In a world where adapting to change is the new normal, MediviewHD recently faced the challenge of transforming a traditional physical event into a hybrid one. The Annual General Meeting (AGM) of a large medical association, traditionally held as a physical meeting, was reimagined as a hybrid event, balancing both in-person and virtual elements.
The Hybrid Event Challenge
The primary goal was to keep the essence of the AGM alive while adhering to the government’s COVID-19 restrictions. The client desired a setting where five key committee members could be physically present as a panel, with the chairman leading the proceedings remotely. This setup demanded meticulous planning and the integration of both traditional and innovative broadcasting techniques.
Enabling Virtual Interaction
A critical component of the AGM was ensuring that the virtual audience could actively participate. This included asking questions and engaging in voting processes. Achieving this level of interaction in a hybrid setting was challenging but crucial to mimic the experience of a traditional, in-person event.
The Role of Talking Slides Platform
Our Talking Slides platform played a pivotal role in this transition. It allowed for seamless integration of live and pre-recorded content, ensuring that the event was not only engaging but also fluid and professional.
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Increased Participation and Interaction
Interestingly, the shift to a hybrid format resulted in an increase in delegate numbers and audience interaction. The virtual format seemingly provided members with the confidence to engage more actively, preferring to submit questions via text rather than speaking up in a crowded room.
Pre-Recorded Council Presentations
Council members who were unable to travel or attend in person had the option to pre-record their presentations with our recording teams. These segments were then edited into custom-branded videos and played ‘as-live’ during the event, ensuring that no voice was left unheard.
The Virtual Awards Ceremony
Following the AGM, the annual awards ceremony, traditionally a highlight of the physical event, was also conducted virtually. Produced in the same room as the AGM, it was led live by the president. Nominees were placed in a virtual green room, ready to appear on the virtual main stage for their acceptance speeches.
This hybrid event was a resounding success, running smoothly with all winners present and the virtual awards ceremony being particularly well-received. It stands as a testament to MediviewHD’s ability to innovate and adapt, providing bespoke solutions that not only meet but exceed client expectations in these unprecedented times. This event has set a new benchmark for hybrid medical conferences, showcasing how technology can effectively bridge the gap between traditional and digital event formats.
