Hybrid & Virtual Event Success Stories

Look at what’s possible! These case studies are an inspirational guide for planning your hybrid or virtual event.  You might notice that each is unique - just as your event will be customized for your programming vision and goals. From finding the right speaker to guidance on packaging and delivering to your audience, HWA will help you get there.

 

     
 

Hybrid: The Best of Both Worlds

Ready to get back in business? We are too and we’re ready to help you make that transition. We are already working on Hybrid events and we’d love to help you with yours. Here are just a few examples of real events that are taking place with HWA:

The Women’s Foodservice Forum hosted their Limitless 2021 Conference in a hybrid format for the first time ever, with attendees able to choose to attend virtually or in person. Award-winning journalist, author, and editor TINA BROWN and FIFA Women’s World Cup Champion and Two-time Olympic Gold Medalist ABBY WAMBACH were invited to present keynote speeches. Brown traveled to the event in person, where there were about 100 people in-person and 1,500 watching virtually, while Wambach gave her keynote virtually. Brown gave a moderated Q&A onstage, socially distanced from the audience, and even did a socially distanced meet and greet at the end with photos. Due to strict COVID-19 protocols, the event was held safely for all in attendance.


The World Travel & Tourism Council (WTTC) is the global business leaders’ forum for the industry, and held their annual WTTC Global Summit for speakers from within and beyond the industry to share their views with an international audience of leaders in the business, financial, political, and media sectors. Between 500-700 people attended in-person at the venue, and 20,000 others attended virtually, prioritizing in-person attendance for leaders of the travel & tourism industry globally. Former President of Colombia JUAN MANUEL SANTOS spoke about his efforts to attain peace and justice in Colombia and the effect this transformation had on the travel & tourism sector, discussing how the country changed from a slow tourism hub into a leading global destination.


New York Times Bestselling author and Pulitzer prize-winning columnist CHARLES DUHIGG is speaking at GLSnext, held by the Global Leadership Network. He will speak on The Power of Habit, one of his NYT Bestselling books in-person to a small audience the week before the event, and the recording will be streamed live from the stage as around 20,000 attendees watch virtually.

 

Production Examples from Real Events

Every day we help hosting organizations reimagine and execute what had been in-person events to virtual and hybrid events. While our main focus of course is providing speakers with great content and delivery, our Event Management team has worked with hundreds of organizations that have successfully reimagined and executed the event experience. Here are video examples by type of production for planning your next event.

 

We can help you find the virtual production format that works best for the event you're envisioning. We have found there are three primary levels of production - basic, enhanced and complex - to choose from. Below are examples of three speakers doing essentially the same presentation but at different levels of production. You can see how the production affects the end result.   

Basic Features

  • Clean, simple visual
  • Clean, intelligible audio
Examples:

Enhanced Features

  • Clean visuals
  • Custom or green screened backgrounds
  • Custom graphics splash screen around speakers
  • Speaker and interviewer can be set side by side or transition to single speaker per turn
  • Picture-in-picture graphic illustrations

Examples:

Complex Features
  • Full professional video production
  • Professionally lit visual of speaker
  • Multi camera with professional transitions
  • Professional sound
  • Centralized, real time editing to cut from shot to shot or speaker to speaker
  • Computer Generated Imagery for backdrops for a full virtual space
Examples:
While HWA does not provide equipment, we are happy to introduce you to some of the partners we’ve worked with who can give you costs and help you with your event.

David Kessler on “What You Are Feeling is Grief” for General Mills

An original program developed by the Corporation to provide support for their Employees and Stakeholders during  the Covid-19 Crisis

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OVERVIEW:  

Courageous Conversation - A Discussion on COVID and Grief was a fireside chat interview with David Kessler on the connection between his work on grief and the emotions and feelings employees are experiencing right now related to the COVID-19 crisis. Tools, tips, perspectives on how to navigate this time and articulate what we're feeling.

FORMAT and EXECUTION: 

This was a 60 minute interactive discussion between a moderator, David and attendees (who could submit questions via a live chat box function) followed by small group breakouts.  

