is Dave, and I'm with Jill and we've got Molly and Kim in the background from marketing. Controlling the dials, making sure everything works perfectly.

So let us know through the poll what industry you're in. A lot of museums, some others, half nonprofits from what I can tell, and then we'll show you all the results in just a second. And we're asking all of the attendees to let us know your name and what city you're in or what organization you're in.

Alright, what do you think, Molly? Should we share the results here? Let's show results. All right. You should all be able to see results. Mostly nonprofits, some museums, little government. We have a fun question next. Go ahead, Molly, or Kim. All right, everybody, let us know how you're feeling about these virtual meetings. 

Right. Well, in a second, we'll show you results. Let us know who you are everybody in the chat window, put your name and organization and make sure you click the button. Send it to all panelists and attendees. It is the top of the hour. We've got a few more poll questions and we'll get started around two or three minutes after everybody comes in.

Jill Schiefelbein  5:14  : Hello, Matthew and Carol.

Dave Asheim  5:19  : Good cross section here. From the Girl Scouts in San Diego to Middlesex County in New Jersey. So we've got the cross section Jill of people that want knowledge, and you're going to teach us a bunch of things about how to cope from a meeting perspective here, which is outstanding. As we we get going here, go ahead and fill out the poll question. And why don't we share the results. Jill what do you think of our answers there as we're going to tee up the next one?

Jill Schiefelbein  6:06  : I think it's really telling because a lot of us if you would have asked the same question four months ago, the responses I feel would have been a little bit different, but a lot about the way that we are productive about the way that we work. Organizational expectations have changed. And similarly, participant expectations of webinars like this, of other virtual events have changed, too. It's something that I call herd efficacy. You know, we're going for this herd immunity type thing when it comes to COVID. But what we're gaining in the meantime, is this herd efficacy of confidence and self mastery and heightened expectations of anything happening in the virtual space.

Dave Asheim  6:47  : It's interesting. Are you surprised, Jill that it's under 25%? I would have thought that the first one would have been a little higher. But maybe people are getting used to it or what what do you attribute that to?

Jill Schiefelbein  7:04  : I think corporations, organizations, associations of all shapes and sizes have really had to rethink the role of meetings before. A lot of times we have meetings just to be routine and a lot of people when this pandemic first started, and we were all sheltering in place, would have routine meetings. And a lot of companies have since changed that format and are meeting with more specific purposes in mind. So I think a lot of people noted the inefficiencies of the way things used to be done. I'm not saying that we don't miss being together in person for different things. But I think we've all realized that we can accomplish a lot virtually and then once we're able to be together in person easily to use that time for different endeavors. 

Dave Asheim  7:47  : I think that's right. Let's do the next poll. And we'll get started in a second. All right, here we go, everybody, we've all been on these virtual meetings. You can check as many of these as you'd like. The first zoom meeting I was on back in March, a woman came to the meeting dressed in her bathrobe, I thought that was interesting. So go ahead and vote. And while you're voting in the chat window, check the box all panelists and attendees and let us know what city you're from, or in and your name and your organization. It's just fun to see. Lisa, there is in Ohio. Make sure you check the drop down all panelists and attendees. We, by the way, are going to be recording this session and we'll send out a link tomorrow. And we've got contact information for Jill and for myself. So all kinds of good stuff. This meeting will last 35-45 minutes or so. All right, Kim. Let's end the polling and see what are the funny things and Jill, I'll let you comment. Is this what you have experienced? Not too many inappropriate out outfits, but a lot of pet antics.

Jill Schiefelbein  9:12  : You can't control the pets in the same way you control a lot of other things. And let's be honest, most of us don't want to. And in fact, I'm curious. You guys are already so active in the chat. Let's keep that activity going. So everyone in the chat right now, Y for Yes, and N for No, let's make these really short answers. How many of you have actually been really amused in a positive way by like a pet video bombing? Y for Yes, if you kind of actually like when those pets come in, we see a couple no's, especially if it was in the middle of something important. Of course, that's a little frustrating. But I know a lot of times just seeing that my cat will sometimes randomly jump up on the back of my chair in the middle of a meeting. And you know, when it happens, that's the experience we're all having today. But knowing that, that's the experience we're all in, it really makes us look a little more critically and differently about how we design meetings and events.

Dave Asheim  10:06  : I love it and go ahead to Jill's point, if you want to share anything that's appropriate. I see one of these said a little child came by, waved and then walked away. How fun that is. 

Jill Schiefelbein  10:20  : I love I love James's "I'm an attorney and I had an a judge have the cat climb on her head in the middle of the zoom court hearing". I mean, we've all realized and shed a lot of different barriers that we had before, some for better and some for worse, but again, it really causes us to think differently about the experiences that we're having, and how we can make them better.

Dave Asheim  10:43  : Let's do the last poll, and then we'll kick this meeting off officially. We have one more. There is a very wide group of people that are here at this webinar. A lot of you are nonprofit related. So let us know which of these topics you would like us to hit. And we will crowdsource this. And we'll take these in order of votes. And we'll tackle these one by one and we'll do five or six minutes on each one unless they don't get too many votes.

