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Tag: event planning

Zoom webinar.

How to Conquer Zoom: Webinar Edition

Written by Tiana Ware on . Posted in Elevating Reputations.

Since the start of COVID-19, we all experienced a mass migration into the virtual world. Over time, as America’s businesses and organizations are moving to a hybrid work environment, it’s still clear that Zoom is here to stay. Realizing that this would be our new normal, The Reis group has concentrated on how to maintain—and improve—our high level of client service by mastering this ubiquitous platform.

A key service that we provide for our clients is conducting virtual media briefings through Zoom’s webinar feature. As a health care PR agency, it’s our job to think through the key logistics of the platform, set benchmarks for materials development, and become experts in the platform and all its features. Conducting a Zoom webinar incorporates many moving parts. It’s not rocket science, but there are some important things to know.

Here are a few “tricks of the trade” to ensure your next webinar is a success!

Know the platform. Zoom, like other platforms, is constantly making changes to improve the user’s experience. As a designated “Zoom guru,” it’s your job to stay updated on updates. One of the best ways is by engaging with the platform at least once a day leading up to your virtual event and scheduling several practice sessions with your client. Recently, during a practice session, we noticed that Zoom’s annotation feature had been unexpectedly enabled. This could have been disastrous because it would have allowed non-host panelists to make live annotations or comments on the PowerPoint slide deck. Could you imagine the disruption that could have caused? We were able to quickly disable the feature and add that to the growing list of items to check each day to ensure a successful event.

Have a plan, but also be agile! Developing a detailed step-by-step timeline is super important. This ensures that all players are aligned on key activities such as developing the slide deck, disseminating the registration links, scheduling practice sessions, etc. The reality, though, is that we sometimes will be forced to scrap our plans to meet a client’s evolving needs—and that’s ok! I recently experienced this with a client, so we immediately scheduled additional check-ins, adjusted the timeline, and identified areas where extra support was needed. Clear communication and quick strategic thinking helped us to produce a high-quality webinar.

Remember to breathe. Doing your homework and having a good plan are crucial. But even with safeguards in place, things can go wrong—and often will. Recently, we were live during a webinar, but instead of sharing the slide deck, the host’s email inbox was shown by mistake. We quickly informed them privately and hardly missed a beat. When things go wrong, it’s easy to panic. Instead, I was able to remember to remain present—and to breathe! Remaining calm gives you a chance to respond in a timely thoughtful way and diffuse your anxiety. When the inevitable mistakes are made, our best service to our client is to just stay cool and carry on.

Running a Zoom webinar can be intimidating but it’s also an opportunity to build skills and position yourself as an expert. I often look at conducting webinars as a reminder to be committed to the process of learning—being open and hungry for new information. The Zoom platform is ever evolving but if we plan ahead and stay cool, we evolve too.

Cancelled

What do PR professionals do when COVID-19 cancels major annual meetings?

Written by Tamara Moore on . Posted in Promoting Science.

This article previously appeared in PRSA-NCC and O’Dwyer’s:

Nearly 30 annual scientific meetings have already been canceled, postponed, or moved into a virtual format because of the coronavirus pandemic. Countless more major events will succumb as shelter-in-place and stay-at-home guidance is extended through April and beyond. As a healthcare-focused agency, The Reis Group is quickly adapting to a new reality.

For healthcare communications professionals who use these significant gatherings to promote medical advances and scientific expertise, we are instantly forced to scrap our artfully crafted media plans. What happens to your press program? How can you still get information out about your big meeting?

Public relations professionals must be optimists and problem-solvers. This is just another (huge) challenge to work around as we creatively look to meet our objectives of communicating scientific advances. Regardless whether the meeting is cancelled, postponed, or gone virtual, here are key points we consider in recrafting our multifaceted media approach:

Competing with COVID-19: Coronavirus is dominating the news, yet have to remember there is still some space for non-COVID stories. Look hard to research the best timing, angle, and targets, and tap into your contacts. Many medical specialties, trade publications, and niche verticals are hungry for content, especially with the loss of cutting-edge research news from major meetings.

Finding your news peg: It’s, uh, pretty hard to promote research from a meeting that didn’t happen. So, we need to creatively adjust news pegs. Are presentation abstracts published in a Society journal? Will there be a virtual meeting or preview that will present new work? Identifying the “why now” will be important in your outreach to select reporters.

Rescheduling your embargo: Many meeting presentations are embargoed until the date and time of presentation. Others are released online with the conference materials. Work with your meeting team to hold back studies from immediate release and coordinate with researchers so that you can maintain exclusivity of the work for your promotional efforts.

Making your story easy to cover: Journalists are under incredible pressure right now. Think through how you can make it as easy as possible for a reporter to cover your story—know the availability of your experts, have your images ready to transmit–with source credits. Digital and print journalists are navigating a whole new world of virtual conferences and tele-reporting, too.

Thinking beyond your normal promotional approach: Getting a societies’ work covered beyond a news release will require some outside-the-box thinking. Can you host virtual office hours with researchers? Coordinate taped skype interviews, or local broadcast outreach in researchers’ home markets? Host virtual media briefings around key topics? Diversify to other specialty trade publications? Or maybe spotlight key trade reporters in a roundtable social media conversation to comment on the field of research?

2020 will likely not turn out to be a groundbreaking year for meeting coverage, but communication about health and the science remains vital to move your field forward. This year, more than ever, communicators need to harness their creativity and fast thinking to overcome challenges to achieve their communications objectives.

The Mechanics of a Mesmerizing Event

Written by Caroline Campbell on . Posted in Promoting Science.

As a Republican attending my first Democratic National Convention, my experience being in the hall was very much different than watching it on TV. The ambiance of the entire week culminated in one single moment. The pageantry, participation and execution were brilliant, and we know that was the result of hard work by teams of people behind the scenes making it look effortless.

In PR, events of all sizes and scale are a regular part of our lives. I was inspired by this expertise and I was reminded that whether it’s a press briefing, Capitol Hill event, or fundraising gala, there are a few key lessons that can make your event just as memorable as the DNC.

Be timely.

Did you notice that in between the speeches the podium magically appeared at just the right time and at just the right height? The balloons dropped precisely at the reigning moment, the camera moved precisely with the speaker, and the lighting brought a vibrant feel to the space. Making those details work together is only possible with a highly collaborative team that is anticipating each moment.

Reinforce messaging.

Speakers, videos, musical performances, and signs repeated and reinforced the campaign themes, ensuring enthusiastic reception and maximum impact. Standing shoulder-to-shoulder in the packed arena, sometimes I found it hard to focus.  But strong visuals and directive cues helped delegates and supporters understand the message, know what to anticipate, and sense exactly when to cheer wildly.

Bring people together.

The agenda consisted of a speaker and content lineup that appealed to a range of demographics and perspectives, and even included opposition. Elaborate, coordinated and colorful outfits and musical numbers all bring to life a vibrant energy, engaging the audience much more deeply than just having them listen to speech after speech. Consider all perspectives on your issue, and enlist speakers that will help unite people and find common ground.

My favorite part of the convention was the fireworks! I loved them. Theatrical tricks can bring the audience together and celebrate a momentous occasion and a job well done.