Date: 5 May 2022 Location: Salerno (Marina di Eboli) Organiser: AIM Group International Client: Ipsen
EVENT CATEGORY: CATEGORY B2I EVENT SUBCATEGORY: Best CSR Event EVENT FORMAT: LIVE
Event description and key objectives
The first in-person meeting after the pandemic was a really important moment for Ipsen to engage its employees in Italy, allowing them to re-connect, communicate, share ideas and find solutions for future projects. The company also wanted to find a way for the teams to give back to the community and produce a positive legacy on local community and environment. AIM Group International, which is collaborating with the company already on several projects, helped design and organise their Re-Connect Meeting in Salerno, Southern Italy, involving employees in an engaging CSR project. To make it a memorable and teambuilding experience, the Community Day was therefore celebrated with a beach clean-up, at a near natural protected oasis, which allowed the Ipsen teams to give back to the community and pursue a common goal.
Key challenges
Organise a full in-person meeting where people can experience the value to be face to face again, leveraging the opportunity for discussion and collaboration. Motivate employees to share ideas and plans for future projects, re-connecting with all the colleagues after the social distancing and finding new enthusiasm to achieve results. Engage employees in a CSR activity able to give back value to local communities and environment, leaving a positive legacy.
Creativity
The project proposed by AIM Group, thanks to a creative approach, was able to put in contact different organisations, that until today haven’t collaborated: the Giffoni Film Festival, a famous film festival dedicated to young people which is held annually near Salerno, Legambiente Campania, the local chapter of a national ecologist association and Ipsen, a biopharmaceutical company. First, Ipsen sponsored in 2022 the first edition of the ‘Giffoni Green Festival’ dedicated to sustainability and a company representative intervened as speaker about their diversity and inclusion programs. Then, we designed a simple, engaging and impactful activity in the area, with a beach clean-up of the protected natural oasis and pine forest in Marina di Eboli.
Innovation
For the first time, Ipsen combined their recurrent internal meetings with a CSR activity, which involved the employees as the real protagonists making at the same time a positive legacy while functioning as an exciting teambuilding opportunity.
Execution
Ipsen involved more than 130 employees who headed to the beach to collect rubbish and plastic debris (small items like bottles and wastepaper as well as big ones like tyres, PCs, TVs) that was hidden in the sand and among the trees. On the beach, the volunteers and experts in environmental welfare from Legambiente, made a speech about how plastics pollute the beaches and the sea and how they affect on the natural environment and wildlife. After a briefing the teams worked together to make the beach as cleaner as possible, sharing a great commitment.
Measurable results
214 kilos of rubbish were collected overall, of which 79kg was plastics, 41Kg end-of-life tyres, 36kg of glass, 28 kg of iron and 11 kg of organic waste. Ipsen employees were shocked by the large amount of rubbish they found on the beach in a protected natural oasis.
One employee for example remarked: “Looking at what we collected I think that by paying more attention and changing our habits, we could really do a lot for our planet and our environment”. So, another positive side of this clean-up is that hundreds of people were given the opportunity to think about ecological matters; in addition to making the beach cleaner, from that day these people will be more aware and sensitive to the fact that small, but non negligible, actions matter and can make the difference to care about our Planet.
Communication
This internal CSR event was promoted among the employees before and during the Re-Connect Meeting – the purpose of the activity was clearly underlined in the program and carefully communicated thanks also to the contribution of ecologist experts from Legambiente. Giffoni was able to make evident the link with the local environment and community and to give the right communication before and after the event – realising also a high-quality, effective video, which was shared also on social media. Employees were stimulated to share their experiences also on their social media profiles, and they did it, since the commitment and motivation were really high as it usually happens when sharing an important activity with a common goal.
The use of sustainable practices
Maria Lucia Burriesci, Communication & Patient Advocacy Manager Ipsen, explained:“We chose to support this unique project to pursue a common goal, namely, to have a positive impact on the environment”.