All right, everybody, your vote, your vote does count. You get a sticker that says I voted if you plan for this, isn't that right? And if you haven't put your name and organization and city in the chat window, make sure you do that and check all panelists and attendees. Okay, Kim, let's see the results. Which one is the winner? All right fundraising events. We were lucky to have Jill speak last week. I think it was last week or the week before about it. was a deep dive on fundraising events. And we have that recorded so we will send that out as well. So we will handle this for a few minutes. Conferences and big meetings, next training etc. Okay, that's great. Let me make a little note here fundraising, conferences and training, and team. All right. So let's, let's end the polling, Kim, and we will show you just a few slides about who Jill is and who I am. And then we'll get our discussion going and we'll tackle fundraising. Just a little bit about us. This webinar today is not about Engage by Cell. I'll just tell you two slides about us. I started this company about 12-13 years or so ago. We've got a division that focuses on nonprofits and one on museums and then a training HR one. Everything we do has to do with the phone, from apps to texting, to mobile sites, to maps to fundraising, thermometers, everything you can imagine. These may be brought in to our discussion and in a little bit, but today's discussion really is all about virtual events. Mobile can play a pretty big role, especially on the fundraising side and we'll show you that in a second. Okay, so that's a little bit about my company. We are super lucky to have Jill here. Jill is not only a fabulous speaker, but is one of the experts in the country on the topics of engagement and how to host events, whether they're live events or virtual events, anything you want to add to this long bio Jill before we get started.

Jill Schiefelbein  14:03  : No, I think the the one thing that I want to frame for all of you because I always think it's important to understand the lens that someone is coming from when you're listening to advice from them because we all come with our own biases to the table. I started playing around in digital education and virtual experiences back in 2003. And in doing so, my big passion for it was twofold: one I thought it was cool. I'm not gonna lie. I thought it was cool that technology was enabling conversations that couldn't happen before. But the bigger push and why I'm so passionate about it today is we can give people access to experiences, to education, in ways that we never could before. And when I was working in higher-ed that was a big thing for me, was how can we allow people regardless of their ability to physically get to a campus? Regardless of their physical abilities, meaning were they ill, were they undergoing treatment, were they otherwise abled in some way and couldn't make it physically in without a whole lot of hardship? Or were they geographically located somewhere where there wasn't a campus nearby. I still believe that everyone has the right and access to different forms of education. And so that's what really drove me. And so now that we've been pivoting in a big way, well, let's say the rest of the world has pivoted now, to a space that I've been playing in for a while. For me, it's still all about that access and creating experiences that are not the same as your in-person experiences. And that's very important for me to point out. If you're trying to replicate exactly something that you had in person, you're not going to accomplish that because that's not possible. However, you can create an experience that is just as, and sometimes even more, engaging and meaningful if you start to think about it with experience in mind first, and that's the perspective I'll be bringing to you all.

Dave Asheim  16:04  : Great. And we will take all of your questions. We're recording this session, use the chat window to ask a question not only to the panelists and also to the all the attendees. So keep the chat window going. And I think you can put down the slides for now. So since we all have had very interesting experiences with virtual meetings, and we're here to learn from Jill, Jill, I have a situation here and I have to ask your opinion. Before I get started. I have two things that could go crazy here. I have a giant bee that came in my room about three minutes ago. That's about a pound floating around my head. And I have a parrot that any moment could squawk. When I'm doing a virtual meeting, do I let people know this ahead of time, or do I handle it? If the situation comes up where I have to either duck, or explain the screeching sound?

Jill Schiefelbein  17:09  : Like so many answers, there's no one right way. And the big thing is it depends, right? If it's in a situation like this, and it can be used to add levity in some way, of course, you absolutely can. Otherwise rule of thumb on every meeting, and I'm sure everyone's aware of this is unless you're speaking, mute yourself, period, end of story. And then should the distraction come in while you're speaking, incorporate it in there. You know, if a parrot squawked while I was speaking, and I happened to be on mute, I say, "well, clearly someone in the audience thinks that what I have to say is worth noting," and incorporate in that way, but unless something needs to have attention called to it, like for example, if there was a parrot sitting on your shoulder, that would be a little different. We need to pull out that proverbial elephant or parrot as it were in the room.

Dave Asheim  17:58  : I love it. Keep the questions coming. Liz wants to know about my headset. Liz, remind me later on tell you where I find on Amazon. That's a great question too. Before we dive into virtual fundraising events, we had a poll question early on about are people sick and tired of the whole zoom virtual meetings? Where do you think this is going to be going in three months, because it certainly doesn't look like we're going to all be returning to work in three months. So are we going to have a different view of our presence online? What should we do in general to kind of prepare for what's coming?

Jill Schiefelbein  18:46  : My prediction and the prediction of many others in the meetings and training space is that events as we used to know them are never going to be the same, meaning that most of them will typically have a hybrid component with them. So we're looking at now, people who are willing to risk traveling and people who aren't, people who are willing to be in rooms with other people and people who aren't. And different risk tolerance levels impacts what we're able to do. We're also looking at organizations, companies, associations all over the board who have suffered massive financial turmoil. And so budgets for traveling, budgets for in-person events are not as present as they once were. So as we're adjusting to our new economic realities, as we are adjusting to our new realizations of what is possible, productivity-wise, training-wise, meeting- and experience-wise in the virtual space, I don't think we're ever going to transition back magically where zoom meetings and virtual meetings in general are not a serious consideration when people are saying, "Hey, we need to have a meeting for this." Someone is going to be asking the question, "Why are we doing this in person? Are we doing this virtually?" And I think now that's a routine question just as it used to be, well, what conference room are we meeting in? Same type of thing. But now there's a physical and virtual option.

