Challenge

Infinity oversaw the event and travel logistics for a combined scientific workshop and virtual conference for 150 participants. The client wanted to add a virtual participation component to the workshop but did not know what to ask for without a full understanding of virtual conferencing terminology to get the result they wanted with limited funding.

Solution

Infinity contacted our virtual conference vendor to help explain the virtual platform options, both in terms of budget and expected outcomes. The client was able to offer a hybrid workshop that involved on-site participants and a virtual component for those unable to travel. It consisted of a separate virtual event registration, a webinar of all breakout sessions, and a webcast of the general sessions.

Results

Infinity delivered the best of both onsite and virtual formats to the client. We facilitated all arrangements and communicated with the virtual conferencing company, the audio visual services vendor, and the hotel regarding equipment provisions, bandwidth, and TI lines. We were able to provide additional onsite technical support services to ensure successful viewing. To meet unexpected requests and changes while onsite, the technical team quickly acted to provide the onsite participants with the virtual meeting registration site. As a result, attendees were able to deliberate with their colleagues after workshop hours. The technicians also extended the archiving and viewing timeline to allow for future viewing of sessions and for program staff to create reports on the findings from the workshop.