Case Study

virtual Conference Engagement

Keep engagement by introducing a team activity and weaving it throughout the day.

Delegate Engagement

Online conferences are now becoming much more common

We developed and ran a custom conference engagement app event with Fletcher Steel. Our event managers were onsite in the studio where the filming and broadcasting took place.

In the backend of our system we recorded stats showing a 86.87% engagement rate with the 132 delegates taking part in this conference.

Details

A virtual conference
with a twist

Client BRIEF

Our client suggested a timeframe outlining their proposed virtual conference schedule. Using Microsoft Teams as the conference call platform, delegates based all around the country watched from their computers.

10:00 Welcome and overview
10:30 Presenter and Q&A session (20 mins per session)
12:30 Lunch
13:30 Session resumes with presenter and a Q&A session
16:30 Interactive team activity
17:00 Announcing of the winners. Virtual prizegiving
18:00 Conference ends

our recommendations

As online conferences are now becoming much more common our research and experience is that most amount of time a conference should run for is a half day to ensure maximum engagement.

Our recommendation was to break things up and keep engagement by introducing the team activity at the beginning of the session and weaving it through the day. This resulted in more engagement from delegates. This began with a quick round of Q & A from our facilitator. After each presenter he introduced another round of questions reinforcing the material presented.
The live scoreboard ran through the session to keep the competition alive.
We even incorporated physical challenges by having photo and video challenges as part of the event.

In the awards part of the event we played back the footage captured for a viewing session and awarded prizes to the winning team and overall individual.

THE RESULTS

Using our app we developed and ran a custom conference engagement event for Fletcher Steel.
Here is a rough outline of their agenda. In the back end of our system we recorded stats showing a 86.87% engagement rate with the 132 delegates taking part in this conference.

Instructions were provided to all the delegates to enable them to download the app the day before.
10.30 am Push notification sent to all delegates alerting the commencement of the conference.
10.50 am 2nd push notification sent
11.00 am Welcome and present agenda
11.00 am – 2.15 pm Fletcher Steel sessions (45min sessions each
finishing with team activity round to reinforce the content)
Q&A sessions were run through the app throughout and delegates were awarded points based when they asked well thought out questions.
2.15 pm Final team activity rounds released with pizza delivery
3.00 pm Commence COMPANY AWARDS CEREMONY Announcing winners of activity – virtual prizegiving
Play photo and video challenges to wrap up
3.30 pm Event concludes

delegates

132

Q&A questions asked

Questions answered
on first attempt

54%

Engagement results

86.8%

Testimonial

“When challenged with the short-notice task of replacing our Annual Conference with a Virtual Experience for 140 delegates in our 13 branches across the country, we immediately realised we had 2 issues.

We had no idea the best way to do this within both the timeframe given and IT framework we had, and we knew we definitely didn’t want people just sitting in front of their computer all day.

Working with The Events Group was a revelation. Starting with their ability to recognise and understand what we were trying to achieve, they were able give us excellent guidance and support as to the best ways we could make it work. Foremost amongst this was the development of a customised mobile app, downloaded to the staff members device, that turned a potentially passive occasion into an event full of rich and rewarding staff engagement. To my mind this technology was the critical piece in achieving active participation amongst the staff and turning our event into one that is still talked about. The team was fully supportive of us all the way through to the big day and it is to the credit of Meredith, Mike and Heather from The Events Group that they were able to not just help us deliver on our ambitions for this event, but to also extend them.

I thoroughly recommend working with The Events Group for any corporate event.”

Scott Morrison, Fletcher Steel I Marketing Manager

Sound good so far?

If you’re interested in a virtual conference experience, talk to us today and we’ll sort the rest!