Dave Asheim  20:10  : That's a pretty significant statement that you're kind of leading off with that. If we had a vaccine that magically made this go away, you're saying we are still not going to be going to conferences and meetings and the world is permanently changed in a significant way.

Jill Schiefelbein  20:32  : It has. Organizations before, I mean, I can put on my former professor hat and geek out about it like origins way back to scientific management, and Frederick Taylor for anyone who's geeky, like me and studied that stuff. But, you know, it was determined then that a lot of organizations try to find the one most efficient way to do each and every task, and that's the way they manage and run. Especially larger companies that are more bureaucratic than some of the more levelled out, flat style organizations, smaller organizations, startups, etc, that we see today. And so when you're looking at this, now, companies are realizing I don't need to be paying $250,000 a month for office space in the city. I could in fact, cut that down to $50,000, have some shared office spaces, minimize size, and have a rotating remote workforce. And be just as if not more productive, and have just as, if not happier, employees. Now, this isn't the case for every industry, for every organization, association, business, but a lot of businesses now are rethinking what it actually means to have people come to work. And now that we know we can be productive in other ways, that is going to beg the question of "Is it worth my time to physically invest in a commute to come to the office for this meeting?" People are going to have to make a strong case and purpose for that effort to take place.

Dave Asheim  22:01  : And this is going to affect 5% of us or third, a larger percent?

Jill Schiefelbein  22:08  : A much larger percentage. Now there's going to be, you know, service based businesses that are in person, there's going to be retail establishments that even though they have shifted a lot to online, they still have service models of delivery, of fitting, of customization of appointments, and all of those things that have increased their value in ways to keep their businesses alive. But when it comes to thinking about this, we are never as humans going to erase our need to connect, our need to belong, our need to socialize. What we have found through this is some of that, not all. Please don't confuse me saying all, but some of that we've learned to do and accept and be gratified by in different ways now, and that's going to shift a lot of what's done. I think most people would probably agree that it meant working from home for another year, that their company would not have to decrease their pay and could in fact hire some of their, you know, furloughed colleagues back, most people I believe would say, okay, that's for the greater good. And we're going to go for that. And that's the realization that a lot of companies are having to make.

Dave Asheim  23:18  : Jill, we have a question from somebody on the chat about, when you say business, you're meaning really any type of organization, not just company for profit. It could be a nonprofit, it could be government, it could be anybody.

Jill Schiefelbein  23:32  : Absolutely. Government, nonprofits, associations, professional or otherwise, organizations, corporate, everyone has rethought the way they do things in the past six months. I don't know a single business who hasn't taken a good look at what they're doing. And by business, I mean group of people, collective group of people with a shared goal, who hasn't looked at what they're doing and said, Well, can we do this differently? Do we need to do this differently and how are we going to do it differently?

Dave Asheim  23:59  : Jill, I know we want to Get into these specific topics but a few more questions for you. I'll put you on the spot. If you had to give a checklist of things that I need to think about, there's the right technology, whether that's like the lady asked about a headset or zoom or whatever. how long they should be. Give us. Give us some general advice on this master checklist for holding virtual meetings in general.

Jill Schiefelbein  24:34  : You know, I think and there's so many good questions coming in chat. I can't wait to dive into them. If you saw me taking notes. I'm like trying to make sure we hit them. But to your question, Dave, I think one of the things that a lot of people have done and I do not fault you for this because this is what the majority of people do is when they think we need to go virtual or digital or whatever word they're using to describe an experience that is now taking place online. From separate places and locations, people are fretting about the technology. Oh my gosh, what camera do I need? What microphone do I need? What? What platform? Now listen, some of that panic was warranted initially when you couldn't physically get a headset or a microphone or webcam, or, you know, they were as scarce if not more so than toilet paper in some places. And I say that some semi-facetiously, but actually, it was factual, that we were having trouble getting some of these supplies, enabling people to do what they needed to do and connect in the way that they needed to connect. So when you look at the technology, I can understand why that's the first thing that comes to mind. But what I really want to encourage everyone is whether you are trying to do, for example, a fundraiser that you need to now have in the digital virtual online space instead because you can't meet in person, whether you are looking to transition a conference, a big event, some type of a networking experience, some type of community building reception, whatever it is. Instead of worrying about what technology can make it happen, because I promise you, there's a technology that can make it happen. First think of what is the experience we want our attendees to have? What is the experience we want our employees to have? What is the experience we want our donors to have? That experience should be so far high up the list and what you're actually worrying about, first and foremost, because if you don't have a clear picture of that, you're not going to be able to select the technology that's going to best help you provide that experience. Now, if you're pigeon-holed into certain types of technology, and I understand many groups are for different reasons, then still think of the experience first and then think of how you can be creative within the systems that you have. And I promise you there are ways to make things happen. But we often just have to step outside of "This is how we've done it." We have to step outside of "Well, we've already always had a fundraising luncheon, so how am I going to physically get lunch to people?" Well, how about let's rethink what luncheon means and how we can reverse engineer what's actually important, which is the experience. Most people aren't coming to have chicken dinner on a plate or a box lunch or a buffet. People are coming because of the camaraderie, because of the community, because of the networking, because of their support for a cause. I'm guessing in the top five for most events. Now, some people could have phenomenal events that are specifically around a culinary venue, those are the exception. But for the norm, most of us could deal without another plate of dinner sitting at a round table. We can have an experience in different ways. So think about that  first. And then see what technology best helps you serve that experience.

