Adopting the hybrid method: European Medical Education Event

The challenge

With COVID restrictions constantly changing and customers pushing for the return of F2F events, a team working in fertility reached out for support with the execution of a hybrid medical education event in Prague. They wanted to create a hybrid model that catered for last-minute changes in terms of where speakers may join from and allowed both physical and virtual attendees to get involved in the discussion.

The solution

In collaboration with another agency, we created a hybrid event setup. The venue in Prague was optimised to cater for F2F attendees, with chairs socially distanced and additional TV screens for those further away from the stage. The stage backdrop was also built with screens to enable virtual speakers to be visible on the stage and allow interaction between them and the moderators. We used both the zoom chat box and Slido to capture audience questions and ensured chairs asked an equal number of questions from those in person and those online.

For virtual attendees who were unable to travel we created a bespoke event page for the congress, allowing them to watch the livestream of all the sessions or catch up on-demand. We developed a series of mass email campaigns to drive registration for complementary attendance. For those who were unable to attend the event at all, we also worked on some engaging interview style mini videos to capture the key messages from the speaker’s presentations.

The outcome

The event was a huge success, with over 100 HCPs joining in person and another 500 attending online (live or catching up on-demand).