Virtual Association Conferences

Location:  National & European

Client: Membership Association

Number of delegates: 150-200 per event

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Brief

How can we transition the remaining 2020 live events programme to a virtual solution as a result of the COVID-19 restrictions?

As a membership organisation our client needed to remain visible and accessible to their members, sharing news about the way forward for their industry in such challenging times.  Commercially they are reliant on income from conferences, so finding a solution to continue their events programme was essential as the longer lasting impact of Lockdown became evident – no live events in 2020!

Detail

With six live events due to take place before the end of the year aiming to reach different audiences on various topics, our client made the difficult call that continuing to plan for live events was too much of a risk in terms of safety and delegate social distancing measures.  Following discussion with our Account Manager we understood they were looking for “better than a live event experience” where delegates could: –

  1. Arrive at the event to network over virtual coffee
  2. Meet exhibitors and sponsors individually and in small groups
  3. Be engaged by and interact with live plenary sessions
  4. Incorporate complex voting systems for different membership levels
  5. Break into smaller groups for panel discussions and workshops.
Solution

Much like a venue brief, we used our expert knowledge and understanding of the marketplace to carefully match and short list virtual platforms we know would work based on the goals and functionality needed. We then set about arranging several customised demonstration meetings to showcase what was possible in terms of technology and how we envisaged a live event transitioning to digital.

It became clear that a decision would be heavily influenced by service, not just product and price. Using our buying power and experience, we were not only able to negotiate discounted packages but include enhanced support services to add value to our client’s proposal – ensuring that speakers, sponsors, delegates and the conference organiser had an expert on hand from the beginning of the planning process.

To date delegate numbers are up by 10% based on the same time last year which is one of the real benefits of virtual events. Our client is now looking ahead into 2021 and talking to us about how we can blend next year’s programme to include a virtual element and continue to improve their delegate reach and grow income.

 

For more information and a free virtual consultation meeting, contact us on sales@conferencecare.com or call us on 02476 369720

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Call us on 02476 369720