Dave Asheim  28:05  : Before we get from the fundraising aspect, any rules of thumb about something to do to kind of get people excited before and or after these events? Or should these events be shorter or longer than they would have been in-person? What's kind of the rule of thumb on some of those things?

Jill Schiefelbein  28:27  : Great question. Rule of thumb is when you are focused on an experience first, how long are you keeping people truly engaged? Now I have run virtual events that were five hours long, no joke. 98.7%, four and five star ratings out of five stars. Huge success. However, there was a clear purpose. There was a clear experience. There were brakes built in, and people who signed up knew what was happening because it was communicated clearly in advance. So the first hard and fast rule is communicating your expectations for people and what their expectations can be in advance. Making sure they are set up for success and experiencing whatever virtual digital experience you've put together. Those expectations are important because even though we're all functioning in these digital spaces now, there are not as many established norms of behavior as there are in physical events. If you walk into a conference room for a physical event and you're listening to a speaker, the norm is clear. You take your seat, you silence your phone, you pay attention, if you have something to say to your neighbor, you say it at the softest possible whisper you can. There are social norms for that. We as a society do not have those concrete social etiquette norms for a virtual space yet. So as an event organizer, these need to be communicated in some way to your attendees, no matter if they're employees, donors, etc. Now this isn't saying hold their hand and give them the rules and slap them on the wrist. It's saying, we want to create this amazing virtual experience with all of you together. And in order to do that, there are some things that we're all going to have to do. And then explain what those are. Be energetic and happy about it. Tell them what the outcome of them doing these actions is going to be for the greater group, and you'll see more compliance in that way and more participation. I've even seen in some events, community policing, which is fantastic. It's like hey, she said, to turn your video off, why isn't your video off? And you know, everyone supports it because we're all trying to create the best experience together and when you shared that vision, you let other people help create it with you. People support what they helped create, therefore setting you up for more success. Now, if you're looking at the typical what people will tolerate if it is engaging event,  60-90 minutes absolute max, but you better darn well have some diversity in that if you're even hitting 60 minutes, meaning one person sitting and talking over PowerPoint slides does not diversity make. And I'm talking about diversity here of what is being communicated. We had PowerPoint slides earlier, we took those off. Now it's just us, we're taking questions from chat, if it was us, only talking or you know, one of us only talking without engaging all of you on the line in some way, shape or form, this would be much more difficult to sit through. And I'm not saying sit through in a negative way. It's because my cat's over here, there's a dog running over here, my phone instead of being turned off and packed away in my bag is right in front of me. So if it lights up, I'm going to see it and be distracted. We have to be cognizant of the realities that we have for everyone around us. So I would encourage you all right now, just take a mental note and then type in in the chat if you're willing, type in a number of potential realistic distractions do you have right around you right now? How many pets? How many children? How many other devices? Do you have notifications on your computer? Are you sitting by a window where cars could go by or people could go by? How many realistic distractions do you have right now? And I'm seeing these numbers come in, like all over the board here. And so you're really thinking about this. What happens is when we start to think of our own events, we think, wow, we're delivering such great content. Wow, this cause is so important. Wow, we know people want to learn about this. And we get so in love with our content, which is not a bad thing. But we have to remember if we as people who care about this topic, who all of you chose to be here today, to listen to this conversation are admitting that you have at least I think the lowest number I saw a couple with one, but then on average, probably about four to five seemed to be about the average. Five potential realistic distractions right around you and you chose to be here. Right? That's the reality and so you have to adjust your timeframes and your programming accordingly for that.

Dave Asheim  33:18  : Let's dive into fundraising and then we'll hit some of these other topics. I will take your lead here, Jill, if you're in a nonprofit in the chat window, let us know how many events you've canceled this fall. And if you're going to do something virtual, it'd be interesting just to see. We serve us an awful lot of nonprofits, and every day the phone rings and it's an executive director saying to me and my team I need to raise $300,000 to make up for that golf tournament on the fall, or my million dollar campaign or my $20,000 campaign, and I don't even know really what to do. You talked a little bit about the engagement. But what they can't do is send an email to everybody say, saying, "Come to our zoom meeting, because we need to raise $100,000." How do they even begin to think about using this tool that is so foreign to most of us to turn that into a quarter of a million dollars in checks coming in from people that might be 60 to 80 years old and might not be the most virtual zoom attendees?

