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Managing a live virtual event across time zones

A renowned global healthcare company sought to develop a medical training focused investigator meeting for English and Chinese speakers, which would be aired live in China. 

It was important that this meeting was inclusive, and it needed to feature a wealth of engagement opportunities so that it would resonate with all delegates.

Event management

Our event management team developed a varied meeting programme, and planned and managed all elements of the virtual event, which featured two separate sessions.

They selected, briefed and liaised with a local moderator, who had deep expertise in the healthcare sector. They announced sessions, introduced speakers, and managed the event’s Q&A functionality in Chinese.

Digital strategy and implementation

SWM Partners’ digital team provided virtual platform recommendations, and created a bespoke portal that ensured maximum resonance with English and Chinese speakers.

They managed the meeting between 2am and 5am, UK time, which ensured a seamless delegate experience, and that the client could call on them to address any technological related queries.

Scientific expertise

Our scientific team developed a dynamic content strategy, by weaving medical procedure footage throughout, and keeping text to a minimum. They provided translation services for these videos, as well as segments featuring English speaking presenters, by adding Chinese subtitles.

Furthermore, they created a suite of resources for attendees, and those who join the study at a later date, to access at a later date.

Event success

The event’s average dwell time was 80%, which highlights the format, content and overall experience was engaging and relevant.

Our client was incredibly pleased with our approach from the pre-planning phase right through to on the day management.

They said: “The SWM Partners team are professional, hard working, client focused, and great communicators. The weekly meetings and swift follow ups on action items ensured we were on track at all times, the smooth and regular communication made us feel very comfortable that all was in hand, and it was evident that the team were great collaborators, with key roles and responsibilities clearly defined – an approach that ensured we met our study milestones. The team’s hard work is very much appreciated.”

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