Event Support
Overview
In early 2020, we were supporting a large networking group focused on connecting C-Suite professionals in order to help each other navigate their specialist fields. Initially, our role was to assist with administrative tasks, but the client faced an unexpected challenge when the COVID-19 pandemic triggered global lockdowns, making in-person events impossible.
Challenge
The client had previously managed a hybrid networking community with both online and in-person events. However, the pandemic necessitated a complete shift to virtual events. They needed support to ensure these events were not only seamless but also maintained a strong sense of community, collaboration, and engagement. Having provided administrative assistance for their earlier events, we were now tasked with helping the client pivot to fully virtual events.
Our client emphasised that these events needed to be more engaging and customer-centric than ever before so even though they were virtual they would still foster collaboration and connection.
Strategy and Implementation
To meet the client’s needs, we began by listening closely to their vision. We helped them with various key steps, including:
Event planning and setup - We worked with the client to liaise with event speakers and sponsors, ensuring that all logistics were in place. We helped set up events on websites and event hosting platforms, ensuring everything was in place for a smooth digital experience.
Event promotion and attendance - Our team was responsible for promoting the events to rally attendees. This involved sending out invitations, sharing event details across the client’s forums, and actively encouraging members to attend and engage with the events.
Event execution and support - On the day of the event, our team was on hand to manage the technical aspects. This included setting up and monitoring the event, running breakout rooms for smaller discussions, managing the attendee chat, and taking care of administrative tasks like recording the event and registering and monitoring attendance. By managing these details, we ensured the client could focus on being an engaging host, without worrying about the behind-the-scenes elements.
Post-event follow-up and outputs - After each event, we helped generate valuable outputs, including event summaries and notes for attendees. We also handled post-event communications, ensuring that attendees received relevant follow-up information, and we promoted the event’s highlights on social media to continue growing the client’s community.
Results
The client was able to build a large and engaged virtual community which enabled them to host both more regular and more diverse events. With our support handling the event logistics and admin, the client was able to focus on fostering connections and growing their network. The client still hosts online events, with our team continuing to handle the administrative tasks to ensure smooth execution.
If you’re looking for a team that can handle the heavy lifting while you drive strategy, Bright Lights is here to help. We don’t just support your business - we help it shine. Reach out via LinkedIn or the contact form on our website here.
Please Note: We specialise in supporting B2B businesses