Jill Schiefelbein  34:45  : I think it's a really good question. And for those of you on the line who are not not-for-profits, while I'm giving these answers, so many of these tenets and principles can apply to you, whether you're for profit, you're a cultural center, whatever it is, a lot of these tenants can really apply, they just extrapolate them a little differently. And because of the nature of this conversation, I'll dive in deep here then dive in deep into some of the corporate side, etc. But on either side of this equation, if you hear something and you're like, I think what she's saying would actually fit me here. We'll give you my email afterwards, you can absolutely contact me and ask me those questions. I'll be happy to answer. So when we think of fundraising events, I got off a call yesterday a consult with an organization, a nonprofit organization that works on teaching golf to underprivileged children and underserved children as a way to increase self-esteem, show focus, and there's like nine different principles that they use, and they were really struggling because they have an annual gala, and they have an annual golf tournament, and those two events are where they make their money. Well, even though people are golfing in many places right now, the idea of a golf tournament where people can gather and do all of these different things does not work in the same way. And so she said, so we can't do that. Let's just go over to this and we'll talk about the luncheon. And I want to talk about, you know how we're going to get food to people. And I said, timeout timeout. Why no on the golf tournament, and why are you trying to get food to people? I said, I have so many questions right now, can we dive into them? So I want to unpack each of these different things, because a lot of people are going through one of these two things where you had some type of shared experience that people, like a tournament, were going through together and it's got to be changed. Or you have a luncheon, a gala, an award ceremony, an employee appreciation event, whatever it is, things that you need to modify. So for the golf tournament, we'll tackle this one first. I said people can still golf correct? She said yes. So translation to all of you, whatever that experience is, what can people still do? Just not in the same way. So for example, I know there's a lot of museums, libraries, cultural centers of like online. What type of virtual experiences can they do? Or what can people do on their own that brings the spirit of your institution? If you are allowing visits, but limited only, instead of having an open huge gala night, for example, for a new exhibit, why don't you have two weeks of time, starting with an opening ceremony and a closing ceremony. Therefore, all the people could come to pay to go to these certain times raising money for your institution. So what we decided on for this organization was that they were going to do an on your own golf tournament. As a scramble. If you don't know a lot about golf, this part will make sense to you. If you know about golf, you know why a scramble is a good idea here. They're going to send in the course, the yardage, the T's they play for, the slope, all those things that computer is going to analyze that to kind of even out what the score should be. And they're giving them three days to complete their round. They sign up in teams, they can play any course that they want and get into, they have three days to play 18 holes. Now what's great about this is now instead, we're doing a virtual kickoff event that is bringing in golf professionals, PGA pros who are going to give golf tips in a virtual space. And they're auctioning off time with the pros for a five minute swing analysis that they can do in their homes, in their backyard, in their side yard or in a park, as long as they have an internet connection, as a way to raise additional money. And they're still charging them to play as a team because there's going to be prizes but knowing that it's going to something bigger. And then at the end, there's going to be a culminating virtual awards ceremony that has a cocktail reception. Now this can directly speak to anyone who does receptions, networking events, whether it's fundraising or for profit doesn't matter. One of the huge reasons people come to in-person events is to make those connections. So what they're doing is they're having an optional reception. They're sending a gift basket with wine and wine glasses to each person who registers, that's part of their fee, they get that gift and then brochures and information about the organization with the money, health, etc. They can coordinate that delivery and they have time to have it delivered over now a three day period as long as everyone has it by Sunday. So you're not worried about serving a specific meal at a specific time. You're giving them a big gift and an experience. Then there's a virtual cocktail reception. I have the honor of facilitating this and here's how you can do these networking experiences in a platform such as zoom, and it is an optional thing for a lot of people but it's always for my events that I've been done, reported attendees say it was one of the highlights. You get everyone on camera view, and you can use before an event or after. You get this massive gallery view. You have the rules that are clearly explained everyone staying on mute, you do some what I call gallery gauntlet exercises which, Dave that's just you and me right now so play along with me, if you will, everyone, you can use these tips. Alright, Dave, don't use this question. I use this at the beginning of the pandemic, but we're just going to use it now for ease of use here. All right, everyone in the window right now on a scale of one to five, hold up your finger one being not so good, ive being pretty amazing and don't be cheeky and hold up one select finger because that's not so nice. On a scale of one to five, how is your current toilet paper supply? And then everyone holds up their fingers and you can see these in the window and so you have 20, 50, 100, 200 whatever faces all there and their fingers are holding up. You can also do activities with thumbs up, with the thumbs down. If you're doing auctions, you can have people raise their hand or even better, why don't you have them print out a number at home or write a number on a sheet of paper that they can put up so it's clearly visible if they're bidding. There's so many things we can do with people in mute, to see their peers, to see colleagues, to see networking partners, and do those activities. Then you can use breakout rooms. Zoom and many other platforms have these where you send them off into breakouts. You can pre plan these or randomize them, meaning you don't know if you're going to end up with the CEO of Bank of America, or someone who is a beneficiary of the organization services, whatever it is, and you, here's the key, give them a challenge and make it time sensitive. So you put them in groups of, let's say, five, you say you have five minutes, you share your name, you share how you learned about this not for profit organization, we're not worried about what you do yet, right? And then collectively, you all need to come up with, let's say, it's a literacy organization. You all need to come up with your most recommended childhood book. What was the best book you read as a kid, or what's the book you love to read to your kids, and then you share these things. So you issue them a challenge, a thematic challenge around your event, you bring them all back, you let people type in the chat those responses and then call on one or two leaders of the groups to get some of their faces on the big screen in the virtual space to share and then you do that a couple more times. So you can facilitate great community that way. I've also seen amazing virtual dance parties with virtual DJs. And what makes that super special is that you have someone on your team in production, a host, spotlighting random people's videos. So their dancing is fixture on the big screen, and then it pops out and someone else's is featured. And it really gives the community feel. So, so many ways you can do that. But that's how they're doing it in that organization. I saw a question coming about, but how do you see all these people? Zoom, depending on your screen, can fit 25 boxes on a single page, and you toggle over to other pages. So if you're doing something like an auction, you need to have different people assigned to monitor different pages. You also want to make sure you have that meeting recorded. So you have the documentation of all of that too. So that would be also very important. And then after this for the golf tournament, and then I'll take a break. Let you ask questions, Dave and then talk about the flip side of a luncheon. After that virtual cocktail reception, they're going into their award ceremony, and they're having a pretty big PGA star come in as their keynote. But instead of a keynote, and this is something I challenge you all to think about, you could have someone come and speak to your attendees for 20 or 30 minutes non stop. You have control over that time somewhat, you have control over what they say somewhat. Or you can do and especially for those who are having a highly visible person come, your organization's CEO, a high profile file donor, a celebrity of any sort, do a live q&a with an amazing moderator that can constantly scan the chat for questions. And then people feel like they have agency in shaping a live conversation with someone they respect or look up to in some way. That creates a completely different experience than me sitting and listening to someone go on for 20 minutes. And so that's the plan. We're going to give virtual awards. There'll be shipped to the doors. And of course, there's a fundraising element along with it in terms of a live auction for the chance to have this celebrity's time in a private room that literally happens in that moment. So after the events done, this person gets five minutes in a breakout room with four people, five minutes in a breakout room with another four people, etc, etc. So they're like private meet and greets.

