Organising a bilingual hybrid event during a pandemic has become a bit of a speciality for us. POM West Flanders tasked our teams with the organisation and communication of the Cross-Innovation event, including onsite logistics and technical support.
Cross-Innovation is the closing event of GoToS3. The aim of that project is to promote cooperation in innovation across industries and across borders between companies in West Flanders, Hauts-de-France and Wallonia. POM West Flanders, one of the partners along with SOWALFIN and Hauts-de-France Innovation Développement, launched a public call for tenders, which we won.
The contract: organise a hybrid event in two languages to present 17 GoToS3 projects to an in-person and an online audience, followed by a networking reception.
We got to work.
Our event team chose as venue Kortrijk Xpo, due to its central location and capacity to host a covid-safe event of this calibre. To ensure a uniform look and feel, in the central hall we set up a 2000m² blackbox, which we dressed up in the colours and shapes of the Cross Innovation logo.
We then wrote the scenario for the plenary session, with keynote speaker and a roundtable discussion. Our director and the audio-visual team were in charge of the direction. The online audience was able to follow a live stream of the event with simultaneous translation. A Q&A module, chat function and poll questions created interaction. We provided musical interludes in the breaks and in between the speakers to those in the hall and on the stream.
The live experience was reproduced online with a Q&A module, chat function and poll questions.
As well as organising the event, we also took care of all communication. Our graphics team designed a logo with accompanying house style, which was followed in all tools: from the invitations (save-the-date, reminder and thankyou email) and the registration platform to the hostess apparel. The badges for in-person attendees, the presentations of the speakers, the project videos: the same graphical style was used for everything. Including the bumper animation that was screened between the presentations.
The added value of D’M&S as event partner?
We offer all expertise – online, offline and live communication – under one roof. That means we can guarantee the perfect organisation of your event as well as optimal communication with a single point of contact.
Just ask POM West Flanders.