Annual staff conference - from a live event to a virtual meeting

The motto of recent months not only for our company has been prepare for anything.

Visual Communication Holding, of which AV MEDIA EVENTS is a part, annually organizes an internal company conference full of rich programs, meetings and entertainment. Unfortunately, particularly large social gatherings are among those illicit actions during the pandemic. Despite all the restrictions, we have come up with a way to keep the event in its original "live" version. However, the restrictions were changing every day. We had to adapt swiftly to the event's form in reaction to the ongoing situation. The conference has to take place! But how?

About the conference

The AV MEDIA annual staff conference has always been held in style and with many entertaining guests' apparent participation. Each year was accompanied by a new concept, and the program and activities associated corresponded with the theme. Employees were grouped randomly across departments to get to know each other. They performed various enjoyable tasks in teams. During the evening, several corporate presentations had been shown depicting the annual performance of the past year and future forecasts. Among other things, the whole event offered a unique chance to meet colleagues from different branches in other cities and had become an essential team-building fixture.

Preparations

Our colleagues from AV MEDIA SYSTEMS had been prepping up the conference since the summer with the theme "Back to the Future." Everything was being prepared for personal participation, whether the personal gatherings or a team game. Interior and exterior locations were booked, and the event was clearly outlined.

Live or hybrid event?

But then autumn came. The pandemic in the Czech Republic got worst. At that moment, it was becoming clear that the conference would not take place to the planned extent. Especially not with 200 employees meeting in one place. Consequently, our colleagues approached us with the idea of a hybrid conference concept. Within one month, we managed to put together a new "Journey to the Moon" theme and selected suitable locations. We wanted to involve all employees in this new game plan. These were going to be divided into groups of 10 people in 16 various locations.

In January, when the state of emergency in our country was being prolonged. The pandemic situation remained the same. By then, it was evident that the hybrid event would not take place either.

Virtual event!

At the time, there were two choices. Either cancel this year's employee conference or transfer to the online environment. That meant to come up with a brand-new concept within 14 days.

The complete online solution formed until the very last moment and was broadcasted via the platform Meeting 15 from the oneAVstudio. The technical team, presenters and guests met after antigen testing and produced a spectacular performance. During the program, several questions popped up on the screen, and all employees were greatly involved. Presenters were able to respond promptly to the results and provide generous feedback. A traditional group photoshoot took place at the end of this remarkable show. For the first time, there was no squash and squeeze or placement disorder. MS teams arranged our colleagues accurately and well visible with ease.

At the end

Despite numerous changes in the concept and ever-changing regulations, the conference was a great success as the satisfaction questionnaires' results proved. Employees appreciated the shortened version of the conference. We could keep the safety of our employees the number one priority. Yet, the main cornerstones of the conference had been maintained. Hopefully, next year will be different, and everyone will happily exchange the tracksuits for formal wear.