Virtual Meeting Increases Remote Engagement
Situation
The COVID-19 pandemic restrictions for large-scale in-person gatherings forced a national advertising company, to rethink how they would plan and execute their annual Sales Summit, especially when connection is key to this organization’s culture.
With less than six weeks to plan and execute a robust meeting of general sessions, breakouts, networking and awards for more than 130 attendees, the client contacted Fox World Travel (Fox) Meetings and Incentives team for help. Fox and the client have had a successful history of working together on in-person events in the past, and Fox had the specialized team to quickly pivot and transform this conference to both a virtual and in-person hybrid event.
Solution
With a clear focus on the client’s goals and the culture of their organization, Fox understood this event needed to be fun, interactive and engaging. As a certified preferred partner with Cvent, Fox utilized the Cvent Virtual Attendee Hub® solution for the hybrid event. To navigate the logistical challenges of taking the meeting virtual, Fox provided:
- A dedicated program manager to provide end-to end support with set-up and production of the virtual platform.
- Detailed run-of-the-show agenda.
- Speaker training and presentation alignment.
- A fully-branded hub tailored to their specific requirements.
- Event website development, including attendee registration, meeting information, agenda, speaker bios and more.
- Video editing to ensure an immersive, multimedia experience.
The event centered on a hybrid format — one event with two simultaneous experiences. The client’s speakers were in-person in one location, while the virtual attendees were remote. With easily navigable experiences centered directly within the hub, the attendees could access the general sessions, breakouts and collaborative workshops with a single click.
To top off the event, surprise celebrity guests, such as David Hasselhoff, Billy Dee Williams, Chuck Norris and Reggie Jackson virtually announced the award winners. Automated fireworks and applause were also added to the presentation to elevate the experience for the remote attendees.
Discoveries
Our client discovered that through Fox’s logistical planning and technology innovations, the virtual/hybrid format successfully maximized participation with 100% attendance for the virtual attendees. The virtual hub also provided a seamless, easy-to-use experience for the client and participants.
With hybrid virtual meetings set to double in 2021 according to a GBTA research study, Fox has the experience and demonstrated partnership to support this demand with successful results.
COVID-19 made us pivot and we were able to create an amazing “Night With the Stars” for our 2021 Sales Awards. It was a great new way to recognize exceptional sales and sales support performance in what had to have been the most difficult year for our sales team ever.” — Chief Executive Officer
