We proposed a solution for the client, where the conference ran on a platform that was basically made-to-measure. This platform offered all the functions needed for organizing a virtual conference. For the organization of live workshops, we decided to use the CISCO Webex platform which, through a relatively large range of functionalities, enabled the necessary interaction during live workshops.
In order to gain the interest of participants despite moving the conference to the virtual environment, we used an extensive marketing strategy through a mailing campaign on a weekly basis, information on social media and the conference website.
We tried to make the conference as if it really took place live from Berlin, so we prepared the complete opening ceremony. We used a virtual studio in Cubex to pre-shoot part of it. In the background, the sights of Berlin – the Brandenburg Gate, the Reichstag dome, etc. – were post-produced. This gave more authenticity to the whole ceremony.
The virtual conference lasted four days, the same as if it had been held in the standard way. In addition to the opening and closing ceremony, an online press conference with journalists from all over Europe was held during the conference.
The programme for participants was packed. In the mornings on the second and third day, 5 parallel workshops took place, a total of 30 on both days. All 4 days, registered participants could choose from 5 plenary lessons, 34 live parallel sections, use the chat option or visit a virtual exhibition with WONCA Village.
The conference was organized by a large team consisting of a project manager, several technical coordinators, a programme coordinator, an exhibition coordinator, registration coordinators and many other persons providing further services such as hot line; to have replacements ready was also necessary for the case a team member fell ill or had to go to quarantine.