Adapting with Speed to Transition Virtual Platforms for NIH
INFINITY’s ability to adapt under pressure was put to the test when, as the provider of virtual and hybrid events for an NIH institute, we were tasked with switching to a new virtual platform on an accelerated timeline—and delivered results that surpassed expectations.
CHALLENGE
As the virtual and hybrid event provider for an NIH institute, INFINITY facilitated a range of meetings with varying degrees of complexity for large and small audiences. When NIH mandated a switch in meeting platforms from Zoom to Microsoft Teams (Teams) with only 48 hours before our next scheduled meeting, we had to quickly master the new platform while simultaneously onboarding all speakers and attendees.
SOLUTION
INFINITY sprang into action by creating a transition plan and mobilizing our team to ensure a seamless event:
- We conducted an immediate gap analysis by mapping all meeting requirements against Teams’ capabilities to identify and address any functional limitations.
- Our team researched, documented, and tested the functional differences between Teams Meeting and Teams Webinar to recommend the optimal platform, simultaneously developing mitigation strategies for all identified risks.
- We rapidly executed rigorous internal testing by mobilizing staff as “mock attendees” to validate all critical functions such as chat, Q&A, and reporting features.
- Our Virtual Event Planner prioritized speaker readiness by immediately reaching out to the speaker and conducting a successful one-one-one test session within hours of the platform change notification.
- We performed end-to-end integration testing with NIH Videocast to guarantee a smooth livestream connection and clear recording output.
- We generated and disseminated new meeting links and updated instructions to all registered attendees and stakeholders.
- Post-meeting, our team conducted a debrief with the NIH staff, capturing lessons learned to fine-tune and optimize processes for future meetings.
RESULTS
The meeting was a success, without a single technical issue reported by the speaker or attendees, and perhaps most importantly, with no drop in attendance from previous meetings. Using this success as our baseline, our team has since moved forward to master advanced platform capabilities—from breakout rooms and attendee management to enhanced accessibility capabilities—to deliver even greater value. Our team’s flexibility, deep technical expertise, and meticulous focus on the end-user experience gives the NIH team complete peace of mind, knowing their meetings are in capable hands.
Let INFINITY Handle the Pivot to Achieve Your Desired Outcomes
Impossible deadlines and technology pivots are where our expertise becomes your greatest asset. Our nimble team mobilizes quickly, translating complex technical requirements into a seamless, professional experience for your speakers and attendees. We dive into the details and manage all the moving parts to deliver a flawless event.
Facing a sudden technical hurdle? Contact us and let our team handle the pressure.