The Analytics Institute of Ireland Annual Summit 2020 

1,500 international delegates

The challenge was a 10-week lead time to create a unique and bespoke event for The Analytics Institute’s first virtual annual summit.

Our scope of work included: Virtual Platform Design and Conception, Agenda Creation, Analytics Charting, Downloads & Uploads, Explainer Videos, Finance, Creative Graphics & Design, Project Plan, Speaker Management & Rehearsals, Sponsor Management & Rehearsals as well as a full technical & studio delivery with AVCOM at O’Reilly Hall in UCD.

How we made it happen:

Our first deliverable was to ensure sponsors recognised value in the event. We conceptualised various virtual event booth designs, both online and 3D formats and showcased these in a focus group with the sponsors. After some tweaking, we created the perfect models and then we worked closely with sponsors to collect their assets and create their perfect booth.

Designing the bespoke Octa platform involved many planning meetings with the client, making tweaks and changes to the platform to ensure it looked fully customised and on-brand. The client was thrilled with the end result (see testimonial here) and attendees from companies such as Microsoft and Facebook said the platform “was one of the most user friendly & functional platforms they had seen to date”, resulting in high feedback scores from the attendees on the day.

A robust TRO (technical running order) is essential for managing a complex virtual event and we had a mix of pre-recorded and live studio presenters so there was a careful balance needed to ensure the event ran to schedule.

On the day, we had show-callers, floor managers, lighting technicians, audio experts, streaming technicians,  speaker managers and a makeup artist onsite to deliver an excellent event. We had everyone positioned, respecting social distancing, to deliver.

Following the TRO, line by line, we executed a flawless event for this client.

Client Feedback Post-event:

“I found making the decision to run a virtual event quite daunting. Last year we had 1,100 attendees in person at the CCD and I couldn’t get my mind around how we could replicate this in a virtual event.

Working with the team at Octa shifted my mindset entirely and the end result of the Summit was nothing short of wonderful. We had many plates spinning during the planning stage but the support we received from Octa was excellent. It’s important not to underestimate the amount of work involved. My advice is to rehearse and practise as much as possible intertwined with meticulous planning

Our global attendees fed back that they were universally delighted with the event and the structure and content. We also had a wide range of sponsors and had to move these from an in-person environment to online and 3D virtual booths. They only had good things to say as the platform and interface was exceptionally user friendly.”

Interested in learning more about our Virtual Meetings and Events Solution?