ETOA

Online global event management through a bespoke video platform

6

week turnaround

85%

good or excellent feedback

8,000

international attendees

The challenge

As a long-standing client, ETOA came to us for help at the start of the Coronavirus pandemic. Being a travel trade body that relies heavily on events for their strategy and revenue, ETOA knew they needed to quickly adapt and provide online alternatives.

They asked us to develop an event hosting and video conferencing platform which would allow them to run events virtually. The platform needed to be up and running in six weeks, to avoid cancelling an upcoming event. It also had to enable ETOA to replicate their popular speed-dating event format, whereby buyers and suppliers are hosted in individual meetings.

Laptop with a video conference call on the screen

What we did

Having worked with ETOA for many years we had a good working knowledge of their business objectives, systems and events, so were able to hit the ground running quickly. We knew what approach we needed to take and were able to jump straight into researching platforms.

In just six weeks we designed and built a bespoke video platform for ETOA, using customised Jitsu Open Source software. To minimise disruption, we worked within the confines of existing appointment booking systems, which matched buyers and suppliers based on their meeting preferences. This meant that on the day attendees were automatically scheduled into video meetings, where they could chat and share screens for a pre-allocated period of time.

 

Prior to the event we ran several tests to ensure the platform would run efficiently, and then launched it for ETOA’s 2020 City Fair event. The event was attended virtually by over 400 people from around the globe, and we ran over 4,000 video meetings in one day.

The feedback from the ETOA event was overwhelmingly positive, with over 85% of attendees rating it as good or excellent. Due to this success, ETOA have now run over 20 online events using the platform built by us, with attendees totalling over 8,000 and meetings over 240,000. Each of these events has run over multiple time zones, enabling people to easily meet from across the world.

Before, during and after every event we have been on-hand to provide technical support, and continue to evolve the platform based on feedback from previous events.

This [online] approach allows us to widen the breadth of delegates who can attend, while making events more accessible to those pressed for time who can participate without needing to travel.

ETOA

Outcome

ETOA now has a stable, rigorously tested video platform that they regularly run online events through.

The success of the platform has been so clear that ETOA plan to continue a hybrid of in-person and online events, despite pandemic restrictions coming to an end. This flexibility gives attendees the option not to travel for the events, which means more people are likely to attend in future.

What was once intended as a short-term fix has become a successful new business vertical for ETOA, and will be a key part of their portfolio moving forward.

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