All the tools and products used to collect rubbish (included the vests for volunteers) were made by recycled materials and recycled again after the use. All the rubbish collected was separated and given to a specialised company that will re-use it and put into the recycling process. To give a local flavour and to reduce carbon footprint the coffee break offered to volunteers during the beach clean-up was absolutely km0, prepared by local housewives using their own products (eggs, marmalade, etc.). Water bottles were distributed at the beginning of the re-connect meeting to avoid single-use plastic bottles during all the event
Date: 23 May – 10 June 2022 Location: Online and CEF, Ljubljana Organiser: CEF Client: CEF Coordinators from Albania, Bosnia and Herzegovina, Bulgaria, Croatia, Kosovo, North Macedonia, Moldova, Montenegro, Romania, Serbia, Slovenia, and Turkey
This event was intended for the CEF coordinators. They are responsible for individual and institutional capacity development at ministries of finance, central banks, and tax administrations in South East Europe (SEE).
They joined us both online and at a face-to-face gathering in Ljubljana to learn about the importance of knowledge management and what it takes to become a learning organization. We also presented our own methodology of becoming a learning organization.
We designed the event together with an international expert, Vincent Ribiere from IKI-SEA as pirate-themed training. The participants wholeheartedly embraced the idea and followed the organizing team in transforming into the pirates of the SEE.
They went on a knowledge quest and explored the challenges institutions face through six missions representing six building blocks in the CEF methodology. The idea was to inspire them to think and reflect on their own organizational knowledge-sharing practices.
Key challenges
Public sector organizations have traditionally been structured in silos. In such an environment, information and knowledge are hardly ever shared across different units and organizational levels.
The ability to share knowledge as well as how to do it is therefore not something that can be taken for granted. It requires a change of attitude and behavior of the staff. These efforts involve building and reinforcing an organizational culture that promotes open-minded questioning, thoughtful listening, consideration of multiple options, and acceptance of opposing views. Getting an organization’s culture ‘right’ for knowledge management is typically the most important and yet often the most difficult challenge.
When preparing the event, we considered above mentioned challenges and how to embrace them meaningfully. After thorough thinking and extra preparations, we decided with a bit different approach though we envisaged the possibility for the participants not to be comfortable with it as they could close up, or take away even less than from a more »traditional« event.
Creativity
Details of our pirate-inspired learning journey could be observed in all aspects of the event: in learning activities and games, clothing, classroom décor and arrangement in the shape of knowledge islands, shared learning materials, pirate-themed props, costume accessories, use of pirate language (e.g., Ahoy, God’s speed), food, water, and other treats served on the occasion. All these elements created an engaging learning atmosphere.
We have demonstrated the impact that fun and gamification can have on learning effectiveness, memory retention, and inspiring action after the event. We involved participants in playing introductory games, building a mast with spaghetti, marshmallows, and figurines, identifying their institutional challenges through various analyses, and searching for knowledge-sharing partners through a game called Message in a Bottle.
We ensured that CEF coordinators felt at ease, so the likelihood of being willing to experiment and try new things increased.
Innovation
The design of our pirate-themed workshop followed principles that people learn more when we: connect learning to real life (identified real-life challenges), incorporate variety and creativity (costumes and requisites, live animals), encourage movement (knowledge islands), encourage interaction (work groups, ‘rum’ breaks), host some friendly competitions (knowledge mission pitches), introduce elements of fun (pirate words).
We used our architecture to support the learning process. The “knowledge islands” were spread across the entire CEF premises. CEF staff showed innovation in presenting CEF methodology. For example, they brought their pet lizard to demonstrate the need for courage in communication.
The used methods are not common in learning events for public officials. However, the participants testified they are highly relevant and beneficial. They also asserted these innovative approaches inspire them to look at solving their daily task and projects from a new perspective.
Execution
The event included several group work sessions that generated high enthusiasm and interest in addressed topics. These contributed to the effective sharing of experiences and reaffirming knowledge matters. Such participant-centered activities induce participants’ thinking, analysis, pro and con discussion with the aim to generate possible solutions to a given challenge. They also serve as pace-changers that stimulate participants’ interest, attention, and teamwork.
The CEF coordinators acknowledged this event was a transformative learning experience. It went beyond simply acquiring new knowledge. It dived into the way the CEF Coordinators evaluated their past ideas and understanding, and are now shifting their views as they have obtained new information.
The event also served as a unique networking opportunity. Several participants pointed out the importance of creating connections with colleagues from different countries and the ability to reach out to them also after the event.
Measurable results
We conducted an online survey and received 24 responses (100 percent response rate). Scores were allocated on a scale of 1 (poor or strongly disagree) to 5 (good or strongly agree).
