Marketing & Execution of a Virtual Event
Summary
ISAME Forum 2020, a virtual event for our client Lions Clubs International. The targeted countries for marketing were India, Bangladesh, Sri Lanka, Nepal, Pakistan and Middle East. The event was a virtual one. Advel team managed the marketing, registration and virtual execution parts of the event.
Event Name
ISAME Forum 2020
Event Dates
11-13 Dec 2020
Campaign Period
Sep-Dec 2020
Targeted Audience
1.3 millions Lions member
Targeted Region
ISAME ie. India, South Asia & Middle East
Project Execution Period by Advel Team
28 Sep- 28 Dec 2020
Project Brief
Lions Clubs International, a world largest NGO with more than 1.5 Million members have their presence in more than 200 countries. In multiple agency pitch, Advel team bagged the contract. The brief was managing the marketing, registrations, virtual execution including entertainment part and tech support of the event. ISAME Forum is client’s annual event which they had managed offline but due to COVID situations they decided to take the same online for which they float the brief.
Solution
Marketing & Registration
Advel team managed this part through 4 digital mediums,
- Social Media: Multiple messaging about the event inducing for registration with landing page link on Facebook, Instagram & Twitter pages/handles of ISAME Forum among their TG, which was all Lion Members across ISAME region.
- Emailer: The database of Lion members across their targeted regions was provided by the client, Advel team designed & executed multiple messaging and update-based emailers for the TG in ISAME region.
- WhatsApp Groups: Database management of the client and managing more than 50 WhatsApp groups across ISAME region of their top leadership. Multiple messaging for inducing the registration.
- SMS Campaign: It was managed across India among all Lion members with the registration links. Multiple SMS burst was done.
Sorting, Finalizing & Execution of Virtual Platform:
To select a user-friendly virtual platform many demos were taken by the team in the span of 10 days out was which 3 was shortlisted and latter finalised vfairs.com in terms of
- Ease of use & impact
- Costs
- Features
The following work managed by the team for our client on Vfairs.com platform;
- Import of registration data
- Designs of virtual lobby, exhibition hall, auditorium, info desk & networking lounge
- Scheduling of all activities spread across 3 days on the platform backend and frontend.
- Uploading all seminars & sessions at the backend.
- Designing & setting up client’s & their partners’ exhibition booths.
- Setting up networking rooms for booths and speakers.
Video Editing & Promo Videos:
Seminar recordings, Chroma shoot, colour corrections, editing & packaging of all seminars and sessions was done by Advel team. We also made animated promo and session videos for the event.
A uniform animation theme was created for the forum along with 100+ introductions animations for each sessions and speaker.
After all editing, final output was uploaded on vfairs platform as per their prescribed format
Entertainment & Cultural Activities:
For the entertainment bits, multiple options were worked out, below mentioned were the acts that were produced and finalized
- A couple of Sand arts.
- Portraits of all executive officers by Mouth and Foot Painters
- Lord Ganesha Prayer and lamp lighting ceremony to Start the forum
- 7 entertainment performances by Miracle on Wheels (kids with disability)
- 5 cultural performances by Indian classical dance troupe.
All the above performances were managed following the COVID Protocols, followed by editing and post production.
What was the impact?
What barriers & challenges?
The biggest barrier was digital availability on any Digital Platform by majority of our targeted audience. To cope up this barrier, our strategy team added WhatsApp messages & SMS in the overall scheme of things besides social media & Emailer campaigns.
The biggest challenge was bringing and training of most of the registered audience to virtual event platform but with multiple demo sessions and live trainings, team managed to bring more than 95% of the registered audience on the vfairs platform during the event days.
Our points of learning?
- Managing 100% virtual event was big learning for the team.
- Engaging & bringing the audience of 50+ age group on digital platforms.
- Understanding pros & cons of various virtual event platforms.
Testimonials
As a presenter and attendee at the first ever virtual Lions Clubs International ISAME Forum, I was truly impressed by the production value and how well the forum was organized. The experience was seamless as I was able to efficiently move across and participate in multiple sessions. Wonderful event.
Support, Communication, and Responsiveness by the Advel team should definitely be called for. out and appreciated. Right from the training that were organized for our team members to get familiar with the platform, to the various resources shared on setting up a booth, hosting the webinars and the session recording guide for speakers, the support during the forum – were all very useful. The Advel team, especially Samir from the Advel team helped in making the virtual forum engaging and easy to navigate and participate.