LOGISTICS AND PREPARATION: 

A technical advisor provided by the Harry Walker Agency was on the presentation and “screened” the questions for repetition and appropriateness. The platform for this piece was Zoom and it was patched into an internal system General Mills has as part of the Microsoft package (Office 365).  

After the 60 minute session, the audience was split into virtual breakouts to discuss take aways, called “Courageous Conversations.”  The breakouts had volunteer facilitators to keep things going. The platform used for the breakouts was Zoom. Zoom has a function where the administrator can assign breakout rooms. Each breakout held a maximum of 15 people.     

The Harry Walker Agency acted as Liaison between General Mills and David Kessler and provided the necessary technical and logistical guidance to make the program a success including:

  • Content Coordination including conveying the theme, questions, and program goals to David Kessler. 
  • Scheduling of all necessary rehearsals, technical checks and contingency plans
  • Expertise Recommendations including anecdotal experience with platforms
  • Advisory services based on participating in and overseeing hundreds of substantially similar events

 


Matthew McConaughey for SAP/Qualtrics

An original program developed by the Corporation to provide engage a select group of customers during Covid-19

(This event was private – video is not available)  

OVERVIEW:  

This was an internal event designed to engage an audience of customers when a “live” event was postponed due to Covid-19.   

It was a fireside chat interview with Matthew McConaughey. There were other “internal” speakers who also participated in the program.  

FORMAT and EXECUTION: 

This was a 30 minute interactive discussion. Matthew McConaughey did not participate in a Q&A, but there were internal speakers who followed him and the audience participated in a Q&A with them via a “chatbox.” The event included pre-recorded material to introduce Matthew as well as “widgets” and additional “windows” and “screens” to present slides,  presenter bios and other elements.  

LOGISTICS AND PREPARATION: 

A technical advisor provided by the Harry Walker Agency handled the logistics for Matthew’s presentation. Matthew provided his own camera, microphone and ring light to enhance the visual. The Harry Walker Agency handled a technical rehearsal in advance. The platform for this program was On24.  

The Harry Walker Agency acted as Liaison between SAP/Qualtric and Matthew McConaughey, and provided the necessary technical and logistical guidance to make the program a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Matthew McConaughey. 
  • Scheduling including necessary rehearsals, technical checks.

 


 

Glennon Doyle in an (Em)Power Hour for Athleta

An external program to help people “Move Together, Move Forward”

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OVERVIEW:  

Athleta hosted a live Virtual (Em)Power Hour featuring Glennon DoyleAllyson Felix, Megan Roup and Dyllan McGee.  

This was a multi-part event that included 4 presenters and simultaneous live-feeds.   Registration was required but it was open to the public.            

FORMAT and EXECUTION

This was a one-hour interactive program with multiple presenters. All four presenters were “live” during the entire event, and participated in segments. Glennon Doyle’s participation was approximately 15 minutes for inspirational comments. Megan Roup did an interactive training session.   

The audience was “invited” to  the event and the Company provided a “landing page” which explained and promoted the event and provided a way for attendees to register.    

The event was attended by about 10,000 people.  

Athleta expanded the reach of the program by posting it on their social media channels post-event. They produced “start and end cards” with Athleta branding around these posts and edited the content with sound-bites and quotes.   

LOGISTICS AND PREPARATION: 

The Harry Walker Agency handled Glennon Doyle’s participation. Athleta coordinated and produced the event. Glennon used her laptop with built in camera and has home lighting to enhance the visual.   

The Harry Walker Agency acted as Liaison between Athleta and Glennon Doyle, and provided the necessary technical and logistical guidance to make the program a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Glennon Doyle 
  • Scheduling including necessary rehearsals, technical checks

Athleta provided for back-up dial in information if connections failed/dropped.

 


 

Charles Blow participating in a Panel on Race, Inequality, and COVID-19

An original program developed by the Sponsor to provide support for their community and constituents 

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OVERVIEW:    

This was a Moderated Panel Discussion coordinated by Christ Church Cranbrook's  Institute for Advanced Pastoral Studies to provide information and support for their community and constituents during the Covid-19 Crisis.   

FORMAT AND EXECUTION:    

This was a Zoom Webinar event. Panelists and Audience each participated by individual Zoom Dial In Links. Speakers provided their own A/V supports and were given advance guidelines by the Sponsor with Harry Walker’s ‘best practice’ guidance.