The results show that the CEF coordinators were very much satisfied with the event (4.9), and it met their expectations (4.8). They very much liked the learning approach (4.7) which was very interactive (4.9). The content was properly organized and easy to follow (4.8). CEF coordinators had an opportunity to interact with peers (5.0), and CEF staff supported their learning process (4.9). The event was well organized (4.9).
Their key takeaways are: networking and peer support are very helpful in achieving goals (internally and externally); knowledge sharing is the most important value; learning organizational culture is a long process, but very useful. It is important to have teamwork, effective and efficient use of resources. They got motivated to share their knowledge and inspire colleagues at work.
Communication
We used various communication channels prior, during and after the event. We published the events outline on CEF website. For this event, we invited participants via email, and also contacted them directly via phone.
We published two blog posts. The first, Knowledge is the Strongest Asset of Organizations and Teams was written by CEF colleagues Ajda Turk and Ivana Angelova. The second, To Which Extent is Your Institution Functioning as a Learning Organization? was written by an international expert, Vincent Ribiere.
During the online part of the event, we used CEF Online Learning Campus (OLC). There, we published all learning resources, online meeting recordings, and other relevant information. We promoted the event via CEF social media channels (Facebook, Instagram, and LinkedIn), and communicated directly with participants via email and LinkedIn closed group. After the event, we published photos and used presentations on OLC, and contacted participants on various occasions.
We provided most of the learning materials online. We organized group transfers to the airport when possible. Most of pirate costumes and requisites used during the event were gathered from items the CEF staff members already had at home. We bought stickers and other artistic materials that were used for prototypes during knowledge mission presentations that can be reused on other occasions.
Other sustainable practices part of the CEF’s standard processes are: no plastic bottles, plenty of plants in the lobby and classrooms, furniture that can be moved around and used for different purposes, fresh fruit available for participants and staff, recyclable coffee/tea cups for participants, ceramic ones for the staff, and using stairs instead of an elevator.
This learning initiative was supported by the Ministry of Finance of the Republic of Slovenia and Banka Slovenije, who are both CEF’s long-term partners that support the sustainability of the CEF learning and knowledge sharing program.
RE-ACT was an internal meeting organized for employees of DT ITSO SK. In turbulent times we experience nowadays, our client recognized the crucial need to keep the staff informed about the company strategy and goals. However, what used to be a series of internal meetings held for several groups was transformed into one unique hybrid event.
Objectives:
The client´s vision was to tailor the brand new format of the event that would combine several all-staff meetings – delivering several messages to three audience groups. At the time, many employees found themselves struggling with the challenging circumstances of the long-lasting home office. Our client decided to respond to their needs by adding a new motivational and inspirational perspective to the format. The new form and name of the conference should reflect both the ambition to react to numerous challenges and boost the motivation of the employees.
We decided to meet the client´s objectives by placing the focus on crafting new technological solutions and maximizing the added value of user experience. Our goal was also to develop the highest possible proximity between the viewer and the speakers. Considering the scope of internal-based topics, we wanted the audience members to have the opportunity to engage in discussion
Key challenges
How to create one conference with several target audience. How to create boosted and engaging event.
Creativity
All staff meeting for all employees with 3 streams.
By creating such unique technical solutions we moved the regular all-staff meeting to a new level of the event – the first company internal conference.
Having this in mind, the goal for event dramaturgy was to exceed the „regular“ all-staff meeting program by inviting a world-class speaker, subject matter experts from the company, showcasing the company solutions and add value by hosting two talk shows within the event. The variety of conference programs included strategy presentations, keynote speeches, internal case studies, informal q&a with the board of management, a talk show with guest speakers, and three in-depth subject proposals.
Last but not least, we added a focus-based competition for employees. The series of random numbers were displayed during the course of the conference motivating the viewer to pay attention.
Innovation
Innovation of Technical Solutions & User Experience Technical Solutions:
In order to maximize the effectiveness and innovative outcome of the event we built (solely for this event,) three separate stages, with separate sound and lights systems. Our technical solutions enabled us to air several content streams at the same time.
