How We Successfully Delivered ASA’s 2021 Hybrid Event to Over 1,500 Attendees.
Company Name
Australasian Sonographers Association
Conference Name
ASA 2021
Event type
Hybrid Event
Conference at a Glance
• 604 App Downloads
• 9 different session rooms
• 950 Virtual Attendees
• 550 In-Person Attendees
• CPD points offered through the event platform
Quick Facts
The ASA is the professional organisation for Australasian sonographers who are the experts in ultrasound. With over 7,000 members, 75% of which are Australasian, the ASA has a significant role in supporting and advising the profession about the highest standards of providing the best possible outcome for ultrasound patients. Its vision is for a healthier world through sonographer expertise.
Overview
As the world’s leading end-to-end virtual event platform, the Australian Sonographers Association engaged Arinex Live to deliver their Annual International Conference, one of the largest international gatherings of sonographers in the southern hemisphere.
For the first time, this key event on the sonography calendar was a hybrid conference broadcast from the Brisbane Convention and Exhibition Centre in 2021. This was a large-scale conference held across three days, in nine rooms, with more than 1,500 delegates in attendance, 950 of whom were virtual attendees.
The Approach
Arinex Live’s expertise in delivering hybrid events has made us a go-to choice for clients seeking innovative solutions. ASA quickly recognized Arinex Live’s expertise in managing in-room delivery and live streaming. The result was an outstanding hybrid event experience that highlighted our ability to adapt to the unique needs of our clients.
When Arinex Live was initially contracted to facilitate the conference, the plan was to work closely with the venue’s audiovisual team to live stream via Arinex Live’s platform.
However, as planning progressed, it became clear to both the client and Arinex Live that the latter were leading experts in delivering hybrid events. Therefore, it made the most sense for its team to go to the venue and manage in-room delivery and live streaming.
The preparatory work included building the necessary white label. Not least, creating a customised online platform, briefing speakers and sponsors, providing live help-desk support for delegates and speakers and producing live streams that could be accessed on any device, from anywhere in the world.
Arinex Live pivoted its delivery within a few weeks and took its team onsite to deliver an outstanding hybrid event.
Delegates who attended the event in person and online were given on-demand access to all the lecture recordings after the conference. They just have to log into their ASA 2021 Brisbane Hybrid Account, which they could on the ASA website. In addition, virtual delegates could participate in the live conference in real-time, including asking questions.
Key Considerations
With such a large amount of content, was important for ASA to provide a seamless experience for both in-person and virtual audiences. One of the reasons the event is so important to the ASA and its members is that it allows sonographers to boost their CPD points.
Arinex Live provided technology that enabled virtual and face-to-face delegates to learn more about recent scientific advancements and tech.
It was also crucial to the ASA that the onsite exhibitors and sponsors could engage easily with virtual and onsite delegates. By deploying its networking features, Arinex Live facilitated this engagement via one-to-one video meetings, round table rooms and live chat.
Attendees also took part in a passport competition where they could interact with the platform and other delegates. E-posters and Abstracts were a vital event element where delegates could immerse themselves in additional information.
Outcomes & Takeaways
The conference was a great success, and the feedback from the onsite and virtual delegates was outstanding. As a result, the ASA was so happy with the results that Arinex Live has been engaged to deliver its 2022 hybrid conference.
Arinex Live was able to pivot quickly and deliver an onsite hybrid event in just a few weeks.
The conference had more than 1500 delegates attend both in-person and online via ASA’s custom event platform built by Arinex Live.
All photos used with permission from ASA.
