The client is a global SaaS company with hundreds of employees, known for its innovative platform that helps businesses optimize their sales processes and maintain strong customer relationships. As a company that values both internal and external engagement, they periodically host significant virtual events to foster collaboration and a sense of community among their global workforce. For a recent high-profile internal event designed to make their team feel connected and included across different regions, they sought specialized support to ensure a seamless experience. While the company is highly capable of delivering impactful events, they recognized that a virtual production's logistical and technical demands required additional expertise. They needed a partner who could manage speaker coordination, event platform setup, and the detailed run of show, all while maintaining professionalism and contributing to the creation of event assets. Our team was brought in to provide the necessary support, allowing the client to focus on engaging their global team.
For this internal event, the client wanted to ensure a high level of engagement for their global team, which spanned multiple time zones. One of the primary challenges was coordinating the event to accommodate participants across different regions while maintaining audience interest throughout the day. The company also secured a high-profile speaker, making it crucial to ensure their presentation went smoothly, both technically and visually. Additionally, with multiple speakers joining the event at different times, managing a seamless transition between speakers was essential. A virtual waiting room was required, allowing us to conduct technical checks and prepare each speaker before moving them to the live stage. Timing was another critical factor. Key moments of the event, such as music and video cues, needed to be perfectly synchronized to maintain the event’s pace and ensure a polished experience for the audience.
To ensure the success of this internal global event, we implemented a comprehensive strategy focused on meticulous planning, technical preparation, and seamless execution. The key elements of our approach included: • Thorough Pre-Event Preparation: We ran multiple tests and rehearsal sessions to familiarize ourselves with the event's flow and address any potential issues ahead of time. Our team collaborated closely with the client's key team leads to finalize the detailed run-of-show document, which outlined the exact timing for each segment. We also developed detailed checklists to ensure all event assets, such as video content and music cues, were ready to be triggered at the appropriate time. • Virtual Event Platform and Streaming Studio Integration: We used a dedicated virtual event platform to host the attendees and stream the live event. A separate virtual live streaming studio was also used to manage live stage presentations and backstage prep. The studio allowed us to operate a virtual green room where speakers could be prepped and tech-checked before going live. We seamlessly integrated video content, including customer testimonials, into the broadcast to enhance engagement. • Meticulous Speaker Management: Given the high-profile nature of the event's speakers, we left nothing to chance. Tech checks were conducted well in advance, often days or weeks before the event, to ensure that all devices and connections worked flawlessly. It was mandatory for every speaker to participate in a 15-minute tech check before the event. On the event day, the first group of speakers joined 30 minutes before going live for final checks, while subsequent speakers entered the green room 15 minutes before their scheduled appearance to undergo last-minute preparations. With this structured and organized approach, we ensured that every aspect of the event ran according to plan, from technical setups to the precise timing of key moments.
The event was successful, maintaining a high attendance and engagement rate throughout the day. Audience members remained active in the event's chat, contributing to a lively and interactive environment. The event's smooth execution, supported by flawless technical management, contributed to the overall positive experience for both attendees and speakers. The client expressed satisfaction with how professionally the event was handled, particularly appreciating their speakers' seamless coordination and the production of the virtual event. The high-profile speaker, along with other presenters, noted the professionalism of our team during tech checks and throughout the event. As a result of this successful partnership, we have continued to work with the client on future events, solidifying our role as a trusted partner in their event management strategy.
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