The extraordinary aspect of this event was that we crafted the way how the messages were delivered to three audience groups without them noticing any difference. The unique value of this event was that the conference program was firstly streamed to all employees and later we separated the program to three individual streams to three groups of audience. If you would watch the conference from three computers, having access to all streams you could watch three different contents at the same time. However, the experience of the audience member was not altered.
Execution
We designed an all-day virtual event to stream 3 different program blocks simultaneously for 3 different target groups from one platform. Each Program was full of inspirational keynote speakers, interviews, and competitions.
Our virtual platform was packed with content and boosted with engagement tools. All of that led to beautiful interactions and engagement.
Measurable results
We received 257 questions from 1600 attendees, 11 polls and 15 quizzes with 545 active attendees. In total, our engagement score reached 4194. And compared to a live event? It was a tremendous success! 90% more participants, 110% more interactions. Nothing makes all staff meetings more meaningful than great engagement of your employees and management who naturally interact with speakers and each other during the whole event.
Communication
The conference was communicated via several channels, mostly within internal mail communication. Each employee member received several information emails about the event taking place, describing the program and conference strategic goals.
Date: 10-12 June 2022 Location: Valencia, Spain Organiser: Kuoni Tumlare Congress Client: EMDR Europe
EVENT CATEGORY: CATEGORY B2C EVENT SUBCATEGORY: Best Association Congress, Conference EVENT FORMAT: HYBRID
Event description and key objectives
EMDR Europe is an association that represents 38 National Associations all over Europe and more than thirty thousand psychotherapists specialized in Eye Movement Desensitization and Reprocessing. A very powerful therapy to solve mental health conditions that happen because of memories from traumatic events. After the success of its Virtual Conference organized in 2021, EMDR Europe faces a new challenge: Organize its next Conference 2022 in Hybrid format under the theme Resilience.
Key challenges
Coordinate a Team of more than 50 people (technicians, hostesses, online support team, onsite Kuoni Team, Translators), Live streaming from 4 meeting rooms, Simultaneous translation in 7 languages (online and onsite), Mobile app to connect people online and onsite, Gamification, and Gala Dinner for 400 pax.
Creativity
Gamification was key to involve people and to make the experience a bit more dynamic. To get points attendees had to: answer Trivia questions about EMDR, find some QR codes hidden in the venue, connect people via APP, Visit the exhibition area.
Innovation
It was the very first time that the Conference was going to be hybrid. Live streaming from 4 different rooms and translation to 7 languages from the Main Auditorium. The big difference was that translators were online, from their countries, and translating for the Attendees in Valencia and for the online attendees. Coordination was key to succeeding and avoiding any IT issues. Live polling during the sessions in the App to interact with the speaker and questions sent via the app to the chair (from online and onsite attendees).
Execution
Successful Live Streaming, perfectly well Streamed with no problems. Success in terms of attendance online and onsite. Perfect coordination with Translators and technicians. Chairs trained and prepared to ask questions to the speaker from online and onsite attendees who were asking via App.
We also tracked the entrance of the attendees in every session for statistical purposes and to deliver the credits at the end of the congress.
Measurable results
A total of 1701 participants (829 in Valencia, 872 online), 82 countries represented and More than 17 sessions between Workshops and Keynotes.
Communication
We really did a big communication effort to communicate among all the EMDR national associations to make sure they were informing their members about the Conference format. E-mailings and personal contacts were key to attracting a big number of therapists to Valencia.
The use of sustainable practices
We gave to all attendees Water bottles so they could refill during the event.
We used Local (KM0) suppliers – not only for catering but also other suppliers
We reduced any printing – no paper programme, signage in Led Screens, no plastic for the badges.
We prepared some swags that can be used in following years
Hybrid Congresss – we reduce the carbon footprint since we give the possibility to follow the session online (by reducing traveling and onsite stay)
Valencia Congress Centre chosen as a venue, was key as they are a responsible centre (they generate solar energy, they have a waste recycling area, they use Led Lighting and they are efficient in the use of resources)
ESOT has always been very attentive to sustainability, for instance, the final conference program has not been printed for many years and every waste is limited to the maximum, whether we are talking about food (extra food was donated to a city charity association), paper, plastic (use of reusable aluminium bottles with water dispensers around the congress venue, use of badges without plastic holder, etc.), or transport (no transfers to / from are organized for the speakers, where possible tickets for public transport are offered to delegates, etc.).
