McAfee Corp. wanted an agency partner to support their Global ‘All Hands’ Town Hall meetings virtually, with the ability to stream these to their global workforce across different time zones and incorporate remote presenters and hybrid live audiences in different locations.
The solution discussed is based on a bespoke web portal built to McAfee’s requirements, which provides an easy-to-use and easy-to-access micro-site, which can be enhanced and developed over time and integrated alongside live event support capability.
A 2 – 3 hour hybrid or virtual (depending on monthly requirements) Town Hall Global event.
Set-up, management and ongoing maintenance of a bespoke McAfee built web-portal accessible to all global employees to view live streams of the events.
Web portal incorporates branded HTML invites, an online registration page, online event agendas, downloadable content, interactive polling, Q&As, and full reporting functionality.
Full technical/AV support from remote studio base and as required onsite for live audience and/or live presenter broadcast sessions with remote studio management and equipment set-up as required.
Presenter support, live streaming delivery, and pre and post-event production support.
Video and content editing, on-demand web-accessible event recordings post-event and cloud storage
Live event location services; set and staging, AV, production staff, branding and provision of all required equipment.
Pre-event management of all project elements and documentation in the run-up to each event date.
Organising and overseeing each live event, ensuring that all logistical and technical elements run seamlessly (streaming services, speaker management, live set-up).
Regular review calls & registration reporting and updates provided throughout the project cycle.
Financial budget management throughout & final reconciliation.
Positives of an online audience
Global Reach: The online platforms provided access to a global audience. Content can be shared and accessed by people from different parts of the world, allowing for a broader reach and diverse audience.
Accessibility: Online audiences can access content at any time and from any location with internet connectivity. This flexibility enhances accessibility for individuals who may have constraints in attending physical events.
Interactivity: Online platforms often facilitate real-time interaction between content creators and the audience. Features such as live chat, comments and polls enable engagement and feedback, fostering a sense of community.
Data Analytics: Online platforms provide valuable data analytics tools. Creators can gather insights into audience behaviour, preferences and demographics, helping them tailor content to better suit their audience.
Cost-Effective: Hosting events or reaching an audience online can be more cost-effective compared to traditional methods. There are fewer overhead costs associated with venues, travel and physical materials.
Challenges of an Online Audience:
Digital Divide: Not everyone has equal access to the internet and digital devices, which can lead to a digital divide. This can limit the inclusivity of online audiences and exclude individuals with limited online connectivity.
Distractions: Online audiences may face distractions such as notifications, other websites or apps competing for their attention. Keeping the audience engaged can be a challenge in the face of these distractions.
Technical Issues: Technical glitches, such as poor internet connectivity or compatibility issues, can disrupt the online experience and create frustration among the audience.
Lack of Personal Connection: Online interactions may lack the personal touch and face-to-face connection that physical events provide. Building relationships and trust with an online audience can be more challenging.
Security Concerns: Online platforms may be susceptible to security threats such as hacking, data breaches or online harassment. Protecting the privacy and safety of both creators and audience members is a constant concern.
Balancing the positives and challenges of an online audience involves understanding the unique dynamics of the digital space and adopting strategies to address the associated issues while leveraging the advantages for maximum impact. At Chill Out! we believe that we have found lots of different ways to achieve this and have applied solutions to a large number of different virtual and hybrid events.
Attendee Experience
Attendees reported a very positive experience with the branded bespoke web portal that we built; during hybrid events, when a live audience was invited and included in the event, engagement and feedback were even more positive.
Attendees enjoyed the convenience of being able to join these sessions from their homes or workplaces, yet still feel connected to their global colleagues. The interactive features and functionality of the web portal enabled users to participate in live chat, Q&A with senior members of staff whom they would not normally have access to and be able to provide simultaneous feedback through polls and instant messaging.
The ability for the audience to re-visit the web portal in their own time and watch pre-recorded sessions and content was particularly appreciated with so many staff located in different time zones. Downloadable content and takeaways following each event also provided a streamlined and regular line of communication from senior management to the employee base and has been well received. Follow-up gifting, which was provided and organised by Chill Out! for some of the Town Hall sessions was really appreciated by the global community too.
During both virtual and hybrid events, presenters were able to interact in a separate ‘Green Room’ chat area that ensured that their presentations seamlessly transitioned, allowed for interaction, and that timings were respected.
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