Virtual Meetings & Events Workshop Recap · PDF file 2020-06-15 · Virtual...

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  • Virtual Meetings & Events Workshop Recap Presented by SITE SoCal in partnership with San Diego State University’s L. Robert Payne School of Hospitality & Tourism Management Author: Mandy Brown, CIS, CITP May 20th, 2020


    On May 20th, 2020 SITE SoCal hosted a Virtual Meetings & Events Workshop as part of the Stay at Home

    with SITE SoCal weekly webinar series. It is important to note, this series was held during Stay at Home

    orders in result of the COVID19 pandemic.

    The Virtual Meetings & Events Workshop featured a non-traditional Member Showcase and was facilitated

    on Zoom by the SITE SoCal Board of Directors, and hosted by Mandy Brown, Past President of SITE SoCal.

    The program was produced in partnership with San Diego State University’s L. Robert Payne School of

    Hospitality & Tourism Management where Mandy teaches in many verticals, including a course on Virtual

    Meetings & Events in the undergraduate program and also contributes on this topic to the Master’s

    Program in Meeting & Event Management at the Payne School.

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    For information on the Masters in Event & Meeting Management program at SDSU and to find about

    joining the waitlist for enrollment, please visit:


    The results and inner workings of the workshop have been compiled into this document with the goal to

    share information, ideas, and resources with the SITE global community. We encourage the community to

    share and communicate back as necessary and hope to inspire continued discussion to promote recovery

    for the incentive travel industry as the effects of COVID19 linger in the meetings and events industry.

    Stay Home with SITE SoCal – Wednesday Webinar Initiative

    When the COVID19 pandemic hit, the SITE SoCal Board of Directors knew they needed to help members

    to stay connected and engaged while also staying safer at home. To do this, they created the Stay Home

    with SITE SoCal Wednesday Webinar Series. Here is a look at the webinars produced during this time:

    Wednesday, April 8th 30 Minute Mindfulness Reset

    A 30 minute Meditation & Mindfulness Reset hosted by Fit City Adventures.


    Contact: Angela Minardi, Cheif Experience Officer, 858-367-9992,

    Wednesday, April 13th SITE SoCal Town Hall

    Industry leaders were invited to provide insights, perspectives, updates and projections surrounding

    COVID19. The industry leaders included: Jenn Glynn (SITE Global President), Michael Dominguez (ALHI

    President & CEO), Holly Niedzielski (Planner at Ingram Micro), Kelley Lansing (Planner at Ingram Micro),

    and Darren Green (Senior Vice President of Sales at LA Tourism).

    Wednesday, April 15th Family Feud with Feet First Eventertainment

    Feet First took SITE SoCal to a new level of interactive with a team competition based on a favorite game

    show – Family Feud!


    Contact: Warren Press, VP, Sales & Marketing, 323-459-8840,

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    Wednesday, April 22nd Virtual Happy Hour with SongDivision

    SITE SoCal rocked & rolled through an hour of nonstop entertainment hosted by SongDivison. The event

    included music trivia, music-related nostalgia and a live performance of an original song inspired by SITE



    Contact: John Lombardo, MC/Client Executive, Western North America, 702-682-6213,

    Wednesday, April 29th Battle of the Chapters (SoCal vs. Northeast)

    SITE SoCal battle SITE Northeast in a coast-to coast Trivia game hosted by Play with a Purpose.


    Contact: Sharon Fisher, CEO/IdeaSparker, 407-474-0388,

    Halftime Report

    At this point, 2020 SITE SoCal President Alisa Walsh sent a “Stay Home with SITE: Half Time Report” email

    communication to mark the halfway point of the weekly series and give a shout out to the individuals and

    organizations who had provided their time and expertise to sponsor and facilitate these events.

    Wednesday, May 6th Seis De Mayo

    A double header featuring a presentation with tips on “How to Look Professional on Zoom” from Darlynne

    Menkin of Where You Want to Be Tours. Plus, a fun Seis de Mayo cooking class with Fit City Adventure

    featuring Chef Nicole who walked SITE SoCal through an interactive cooking class to make fresh

    guacamole and margaritas!

    Where You Want to Be Website:

    Where You Want to Be Contact: Darlynne Menkin, 619-917-6037

    Fit City Adventures Website:

    Fit City Adventure Contact: Angela Minardi, Chief Experience Officer, 858-367-9992,

    Wednesday, May 13th The Magic in You

    SITE SoCal enjoyed a magical experience featuring John George, International Champion of Magic,

    presented by FireFly Team Events.


    Wednesday, May 20th Virtual Meetings & Events Workshop

    In partnership with L. Robert Payne School of Hospitality & Tourism Management, SITE SoCal produced

    an interactive workshop on the topic of virtual meetings and event. This document was produced as part

    of this workshop – please see more in the “About the Virtual Meetings & Events Workshop”.


    Contact: Mandy Brown, CIS, CITP,, 619-548-2700

    Wednesday, May 27th Sweatworking Boot Camp

    A 30 minute full both strength and conditioning boot camp hosted by Hi-C Fitness with Hillary McCrumb,



    Contact: 248-330-1550

    Special Shout Out to Virtual DJ Extraordinaire!

    Lee Dyson of Hey Mister DJ joined SITE SoCal for many of these webinars to provide backup tunes and

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    keep the party flowing!


    Contact: Lee Dyson, Owner, 310-591-0988,

    To learn more and to view replay videos from the events listed above, please visit:

    About the Virtual Meetings & Events Workshop

    Goals & Objectives

    The first step to producing your own virtual meeting or event is to determine the goals and objectives.

    Goals and objectives of a virtual event will support your strategy, which will be your plan of action to

    support all stakeholders involved in a virtual event. Stakeholders may include: your audience members,

    panelist or speakers, sponsors, the planning team or committee who is working with you to create a

    successful event, your board of directors, CEO, boss, client, or whomever may be the person who is

    financially responsible.

    For this workshop, we had one hour to execute the Virtual Meetings & Events Workshop – not a lot of

    time for the material we could potentially cover! The organizers of the event decided we wanted to focus

    on these goals:

    1. Provide virtual networking and engagement opportunities to the participants.

    2. Provide an overview of virtual events with tips for quick, easy and approachable ways for

    participants to begin or become more confident in creating their own virtual events.

    3. Find ways to showcase our members and community who are providing virtual or hybrid services

    and those who may need these services.

    As we continue, we’ll look at how we were able to accomplish these goals and objectives throughout the

    pre-planning, event, and post event follow-up from this workshop.


    A timeline was created for the workshop that would support these goals:

    2:00pm – 2:05pm SITE SoCal Intro & Announcements

    2:05pm – 2:10pm Welcome, Speaker Introduction, & Housekeeping

    2:10pm – 2:20pm (2) Rounds of “Chat Roulette” – Small Group Networking

    2:20pm – 2:35pm Overview of How to Create Virtual Meetings & Events – Educational

    2:35pm – 2:50pm Breakout Sessions with Prompted Questions

    2:50pm – 3:00pm Group Reconnects in Main Room to Review & Conclude

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    Goal 1: Virtual Networking & Engagement

    Virtual events are more impactful when attendees are given opportunities to engage. Finding multiple

    ways for participants to communicate with each other, network, and collaborate is key. Be sure to direct

    and instruct them