Date: 19 May 2022 Location: Švicarija, Ljubljana Organiser: Ekoturizem d.o.o. (Go Green) supported also by ETC ADRIATIC d.o.o. and BOLD AM Agencija d.o.o. Client: Ekoturizem d.o.o. (Go Green)
EVENT CATEGORY: CATEGORY B2B EVENT SUBCATEGORY: Best CSR Event EVENT FORMAT: LIVE
Event description and key objectives
The ‘TRACKS’ (in Slovene: ‘SLEDI’) business event was organised to cater to Go Green’s business partners and employees, as well as to other invitees working in the business and tourism sector. The key objective of the event was to showcase GO GREEN’s long-term sustainability commitment, while thanking all the companies and individuals who are part of GO GREEN’s success story and inviting them to join us in leaving their TRACKS that are socially and environmentally responsible.
The main theme of the event was water and how it is far from self-evident. We wanted to highlight the importance of preserving natural resources by supporting a project aimed at raising the awareness of the importance of the Triglav Glacier, cooperating with the British-Slovenian Chamber of Commerce and the Scientific Research Centre of the Slovenian Academy of Sciences and Arts (SAZU).
This event was the first time we publicly announced our participation in the project. All of our targeted activities served the main purpose – putting water and environmental sustainability at the heart of our event.
Upon arriving at the venue, each guest was given the opportunity to pick a tree seedling of their choice (among three types), and pledged to plant the tree after the event; 200 new trees were ‘planted’ in this way.
The culinary experience at the event was linked to Slovenian local suppliers and producers, and guests could sample Slovenian delicacies at various stalls.
The event featured renowned performers Maja Keuc, Xequitifz, Dancer on Silk, Fire Show, Dancers in Wings. The event was hosted by David Urankar and Jure Godler.
Key challenges
The key challenge of the event was to showcase our Company’s activities and values, the full range of our services, our commitments for the future and all the employees who co-create the Go Green story.
We did this in several ways during the event. CEO and owner Blaž Ahčan presented the Company’s values, the projects the Company is involved in, the concrete sustainability commitments of the Company and thanked the business partners and employees for their cooperation and co-creation of a better future. The employees introduced themselves to the invitees in a video invitation.
We worked with a renowned director to produce a presentation acted out on stage, presenting details pertaining to each employee. The sketch was performed live by the employees – a Go Green ‘fairy tale’ of sorts. In this part, the employees helped the event host Jure Godler to find a solution to his stressful situation; each employee took part in a specific part and the co-host David Urankar introduced each one with a short description.
Preparing the content for the presentation to reflect the true image of the Company and its members, and then preparing the employees to perform the sketch, required everyone to step outside their comfort zones. However, we were able to present the main strengths of the Company and individuals in an innovative and personal way.
To stay focused on our primary business/services, we also had two of our latest electric vehicles on site at the event, as well as a technologically advanced, luxury vehicle with low fuel consumption and CO2 emissions, which communicated our future business direction.
Creativity
The event is built on a creative approach in all key segments.
We have launched the event in a very special and creative way. We combined the virtual and the real world and, after an introductory part of welcoming guests and handing over the trees, we started the event itself with a video broadcast. In it, GO GREEN’s CEO offers a lift to the two event hosts who are ‘late’ to the venue of our event in Tivoli Park. The three of them get in the GO GREEN car and drive to the event. In the meantime, the filmed vehicle arrives in real life at the Švicarija venue, carrying the event hosts and the CEO, who together take to the stage, greet the visitors, and start the programme.
We wanted to encourage all visitors to leave a socially responsible footprint with us, so we involved them in a socially responsible act and gave them the opportunity to choose their tree on arrival.
We also wanted to present Slovenian water in an innovative way, so instead of the typical welcome drinks, we offered three different Slovenian waters. Guests were escorted by water fairies to a stand where they were greeted by a professional bartender and offered a variety of Slovenian waters, decorated in the form of a cocktail.
We added a special creative touch to the food, too, with a stall selling home-grown vegetables and fresh fruit, where guests could see a real greengrocer, select their own vegetables, and even pick a fresh strawberry from the plant.