Dave Asheim  45:26  : Well, my head is spinning. I don't know about all of you folks listening to this, but I don't even run a nonprofit but I want to run an event based on what Jill just said, so I'm getting so excited. I'm gonna do do something Jill this fall. By the way, at the end, we'll provide Jill's contact information. And she does provide consulting and contracting work and emcee and all kinds of great things. But if your head is spinning like mine with all the great ideas, she does provide some 30 minute complimentary sessions. We'll talk about that just in a second. So if you want to get some great ideas from someone like Jill, she is available to do that. Jill, the last time we spoke, I love your idea about turning events on their heads and just don't get stuck in the trap of I gotta provide the lunch I got to provide this. Your concept of having celebrities being able to come and talk remotely, which maybe you could never get that sports person or that mayor or that whoever it happens to be to attend. Tell us a little bit about how nonprofits could use the celebrity Zoom to really beef up their their events.

Jill Schiefelbein  46:41  : There's so many good ways and so two things to address right. The celebrity zoom but then also the flipping on the head for the luncheon. So the celebrity Zoom type thing and type in a Y for yes, how many of you were really observant and notice what just happened behind me? Did anyone else see that in the chat? So she, she saw it, some people saw it. So again, you can point this out if you want, but it just started pouring outside and there was some thunder and my wall shook and one of my panels actually just fell off the wall.

Jill Schiefelbein  47:14  : So yes, everyone, I thought it scared me. So jumped out was why, and this is a reality right? This stuff happens. And when it comes to thinking of from the not for profits, seriously, the wall just rattled again, this is what's going to happen you all so I just put these up the other day.

Jill Schiefelbein  47:48  : When we're talking about celebrities, it's so different now. And so by celebrity I mean any high profile person to your organization, to your cause, someone that people are interested in paying money to see or something like that. So when you're looking at this, time is different. So I am in addition to this virtual event side, I'm also a keynote speaker. I speak on communication, sales, leadership and decision making. So how to get people to make faster decisions, to follow you, to buy from you, to contact you, that type of stuff. And when you're doing this at a physical event, what happens is you are very limited. You get on a plane, you fly. The only way you could possibly do two events in one day is if they're in the exact same city and at completely different times of the day, because by the time you do soundcheck, you go through security, you go through your visuals and audios and all of that stuff in your rehearsal, you have you know, a lot going on. And especially if you're staying afterwards to sign books, to talk to people, to shake hands, whatever it is. Virtual events are different. Now, I can give a keynote. I can do that for an hour. I can stay on for another hour to do a networking event. And then I'm done. With tech check, it's maybe two hours and 15 minutes of my time, which means if I wanted to, I could do three, four or five of those in a day. Now, I would never suggest doing that. That's just insane. But I'm able to do that. Celebrities, your high profile people have that ability now too. it's not an hour commute each way to get to your event, it's not 30 minutes, whatever it is, they're at home or at an office sheltered in place. And they have that bandwidth in different ways and are often willing to do it for reduced fees because of it. That's not to say to diminish their value or the value of what they can bring, whether it's a speaker with content, if you're, you know, a training organization, right and you're hiring outside speakers. If the value they bring is still worth the same then quite frankly, their pay needs to be the same. You just don't have the travel expenses. But you can offer different experiences and different access, and you don't have to, for celebrities, worry about the travel and security costs that come along with that. So you can now have a high profile person come into the event, do a 20 minute q&a, and then immediately go out and have these many breakout meet and greet sessions with people. You can have this done in many ways. You can have celebrities, many who are using the platform Cameo right now, if you haven't heard of that, where you can donate and then people will film a video for you for a specific purpose. They're using these platforms more and more regularly. So it's common to ask for those things. For this golf tournament, for example, the teams could add on a session with the pros before they go play their round a 30 minute with the team session for an additional sponsorship cost and the pros agreed on a specific number of those that they would do so it's first come first serve and it's immediately into the bank of that not for profit organization, because there's no expenditure cost because these pros donated their time, even if they didn't weigh that out with your ROI and see how you can make that work for you. So that's stuff from the celebrity angle. Is it okay if I tackled the reverse luncheon thing?

