Our Role

From the outset we were heavily involved in the planning – initially creating the event website which was the hub for all information about the event, programme, speakers, registration, sponsors and exhibitor information etc. We helped develop the sponsorship and exhibition packages and gave guidance around the timing, duration and format for the event, which ran over 3 half days.

Leading up to the event, we delivered briefing sessions for all speakers and moderators, ensuring everyone involved in the event felt comfortable with their role and what was expected of them.

We managed the event platform on the day, and provided a host who pulled everything together across the 3 days, ensuring there was a real ‘event’ feel to the event, and providing a familiar face at the start, during the breaks and at the close of each day. This ensured there was always a smooth transition from one session to the next.

We also organized a series of fun activities, ice-breakers and competitions which ran throughout the event and added another dimension and helped keep the audience engaged.

The outcome

The event was deemed a great success – ticket sales reached 1000 which exceeded all expectations at around 8 times more than the usual in-person conference. There were over 60 speakers over the 3 days, with 6 parallel sessions running, all of which were recorded and made available on demand after the event. 11 the sponsors signed up too, and overall feedback from all involved was overwhelmingly positive.

Building on what has been deemed a huge success, the Association is planning to run its 2022 annual conference as a virtual event again, with a small face-to-face gathering at a venue afterwards for those who miss the human interaction element.

Event Works were delighted to have played a part in such a successful event, and receive such glowing feedback from the client, we are already talking about the event in 2022 which we can’t wait to start planning.

Client Feedback

“The feedback we have had from delegates has been overwhelmingly positive, and we are delighted with the support we had from the team at Event Works Europe. We partnered with them to deliver the event from the outset, when they helped us to shape the structure, selected and managed the virtual event platform, and ensured all involved – speakers, moderators, sponsors – were given clear briefings/practice runs in advance of the event. The team are a pleasure to work with and felt like a true extension to our own team, and we would not hesitate to recommend them to anyone looking for a ‘safe pair of hands’ for their next event.

Critical success factors:

• Our digital expertise, which allowed us to advise on the choice of platform, as well as to select effective digital tools such as Menti for the conference that provided an added dimension of interaction with the delegates
• A professional host to pull everything together
• Meticulous planning and preparation and briefing everyone with a role
• Technical expertise to help select and manage the platform
• Clear communications with delegates, sponsors and speakers in the run-up
• Fun activities to engage the audience, including use of a secondary tool, in this case Mentimeter
• A close working relationship between Event works and the client’s team