Event planning and management
The agency’s event management team partnered with our client from the very beginning of the planning phase, and in addition to the strategic support they typically provide, shared several recommendations from an environmental perspective.
For two of the events, the team was able to incorporate existing LED screens for the show projection set, meanwhile the remaining meeting utilised a recyclable and reusable set, which was constructed from materials they sourced from vetted eco-focused suppliers.
Further power saving measures were achieved by powering down all audio visual equipment and venue lighting at the end of each meeting, rather than leaving them on standby overnight.
Host venues were selected based on their green credentials, where standard practices included the use of glass water bottles or refillable jugs in place of single use plastic ones, the provision of meat reduced, and supply of locally sourced menus, as well as the use of renewable energy to power meeting and guest rooms.
From a signage perspective, the team looked to electronic alternatives, as well as reusable options, where branding from one meeting could be removed and replaced with that of future events.
Digital strategy and implementation
As a result of the sustainable recommendations provided by our teams, all three meetings in the series were hybrid in nature. This reduced the need for delegates to travel unnecessarily, and also ensured the meetings were accessible to all.
Speakers – which included key opinion leaders, site staff and patients – also had the opportunity to present from afar, either via pre-recorded presentations or live streams, both of which our digital experts managed.
The team curated branded, user-friendly virtual platforms for remote attendees, which incorporated all key engagement functionalities, so they could learn and connect with both speakers and colleagues in the room.
Rather than hand out physical pieces of paper or booklets for the purpose of in-person Q&As, polling, and feedback forms, these were housed within iPads that each delegate received, the platform of which our team also designed and managed.
Many delegates appreciated the recyclable badges and lanyards that they received upon arrival, as well as the simple electronic registration system, which also served as the event’s information source and sign-in platform.