Jill Schiefelbein  51:20  : Yeah. Okay, great. So, when you are thinking about a luncheon, I did consults with a couple of organizations earlier this week, who were really trying to go through the logistics of how do we get food to people so they can have lunch with us at a luncheon? And my question to them was why? And they looked at me because it's a luncheon event. And people don't have food at home. Well, you know, we'd normally provide lunch. They show up for a free lunch. Now, don't get me wrong. There are some people that the reason they come is because of a free lunch, maybe it's because they're as a guest, but if you're charging per seat, somebody paid for that. And it's not the meal that got them there in the first place. There's something else about strong belief in the cause and passion, visibility, community engagement, whatever, you know, an ego need. Let's be honest, some of us get involved for ego reasons. And I'm not judging that whatsoever, because our egos are tied to the philanthropy acts that we serve. Right? We're directly tied to those and that's not a negative thing. So when you're thinking of this, a luncheon, we have a welcome. We hear from some people that we help, we have a keynote speaker, we have lunch, and then maybe we have an award or two. Well, why? And what experience is that bringing to the virtual space? Long story short, what we came up with was, if you're trying to provide lunch during an event, how many things could possibly go wrong? And I do not like to be a pessimist but I do like to know and how I analyze a lot of my decisions is what is my worst worst case scenario? And is that worth it? In the case of coordinating a lunch being delivered to let's say, 200 people, your worst worst case scenario is that let's say realistic scenario. Let's say 40% of people don't get the lunch they ordered, the lunch isn't delivered on time, something's wrong with the food. And now your team is dealing with those issues while simultaneously running an event. Not a worst case scenario that I am going to deal with because it detracts away from the main purpose. Next, we talked about why don't we send them all gift cards and they can order their own food? Well, if you send them a gift card before most people, let's be honest type in Y for Yes, if this would be you, because it would totally be me. Oh my gosh, I have this event. Oh my gosh, it's in 10 minutes. Oh, yeah. They gave me a gift card. Let me find this gift card and use it and as the event starting, I'm sitting there ordering my lunch. Would that be you at all be honest, I see a lot of yeses coming in. Some of you wouldn't because you are the super organized people that I truly love. But the reality is we're getting caught up in our days and that would happen. So then what happens is we're not even focused on the event, we're excited to use the gift card. But then now we're going and doing this, detracting away from what is included. So why not, instead, be honest with people. Hey, we know we do this as a luncheon every year. With logistics and costs, doing that, and keeping our ticket price at something that is going to benefit the organization is not a reality. If you are honest with people, they respect the heck out of that, what we're going to do instead is and then build up the excitement of that shared experience. And then if you really want to surprise them afterward, as soon as the event is over at the end, you say, and you know what, we actually couldn't get over the idea of a luncheon. So in your emails, as soon as we end this event, you should find a gift card to you know, x local business or grubhub or seamless or whatever it is. Yeah, you know, thank you so much for joining us as well. We couldn't serve lunch directly to you. We wanted to make sure that as you nourish our souls with your generosity here, we're able to nourish you from afar. You know, whatever it is, you're giving something as a surprise, that then leaves people with like, wow, that was not only a cool event, but even this awesome surprise at the end. So think about why you're doing things a specific way and think about the experience you can create, and what could potentially derail from that experience and that goes for your conferences and events to have all types.

Dave Asheim  55:27  : Let's shift to internal we have an awful lot of people that are in the HR world, the training world, or they are not that familiar with how to hold a team meeting with five people or 10 or 15. People complicating this, Jill are people that are nurses, truck drivers, they work in a factory, they don't have access to a computer. So when an HR person is trying to do training or onboarding or expanding new benefits, it's not so easy. What's kind of your high level advice? For internal meetings and how to use some of the same things you talked about on the golf tournament, and for nonprofits, to improve your virtual meetings for internal employees?

Jill Schiefelbein  56:11  : When you think of virtual meetings, and I'd say when you think of any meeting, make sure the agenda is crystal clear. There is a reason there is a purpose, there is a goal, and everyone is on the same page about that reason, that purpose, that goal. I always say, my big thing is whenever you're having a meeting, the goal of that meeting needs in some way to be tied to your MVVPs, which is what I call them, which is your mission, vision, values and purpose. And organizations have at least one if not all four of those statements, both profit and not for profit. So when you're having a meeting, what is the bigger picture reason for that meeting? Remind people why they're there. For nonprofits, you're doing that typically, naturally in your programming. For corporate organizations, typically, not so much. I don't see this happen as often. So get that very clear. So people understand the reason why they need to focus. The reason why they need to minimize that average of five to six distractions that we saw on that list down to two or three, right? The reason for that being super important, then making sure everyone knows their division of responsibility. So going into that, what often happens is we don't know what roles we're supposed to play in a meeting. So it's Dave, I need you to come with this. Jill, you come with this. Kim, this. Molly this. We all know what we're bringing to the table ahead of time. If it's a triage and urgent meeting, stick with what the purpose and goal is and then explain kind of the expectations, but otherwise, really have that spelled out and always, always, always at the end, and this goes for virtual or in person, you have to confirm that everyone is on the same page before leaving the meeting. So make sure that people are aligned on what's going on. Everyone knows whose responsibility each task is and make that documented. If it is a larger meeting, you can have everyone type this in the chat so you have documentation of that. You can use meeting recording tools. Zoom now comes with audio transcription standard with its basic subscription level, not the free version, but basic. And sometimes I think the free version may have just announced that too, depending on what sector you're in. But with that, use those tools and make sure you have that. Now adding some levity and fun. If you have team meetings and you need to add some connective elements to it, what you want to do is think of some creative ways that will not derail the meeting, but will keep people getting to know each other, to kind of replace those water cooler conversations. So you can do fun games. Improv games are a great thing that you can do in virtual team meetings. They're also a very fun activity for networking experiences too and you can do these and huge groups as long as a facilitator is spot on in knowing what they're doing and everyone is listening. So for example, Dave, let's play this real quick to demonstrate. You did not know I was asking you this everyone, so he is live in the moment. We are going to play the one word game. And the theme is what we did during our weekend. So I say a word, you say a word, I say a word. You say a word. And you can do this with many people. And you shout out their name and it ping pongs. So we're going to start "this".