Innovation
We brought to the event venue and displayed the state-of-the-art vehicles that the Company uses to provide its transport services. Among them were two electric vehicles and the latest models that the Company already uses in its services or will use in the future. All the vehicles have state-of-the-art technology that enables the Company to provide high quality, technologically advanced transport services with minimal impact on the environment. Guests were able to see the vehicles in detail, sit in them and the hostesses provided them with all the detailed information they needed.
The concept of the event from start to finish is based on an innovative approach ensuring that the invitees will recollect its key objective: to showcase Go Green’s wide array of activities and long-term sustainability commitments.
Execution
We chose a location that was green and in nature and this setting matched the colour of our corporate identity. We guaranteed comfortable access to the venue thanks to a shuttle service in electric vehicles (Kavalir) from the car park and around Ljubljana’s Tivoli Park. Corporate identity was used consistently; a ‘special green carpet’ greeted guests on the staircase leading to the venue. The stairs were covered with green signs which, when seen, created the Company’s logo, and cypress trees were placed along the staircase to create the impression of a natural fence.
Promotional videos were played on screens, food stalls were dressed in green and featured custom wooden labels with the menu of what they offered in neat pyrographed lettering. The signage used the typography of our corporate identity.
The stage was covered with grass sward instead of a traditional hard floor. After the speeches and toasts, we served the guests a green coloured soft drink.
We created a detailed scenario before the event and wrote the full script and timeline for the hosts and all the performers. The director supervised its performance on the spot.
We made sure that all guests received food and drinks without waiting: we served the dishes according to a carefully devised plan, ensuring that every guest had the opportunity to try every course. At the end of the event, we were pleased with the target achieved, with 95% of guests making sure they picked up their tree on departure.
Measurable results
The event aimed to carefully nurture relationships with business partners and existing customers, to clearly present Go Green’s values, to encourage sustainability among partners and to educate about the importance of natural resources. The response or participation of business partners and employees was high. We achieved our targets both in terms of the number of guests and in terms of raising awareness of corporate social responsibility and water in the business community.
We received many verbal and written thanks and compliments during and after the event. Word of the creative content and the overall success of the event spread quickly in the following days in the industry we work in. After the event, we also had an increase in the number of posts on all social networks, and we also saw an increase in the number of visits to our website.
Communication
We started communicating with the invitees about three weeks before the event with a ‘Save the date’ email, in which we also presented the importance of being responsible to our environment and the importance of natural resources, especially water.
We followed up with a video invitation, where presenters Urankar and Godler reiterated the importance of natural resources and the responsibility we all have towards the WATER we leave for future generations.
In both stages of the invitation process, participants could confirm their attendance via a link within the message, so that we had an accurate number of registered participants at any given time. Our business partners who had not yet confirmed their attendance were then personally called and invited to the event. This way, we also communicated with those who could not attend the event due to other commitments.
We also sent out a friendly reminder before the event itself. We communicated with participants in a variety of ways: the programme and content of the event, the invitation, the staff presentation and, of course, by talking and socialising with guests in person. After the event, we continued the communication by sending a video of the event or “after movie” and thanking the invitees for their participation. We published the pictures, video, and other content, along with the impressions and thank-you notes, and communicated the content of the event on social media.
The use of sustainable practices
We wanted to ensure sustainable practices at all stages of the event, so we invited guests by e-invitation and tracked registrations through an electronic application. We provided guests with transport in Kavalir electric vehicles from the car park or other locations in Tivoli Park to the event location. Guests were invited to walk to the event (at least part of the way). In this way, we encouraged them to keep their private vehicles at home and also contribute to reducing the carbon footprint of the event.
In the catering area, we also ensured sustainable practices; we agreed that food was sourced from local suppliers, staff served or loaded food in such a way that we controlled the amount of food waste, we ensured that food and drinks were served without packaging, etc. In this way, we have tried to achieve the objective of reducing the carbon footprint and waste per person.
The gifts we gave to guests were designed to communicate our commitment to minimise our impact and foster our care for the environment. In addition, we ensured that the gifts were delivered in biodegradable packaging.
The event itself and the theme of the event was water and the importance of preserving natural resources, so we joined and will co-implement a project to raise awareness about the importance of the Triglav Glacier.
