From Zero to 100% Virtual

GOING FROM ZERO TO 100% VIRTUAL IN TEN WEEKS

Leveraging our virtual capabilities, the AJ team created a three-day online experience for attendees in 72 locations across three continents. In only 10 weeks, we took Mentor’s sizable meeting 100% virtual.

AJ has produced this event in its face-to-face form for several years, helping the client align leadership, set the strategy for the coming year, educate and motivate the sales team, recognize employee performance, enable networking and facilitate knowledge sharing.

In the past, live versions of this meeting involved 1,000 global attendees traveling to one U.S. destination—not a possibility for the FY2011 Kickoff. In the span of 10 weeks, AJ shifted the entire meeting and all of its media components from a physical meeting to a virtual one. Our client modified their IT infrastructure to accommodate a virtual event, and we designed and built a virtual environment, adapted content for this new virtual setting, and produced General Session videos. To preserve the intimate feel of an in-person meeting, we developed a delivery schedule to make the experience in each geography feel “live.”

We kicked off the Mentor experience with digital Pre-Event Communications and a Registration Website. The event began with a virtual “Welcome” from a Senior Vice President in the Main Hall, followed by three days of General Sessions and Overview Sessions that featured presentations and videos. We also provided 25 Breakout Booths for live interaction, a Networking Lounge, and a Resource Center, offering a centralized place for attendees to download necessary meeting materials.

AJ’s dedicated team of experienced leaders ensured the event’s success by developing a customized communication protocol, a detailed production schedule with frequent client touch points, daily milestones, and thorough documentation of learnings and repeatable procedures.