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Project overview

A leading healthcare company looked to us to bring in-person and virtual attendees from across the world together for a hybrid investigator meeting.

Networking, discussion and learning opportunities needed to be plentiful, and deliver an inclusive experience for virtual attendees.

Achieving hybrid event success

SWM Partners planned and managed a hybrid event in London for global delegates, as pandemic restrictions began to ease

Event planning and management

Our team managed venue sourcing and liaison, delegate travel and accommodation, catering, several presentations, and on-site branding. This included a bespoke set, which was designed to fit the event space, and create a compelling experience for both in-person and remote attendees.

Digital event development

The agency’s digital experts ideated, developed and managed an interactive platform complete with a camera function. Much like a television show, it panned in and out to showcase different speakers, audience members, slide content, and the physical space.

All presentations featured voting and Q&A elements, which were available to live and virtual attendees via an interactive app. Remote audience members also had the option to have their faces appear on the main screen when they asked a question.

 

Science and data-led communications

The team provided speaker support in the lead up to and during the meeting, and oversaw the development and formatting of their slide content. This ensured key trial related findings and updates, which were complemented by case studies showcasing its effectiveness, could be understood with ease.

Event success

The client was thrilled with the overall execution, particularly the fact that every site across the world had representation either physically or virtually, which highlights the effectiveness of the solution.

Of the virtual attendees, 82% engaged with the entire experience, meanwhile 94% of in-person attendees stated they got the most value out of meeting the study team and site staff, which points to the success of the in-person element.

The client stated: "Everything was perfect and we couldn’t be more thankful for all the help and the professional planning. No detail was left out. A big thank you to all of you for your support in making this meeting a success."

Attendees were similarly pleased with the experience. Commenting on the virtual platform, one delegate said: "Looks fantastic – thank you! That may be the best virtual meeting format I’ve seen!"

Physical attendee feedback included: "It was a really effective meeting on so many levels. Well done everyone” and “The IM was excellent in all aspects. Many thanks."

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