ELEVATED VIRTUAL SYMPOSIUM HELPS CLIENT EXCEED GOALS AND STAY ON BUDGET
Online
Client:
A Major Transportation Company
Attendees:
181 registered
Engagement:
One-day virtual symposium
OUR APPROACH: ELEVATE. ENGAGE. DELIVER.
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.
Results:
Nearly 150 attendees joined the virtual symposium, a noticeable increase over average in-person attendance of around 100 people and 250% of the company’s stated goal of 60 attendees.
Given the company’s inexperience with the capabilities of virtual events, the Wellington team kept one overarching goal in mind throughout the engagement: make the client the hero.
And in just three weeks, that’s what happened. The company’s event team collaborated with Wellington throughout the process, with Wellington keeping the team informed at every step of the way so that they could be confident in the technology and the full event scope. Prior to and during the symposium, the Wellington team embraced transparency so that the client not only understood event details, but also tips and best practices to elevate the attendee experience within the Wellington-enhanced GoToWebinar environment.
Given the success of the symposium, the company is already in the midst of planning another virtual event with a similar framework but larger audience. The virtual symposium served as a key test case to determine the company’s ongoing virtual event strategy. The virtual event verdict? A success!
At a glance: A pivot to a virtual format for an annual symposium required an elevated experience without the investment and capabilities of a fully customized platform. Services included:
Facilitate Logistics of Virtual Pivot
Full Production Management, Including Speakers and Emcee
Virtual Attendee Engagement
Solutions to a Unique Need
Attendee Outreach, Including Education
Strategic Adjustments to an Approved Platform for an Elevated Experience
Event Ideation, Design & Creation
Analytic Analysis to Quantify Event Success
ELEVATED VIRTUAL SYMPOSIUM HELPS CLIENT EXCEED GOALS AND STAY ON BUDGET
Online
Client:
A Major Transportation Company
Attendees:
181 registered
Engagement:
One-day virtual symposium
OUR APPROACH: ELEVATE. ENGAGE. DELIVER.
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.
Results:
Nearly 150 attendees joined the virtual symposium, a noticeable increase over average in-person attendance of around 100 people and 250% of the company’s stated goal of 60 attendees.
Given the company’s inexperience with the capabilities of virtual events, the Wellington team kept one overarching goal in mind throughout the engagement: make the client the hero.
And in just three weeks, that’s what happened. The company’s event team collaborated with Wellington throughout the process, with Wellington keeping the team informed at every step of the way so that they could be confident in the technology and the full event scope. Prior to and during the symposium, the Wellington team embraced transparency so that the client not only understood event details, but also tips and best practices to elevate the attendee experience within the Wellington-enhanced GoToWebinar environment.
Given the success of the symposium, the company is already in the midst of planning another virtual event with a similar framework but larger audience. The virtual symposium served as a key test case to determine the company’s ongoing virtual event strategy. The virtual event verdict? A success!
At a glance:
A pivot to a virtual format for an annual symposium required an elevated experience without the investment and capabilities of a fully customized platform. Services included:
Facilitate Logistics of Virtual Pivot
Full Production Management, Including Speakers and Emcee
Virtual Attendee Engagement
Solutions to a Unique Need
Attendee Outreach, Including Education
Strategic Adjustments to an Approved Platform for an Elevated Experience
Event Ideation, Design & Creation
Analytic Analysis to Quantify Event Success
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Our Blog
Growth Mindset
How looking at the lessons of the ultra successful can be applied to companies in meaningful ways.
How to Measure the Success of a Virtual Event
Virtual events can be powerful tools for brand building and engagement – but how do you know they’re successful? We’ll walk through the ways to measure the success of your virtual event using data. What Does Virtual Event Success Look Like? The first step in determining whether a virtual event was successful happens far in… Read more »
Our Blog / Growth Mindset
How looking at the lessons of the ultra successful can be applied to companies in meaningful ways.
How to Measure the Success of a Virtual Event
Virtual events can be powerful tools for brand building and engagement – but how do you know they’re successful? We’ll walk through the ways to measure the success of your virtual event using data. What Does Virtual Event Success Look Like? The first step in determining whether a virtual event was successful happens far in… Read more »