The Collaborative Firm
Virtual & In-Person Conference Planning
South Metro Development Conference
2021 Virtual Conference
The planning phase for the 2021 South Metro Development Conference involved meeting with the sponsor to gather information on the conference’s vision, objectives, and goals. Research was conducted on virtual platforms suitable for the conference objectives, and the team became proficient with the chosen platform for backend logistics management. The Content Producer helped coordinate and schedule pre-recording sessions for speakers and awardees. Over 30 sponsors were managed and liaised with, ensuring deliverables were met per sponsor level. The conference budget, sponsor payments, and registration numbers were managed, and communications were drafted and distributed to stakeholders. The marketing specialist was liaised with for online registration site development and content. Project management tools and software were utilized for event tracking and progression. Weekly meetings were led with the event and marketing teams, and virtual platform design and setup were overseen. Multiple education sessions and walkthroughs were managed for sponsors and the event team, along with communications with event registrants.
Event Day Management
The event day management involved leading a pre-event meeting with the virtual platform representative and technical team, ensuring all registrants could log on to the virtual event platform. The internal team’s virtual assignments and placement were managed, and the chat feature was utilized to ensure sponsors were correctly set up in the virtual tradeshow space. Backend logistics during the conference were overseen, and final reports were submitted as required by the client. Virtual analysis was shared with sponsors.
2022 Onsite Conference
The planning phase for the 2022 SMDO conference as it returned onsite began with a meeting with the sponsor to discuss the conference’s vision, objectives, and goals. The team became proficient in managing the event app and contactless registration software. They managed and liaised with over 30 sponsors, ensuring that deliverables were met per sponsor level. A pre-registration and onsite registration process was created, and communications were drafted and distributed to stakeholders. The marketing specialist was consulted for online registration site development and content. Project management tools and software were utilized for event tracking and progression. Communications were managed with speakers, sponsors, exhibitors, and event registrants, and the event staff was trained on registration software and processes.
For on-site management, the team oversaw the registration software setup and managed a team of 10 event staff, including registration and directional staff. They acted as the point of contact for conference speakers and submitted final reports as required.
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