CASE STUDY:

ELEVATED VIRTUAL SYMPOSIUM HELPS CLIENT EXCEED GOALS AND STAY ON BUDGET

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Client:
A Major Transportation Company

Attendees:
181 registered

Engagement:
One-day virtual symposium

Challenge:

Each year, a major transportation company gathers executives from the U.S. and Mexico to participate in a symposium, an important opportunity to share knowledge, examine business practices and plan for the future.

With an ambitious pivot three weeks before their event to address travel and health restrictions, the company had a clear vision of what they wanted to accomplish: pivot a live event to an elevated virtual format that would offer attendees an engaging, insightful learning opportunity. The company also needed to be mindful of budget restraints that didn’t allow for a custom-built virtual platform.

They turned to an existing partner – Wellington – to validate their vision and help bring it to life. Wellington’s comprehensive support spanned that three-week timeline and beyond with an emphasis on pre-event speaker technology prep and full in-event technology support to ensure a smooth, polished attendee experience.

Wellington Solution:

With the timeline and quality of experience as goal posts, the Wellington team reviewed technology options that met the company’s comprehensive security protocols. Wellington opted for GoToWebinar, then looked for opportunities to elevate both the environment and experience. Speaking presentations, for example, were interspersed with poll questions and a spinning wheel giveaway. A lively emcee kept the roughly 2.5-hour program upbeat and on schedule.

A key part of a successful virtual event is minimizing glitches, lulls and other technological mishaps that can detract from the experience. In the three weeks leading up to the symposium, Wellington worked directly with each speaker to guide them through the platform, assess their set-up and answer questions. Most of the speakers hadn’t presented virtually before, so helping them acclimate to the virtual environment ahead of the symposium was a key priority.

Once nearly 150 attendees in the U.S. and Mexico gathered on GoToWebinar for the symposium, the Wellington team stood ready behind the scenes to help ensure a smooth, high-caliber event. A live, cloud-based document kept the emcee informed of any possible issues, notes and poll responses.

The Wellington team also worked with the company to execute a host of transition content, all part of the goal to create an elevated virtual event. A custom countdown clock, pre-recorded video and event cues, along with a full run of show, ensured the sophisticated integration of the client’s brand without the expense of full customization.