Virtual Summit

Situation

BBDR Pacific, a professional event planning agency in Los Angeles, was looking for an event planning system to manage the online registration, communications, and other logistics planning for a large Virtual Summit on behalf of their clients, the Kenner Family Research Fund (KFRF) and American Pancreatic Association (APA). In a normal year, KFRF and APA would have hosted another in-person summit in New York, but during 2020 and Covid-19, they elected instead to host a Virtual Summit.

BBDR was looking for an event technology vendor that could handle the online registrations, communications with attendees, and other event logistics based upon attendee responses. The vendor had to be able to provide an on-brand registration dashboard, provide an easy-to-use user experience, integrate custom survey questions during registration, operate worldwide and across all device types (desktop, tablet, mobile), and finally be cost-effective.

The Virtual Summit featured a series of breakout sessions hosted by expert medical panelists and attended by not more than 20 guests per session. The event management system also needed to assist them with that portion of their event.

Solution

BBDR hired Eventene to manage the registration, email communications, and other planning logistic needs. The team at Eventene worked closely with BBDR in developing a streamlined registration form, including an integrated survey that allowed each guest to select which breakout session they wanted to attend in rank order. During the planning stages, BBDR used Eventene to send out over 30 email communications with the event attendees and the expert speakers and panelists. Eventene also provided comprehensive reporting to KFRF on attending lists and session selections, enabling BBDR and KFRF to make more informed planning decisions. BBDR also leveraged Eventene's unique assignments feature to organize their attendees into specific breakout sessions and distribute those assignments directly to each attendee.

Results

The Virtual Summit used a combination of a dedicated event website and links to partnering services. Eventene provided the service behind the Registration portion, as seen in the following screenshot.

Official Virtual Summit Website

When guests clicked on the Registration button one the official Summit's website, they would be directed to the Summit's custom registration dashboard hosted by Eventene, as seen in the following screenshot. From this dashboard, guests could easily share the event with others on social media, add the event to their personal calendar, access the Program agenda, and access the links to launch the live stream Video Summit, hosted on YouTube Live, and the breakout rooms, hosted on Zoom.

Registration Dashboard (powered by Eventene)

When guests were ready to register for the Summit, they first created an account wiith Eventene, allowing them to login later and review their previous registration responses. Their Eventene account also allowed them to login to the free Eventene Mobile App for use during the Summit. Clicking the "Register" button launched a personalized online webform to complete their register. The following screenshot shows how guests encountered Eventene's online registration form.

Online Registration Form

As an optional enhancement to the Summit, the event organizers and participants could download the free Eventene Mobile App, which enhanced the experience by providing the event agenda at their fingertips and links to launch the online video feeds and Zoom meetings. For the Summit participants, clicking on the Assignments tab revealed their assigned breakout room for the "Keep the Conversation Going" portion. The following screenshot shows how the Virtual Summit appeared in the mobile app.

Eventene Mobile Event App

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