Jill Schiefelbein  59:32  : Say your word. Car took along me to the city for fun, right? So you get the idea. You can ping pong back and forth. You can have this and it is funny what actually comes up and then you can ask, so did anyone actually do that this weekend? Right. And so you can have some levity, you can literally spend 60 seconds doing something like that. And it adds energy, it gets people's brains working and also re-centered and focused on what's going on here, which is a really neat thing to do. Another thing that you can do is you can, if you're using zoom, you can have participants rename themselves. Now I encourage you doing this if your team already knows each other's names, right? If you have new people, this would be a cruel joke to play. So let's say you have a team of 15 people and you all know each other's names. You've been working together for a while. In zoom, you can rename yourself and so I like to do different games so you could be alright guys, today is superhero day, so everyone rename themselves with the superhero they would like to be whether it exists or whether it doesn't and for the rest of this meeting, everyone will be called on by their superhero names. And I don't care if you're a kid or an adult that can be hilarious, especially when you have like the CEO or a leader stumbling over what to call people. It can be something cheesy like Captain Underpants it can be something you know, fun or known like Wonder Woman, whatever it is. I've done it with your favorite childhood character. I've done it with your favorite actor or actress or if an actor or actress were to portray you in a movie, who would it be? And then so then people were calling you by that person's name. There's so many different things that you can do, quick little things to make meetings more fun. And there's so many more where that came from. But I know we're running short on time.

Dave Asheim  59:51  : We are and that is a great idea. And I changed my name to Superman because that's the first one I can think of. Molly or Kim, let's show a few of the wrap up slides here. And then we'll give everybody contact information. I can't believe we're almost done with our hour. I took 1000 notes here. All right, everybody, thanks for sticking with us too, by the way. So once again, these are some of the things that we add to the party of engagement and virtual. Molly, if you could just show that thermometer if it's possible just for a second. You know if you can show that again. We didn't have time to show this during. But one of the fun engagement things that we did at the last session with Jill as people could text in, and their name and their pledge and what they think of that charity, or the training session would show up on the screen. Okay, thank you, Molly. And let's go back to the slide about Jill. Jill, talk about your offer on the right side.

Jill Schiefelbein  1:02:40  : Yeah, so everyone, I just put the link in the chat there a couple of times. One of the things that I did the last time I worked with Dave and the team, it was a completely not for profit audience. I offered a free 30 minute consultation to any not for profit, who just wanted to expand this conversation further, get ideas specifically for their event, right, we have to talk in somewhat generalities and somewhat case studies on this type of call. But I want to offer that and that now extends for anyone in here. You don't have to be a not for profit, I will absolutely 30 minutes. It's a no obligation. It's, for me, one of the things that I love to do is geek out over ideas. And I know for a fact that if I help someone raise the bar on what they can expect from a virtual event, whether or not I ever have the honor of talking to you again, it's still going to benefit everyone in the virtual event space. And I'm especially interested in the nonprofit's because my goal and if you go on my LinkedIn, there's a video about it. I am aiming to serve 100 nonprofits by the end of 2020. In terms of virtual event consults, it's just a personal mission of mine and I'm learning a lot from doing it in the process of the different needs. So please, I'd love for you to take advantage of that. And I saw some great chats going on. Brian, especially yours from the training about the difference between webinars and meetings. I can talk zoom ad nauseum. I was an early adopter. So ping me, schedule a 30 minute meeting. Let's chat about that. And anyone else who wants to talk about anything we covered here today, please, this is my permission for you to pick my brain. And I promise I will not try to sell you anything because now is not the time to be selling, it is a time to be serving.

Dave Asheim  1:04:27  : And on that note, I would like to thank all of you for spending your hour with us and especially for Jill. Jill, do we do an applause this way? Or is there a virtual I'm supposed to like clap hands or something I don't know. 

Jill Schiefelbein  1:04:46  : I say in any event I run is since we can't applaud physically, what I like to do is exclamation points. Anytime you want to applaud someone, exclamation points. I have a LinkedIn article about three different tips you can use for easy, fast engagement via chat in virtual meetings. So definitely check out my LinkedIn profile if you want more of those types of details. But it's an easy way that anyone can do as I'm seeing it now. It's so fast and awesome. You'll see those exclamation points come in. So yeah, everyone, copy my technique, use it. It's yours. But thank you all for spending some time with us today.

Dave Asheim  1:05:24  : So nice. And thank you, Jill. Tomorrow, we will consolidate this presentation and send a link out to everybody. And we'll include copies of headsets and any other paraphernalia that might make your job a little bit easier. But thank you. Great. Okay. Thanks, everybody, for joining us. And thank you, Jill, for your great ideas. And that wraps it up. Bye.

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