In total, the event had a 50/50 split between onsite and online speakers, with roughly 450 speakers attending in a virtual capacity. The congress ran across 4 days and had 12 unique channels with over 180 individual sessions.
Our Virtual Stage Managers (VSMs) each oversaw one of these channels at the event, welcoming the speakers and ensuring they were ready to give their presentation or talk. The team was made up of 12 VSMs plus two production managers. A decision made mid-summer was to have both production managers physically onsite. This was key in the successful delivery of the event. It ensured that communication was as good as possible, with the ability to speak face to face with all teams, and improved reactivity as our VSMs could quickly talk to the technicians in the room or the onsite production team.The rest of our team of VSMs were online, supporting speakers on the platform and in direct communication with their room technicians.
One of the interesting learnings from the event was that a number of speakers switched from onsite to online during the event. We had planned how these cases would be managed, but in the future, we expect that this will increase once they become aware that switching online is an option. Speakers will be looking for flexibility, so it is important to understand how to quickly and effectively adapt the sessions and production when circumstances change.
The event was a resounding success; the feedback from across the board was highly positive. It was a testament to the excellent planning and oversight by the ESOT team. Being the first event of its type in Europe and possibly the world, it was a considerable achievement to deliver such a large scale and complex event so smoothly.
“Anyone looking at organising a virtual or hybrid event should work with GoRemote if you want a smooth production!”Devi Mey – COO, ESOT
Hybrid events like this will become the norm as we enter a new paradigm of thinking about events differently in the months and years ahead. They offer both greater flexibility and more opportunities for the speakers and audience; however, they are far more complex to manage for the production teams. The key is solid planning and building sufficient contingency and flexibility so that the event can quickly adapt when circumstances change. This is something that has always been at the core of how we work. We believe the combination of a great team, the right tools and solid production is what ensures the delivery of world-class events and congresses. We’re proud to have played our part in ESOT 2021 and helping set the benchmark in how hybrid congresses will work in the future.