Discover how we enabled our international client to virtually gather 150 experts, academics, customers and partners from across the globe to debate the future in five key areas of medical research and diagnostics.
Our international client wanted to virtually gather 150 experts, academics, customers and partners from across the globe to debate the future in five key areas of medical research and diagnostics. As a market leader in a specialist field, it was important to provide the audience with a truly engaging and collaborative experience - one that not only delivered ground-breaking content, but also fostered networking to build relationships for ongoing communications and programme longevity.
Shaping an exceptional, flexible and dynamic virtual experience for our client, their speakers, customers and partners was our objective. Generating and capturing business leads while promoting brand reputation was also key.
Through our understanding of our client’s requirements and their business, we created a strategic plan based on the priorities for mapping out all the key elements for the project. This included detailed planning for the delivery of: a collaborative and visual platform; defined communications plans for attendees, speakers and partners; and an efficient ‘as live’ attendee experience for a full-day virtual programme. A flexible solution was key, as target response was achieved within 2 weeks of initial promotion. We quickly adapted to accommodate an audience five times larger than originally anticipated. Without compromising on experience, we delivered a fully branded platform with clear direction to auditoriums, exhibits and networking.
End-to-end project delivery by TTA meant that the client could focus on their own customer, brand and partner priorities at all times. Our remit included researching and commissioning the ideal virtual platform on which to build the best multi-forum experience; designing and building the platform environment and content; managing all participant registrations and communications; preparing and training speakers with their presentations; pre-recording plenary presentations; producing the event on the day with our communications and technical support team; and following up with on-demand and post event materials and communications.
Our creative and technical collaboration resulted in an exciting virtual solution able to host a menu of plenary presentations, live Q&As and break out workshops. Participants were also invited to visit our client’s live brand booth, speaker lounge and an extensive partner exhibition. General networking with other participants was also encouraged and facilitated within the professionally-designed, branded and easily-navigated experience.
A simple and engaging participant journey was at the forefront of our minds and our communications plan facilitated easy sign-ups, timely reminders and excitement builders ahead of the event. On the day, participants also had plenty of time to explore the system before the experience started; create their bespoke content and contacts journey; visit our resource hub for information; and seek help at any time from our onsite support team. On the day, we used a variety of techniques to encourage collaboration, participation and feedback. We also delivered the post-event experience including interaction on areas of personal interest identified at the event.
Similarly, speakers were guided along an easy, stress-free journey by the TTA team, from initial contracting to session recordings before the event and expert help with their presentations and delivery on the day, including managing questions and navigating the platform.
It was also vital to ensure our client and moderators were well briefed and informed in advance about every element and contingency for the event to ensure a smooth experience on the day led by our project management, technical and help desk support team.
Client and participant interaction and feedback was outstanding, with a large proportion of attendees favouring the virtual experience to live. This positive response can be attributed to the agenda formulation and management, allowing attendees to freely drop in and out of sessions and content to suit their diaries.
The experience has provided a springboard for further information exchange, industry connections and product referrals. A similar design and format is being considered for further events in the series and the key learnings can be built upon to further enhance attendee engagement Attendance exceeded expectations by 163%, with 62% of all attendees engaging in over 2 hours of content across the sessions.
We were able to provide detailed metrics for the benefit of our client and their partners in terms of live and on-demand attendance, providing feedback on the success of each area of content within the platform.
"TTA helped us pivot quickly from our planned face-to-face event to virtual, putting time and effort into guiding us and working with us to meet our goals. They answered every question and found solutions to every problem. We have had really good feedback from customers who attended, and from our colleagues who commented how slick and well-organised it was."
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