Events Association Virtual Meeting

Overview

An events association wanted to host a meeting for its members to discuss the ramifications of COVID-19 for the events industry. Due to remote working requirements they decided to run the meeting virtually for an audience of 40 people. The client needed help hosting the meeting in a virtual format, both practically and in terms of format.

Objectives

Engage the call participants in a relatively brief timeframe (1 hour) and in the format of a virtual meeting
Facilitate participants joining from all over Europe, many with English as a second language
Enable the client to include 2 blocks of 4 parallel workshops as ‘breakout rooms’ within the agenda, culminating in another whole-group feedback session
Encourage topical discussions and display the results of polls in real-time
Ensure collaboration and productivity, with measurable outcomes

40

Delegates

Virtual

100.0

%

Engagement

Solution

We delivered this virtual meeting using a combination of 2 platforms – it was hosted on Zoom (professional standard) and our Open Audience Engage platform provided interactivity features
We worked with the client to design the optimum agenda for a virtual format, dividing the content into 4 separate discussion points: Finance, Leadership, Trust, and Digital. Open Audience Founder & CEO Leslie Robertson acted as the host and moderator for the Digital workshop
The Open Audience team demonstrated how to use our interactivity features – Open Audience Engage had been set up to be accessed via a simple browser link that was linked in the Zoom web chat and shown on the main screen
Attendees were asked ‘pre-entry’ polls when joining the meeting to improve the association’s understanding of the challenges facing its members, and the results were displayed as real-time graphs in the Zoom chat window for discussion
Open Audience Engage also hosted an agenda, including the workshops attendees had chosen ahead of time, as well as relevant materials and links
Q&A allowed attendees to ask questions and upvote those they agreed with, and could be submitted in any language and automatically translated to English
The Ideas feature was used during the 4 simultaneous Zoom workshops to brainstorm ideas and suggestions per topic, before being upvoted
Once the workshops ended and the whole audience regrouped, the workshop leaders summarised their findings for further discussion

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Results

Hosting this virtual meeting with creative interactivity features enabled our association client to provide a positive experience for its members during a challenging time
Attendees could participate regardless of location or first language, and actionable next steps and key advice was gathered as a result of networking and collaboration
Extremely positive response from the client and from the attendees, who felt it had given them a morale boost as well as useful advice
Client gathered a significant amount of valuable information about the challenges its members are facing, through our ability to gather and supply that information, both in real-time and as detailed post-event reports

Made by Squircle

Events Association Virtual Meeting

Creating a Virtual Experience