We were part of group of companies that won the contract to deliver the FIBA AGM, our role being to manage all those virtual attendees at the event. The show was largely virtual, with an online audience and delegates from each representative country joining remotely. It also had a hybrid aspect, with studio-style production that was hosted live from Geneva.
The key challenges were to ensure each representative could access the platform, had the option to ask questions, were fully tracked – so that there was a log of who had joined the meeting and who hadn’t – and critically were available to vote using a special voting platform.
We undertook tests, briefings and training with all country reps before the show to ensure they were set up on the voting, understood the platform and had quality audio and video for any potential live questions.
We set up and managed Zoom and created individual Zoom links (379 in total) via the Zoom API, so they were structured in terms of naming conventions. All links were then exported and sent out via email from the client’s email address.
During the event
On the day, we managed all participants to log into the meeting, providing final briefings, liaising with the onsite production team – so there was a clear overview of the remote aspect – and supporting online during the event.
The event required a lot of staffing to manage over 350 participants into the call in a very short amount of time where they would watch the event.
Every delegate was welcomed, briefed and final checks made to ensure that they could vote with ease.
We used our unique speaker database and live arrival boards to log every participant as they joined, so this was clearly logged for FIBA post–event.
The event was a success, and all ran very smoothly. With a small team onsite, plus remote support from our team of Virtual Stage Managers, we helped FIBA successfully deliver this important event in their calendar.
Thanks again, and congratulations for your work and that of your team.
Thierry, Head of IT, FIBA