Approximately 500 community members participated. The event was free and open to the public but pre-registration was required. The audience submitted questions via live chat portal that were vetted by moderator. The presentation lasted approximately 90 minutes, and the event was open to the media.   

The Harry Walker Agency participated by coordinating Charles Blow’s virtual contribution as a panelist. Charles Blow was virtual from his home. The Sponsor choose the technical platform.        

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Charles Blow provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Charles Blow   
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary A/V for the Speaker to comply with the Sponsor’s presenter guidelines.  

 

Mohamed El-Erian via Zoom for a Small Group Chat for World 50

(This event was private – video is not available)

 

OVERVIEW:

This was a private event for a select audience to hear candid remarks from an Opinion Leader and be able to interact in a meaningful way in a round table setting.             

FORMAT AND EXECUTION:     

Live ZOOM Conversation. Mohamed El-Erian delivered introductory remarks (10 minutes) and then engaged in a Q & A (50 minutes) with a small group of Opinion Leaders.   

The entire program was 60 minutes and was private. The Speaker provided his own laptop and microphoneHWA assisted with Speaker’s technical requirements.  

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Mohamed El-Erian provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Mohamed El-Erian      
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary a/v for the Speaker to comply with the Sponsor’s presenter guidelines.  

 


 

Amy Poehler Moderated Q&A for Okta's Oktane 2020

A previously live event which pivoted to Virtual

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OVERVIEW:    

Okta re-imagined their signature live conference as an active participatory online event. 

FORMAT AND EXECUTION:    

This was a full Conference incorporating multiple presenters and participants which was conveyed virtually to a dedicated audience of 6,000 who pre-registered.   

Sponsors and Partners were recognized and incorporated into the event via Graphics and other virtual offerings.  

The Harry Walker Agency did not produce the conference, but participated by coordinating Amy Poehler’s moderated Q & A presentationAmy Poehler was virtual from her home. The program was pre-recorded.   

Okta choose the technical partners and worked with Zoom. There was a Technical Director secured by Okta overseeing the event to troubleshoot any issues.    

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between Okta and Amy Poehler and provided the necessary technical and logistical guidance to make her presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Amy Poehler
  • Scheduling including necessary rehearsals, technical checks for the Speaker

 

Chella Man participating in a Moderated Q&A including interactive Audience Questions at Penn State

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OVERVIEW:    

This was a Moderated Panel Discussion for Penn State University. It was originally scheduled as a live program.   

FORMAT AND EXECUTION:    

This was a Zoom event which was also Live Streamed on Penn State’s Website. The  Audience was able to participate in Q&A via a private chat feature. A moderator selected the questions. The Speaker provided his own laptop and a/v support, and was given advance guidelines by the Sponsor.

Approximately 250  students, faculty and community members participated. The event was free and open to the public but pre-registration was required.  

The presentation lasted approximately 45 minutes, and the event was open to the media.   

The Harry Walker Agency participated by coordinating Chella Man’s virtual contribution as a panelist. Chella Man was virtual from his home.   

The Sponsor choose the technical platform.        

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Chella Man provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Chella Man    
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary a/v for the Speaker to comply with the Sponsor’s presenter guidelines.  

 


 

Peter Sheahan delivered a 60-minute Keynote Presentation to the Association of Equipment Manufacturers

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OVERVIEW:

Originally scheduled as a live program, this became a Webinar presentation for AEM’s members.  

FORMAT AND EXECUTION:    

This event was executed on Slide Spiel and posted on YouTube. Speaker used Power Point Visuals. Audience was able to participate in Q&A via a chat feature. A moderator selected the questions. Speaker provided his own laptop and a/v support

The presentation was password protected and lasted approximately 60 minutes.   

The Harry Walker Agency participated by coordinating Peter Sheahan’s virtual contribution. Speaker provided his own laptop and Webcam and has a full production capability from his home studio.  

The Sponsor choose the technical platform.        

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Peter Sheahan and provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Peter Sheahan     
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary a/v for the Speaker to comply with the Sponsor’s presenter guidelines.