ESOT has always been very attentive to sustainability, for instance, the final conference program has not been printed for many years and every waste is limited to the maximum, whether we are talking about food (extra food was donated to a city charity association), paper, plastic (use of reusable aluminium bottles with water dispensers around the congress venue, use of badges without plastic holder, etc.), or transport (no transfers to / from are organized for the speakers, where possible tickets for public transport are offered to delegates, etc.).
Every year, Conventa Crossover invites world-renowned meeting planners, marketers, entrepreneurs, and creatives to share their knowledge in Ljubljana, Slovenia. This year won’t be any different – inspiring individuals who have helped co-create and transform the meetings industry will come together from 26 to 27 August 2021. At the same time, we will be opening the stage to a new generation of young and talented meeting planners and marketers. You will learn from keynote speakers who have successfully transformed their events and are recognized as the pioneers of our new reality.
Joining the 6th Conventa Crossover conference is Jens Oliver Mayer, Managing Director of Jack Morton Worldwide. Before you meet him at Conventa Crossover 2021, we wanted to hear his thoughts on the future of the meetings industry and see what surprises he has in store for us.
Interview with Jens Oliver Mayer
Q: What do you think about the theme of this year’s Crossover -The Meetings Industry AC/BC (After Corona/Before Corona)?
This year’s theme sums up the explosive changes that have happened within our business in the last year. At no other time has our industry transformed so drastically and quickly. On the positive side, we have learned so much and these lessons will fuel our industry moving forward. What we did before is no longer relevant, it’s evolved and we’ve digitally transformed in ways we never could have imagined. Some could say we’ve truly crossed over!
Q: What is your forecast for the meetings industry in the coming year (2022) and beyond?
It’s a really exciting time for brand experiences, especially meetings. There is going to be an explosive need for live events after almost two years without them, so we really expect the industry to not just bounce back to pre-covid levels, but to exceed it. As the pandemic has encouraged more use of technology, it’s also created a labor shortage and the competition to find the best talent is fierce, as a result we can expect to more thoughtful uses of technology and more automated processes at in-person events, as well as an increase in employee engagement and recognition events from companies looking to reward and retain their top talent.
Q: How do you envision agility and innovation in overcoming the corona crisis? Can you share some examples of best practices?
“Every experience needs to be adjustable and scalable”
Agility and innovation are two of the more important factors we all embraced during the crisis and will continue to lean into in the next year. Agility is key because the circumstances around coronavirus continue to change. Every experience needs to be adjustable and scalable – an all-virtual event might move to be a small hybrid one, large in person events might need to be scaled down if the situation requires, etc. It is likely to be this way for a while so as long as you plan in advance for possible contingencies, your meeting will go smoothly. Innovation plays a significant role, particularly to engage audiences especially ones in different locations (online and in person). Innovation allows us to create equal experiences without prioritizing or limiting one audience’s experience. Virtual experiences can’t just be a Zoom meeting anymore. They need to be TV production quality with engaging moments that bring people together. Technology like AR or XR stages can be used to enthrall audiences and keep them entertained. People now have a lot of choices for content so when they choose your experience, you need to wow them so they remember it.
Q: How would you comment on the following statement? “Coronacrisis has shown the need to organize events that are responsible to the environment, the participants and the community as a whole”
“Purpose is more important than ever”
Covid has accelerated many things, especially the emphasis on sustainability and social impact. Purpose is more important than ever and creating experiences that are diverse, equitable and inclusive is now a priority for most brands, because audiences expect it. Sustainability falls under that category. It’s important for loyalty. Consumers want to know your brand is doing good for the world especially by being environmentally conscious and when they do, they feel better about buying your products. But change has to come from the inside out – agencies need to echo the importance of it to our clients because it is everyone’s responsibility to create cleaner and greener experiences.
Q: What will you surprise us with at this year’s event?
Jack Morton’s take on how experiences have changed with Covid.
About Jens Jens has built his career helping brands build strong relationships with the people that matter most to them, through live and digital marketing. He leads Jack Morton offices for the German-speaking market, working with clients including BMW, Mini, Škoda, Samsung, Novartis, Adidas, Electrolux, SABIC and HERE. With more than 25 years of experience in the brand experience industry, Jens has a special passion for integrating live events and the digital world.
The Conventa Crossover conference, intended for event planners, creatives, marketing experts and all those involved in the MICE business in the New Europe region, will be carried out as a hybrid event this year. This means that you can choose to attend the event LIVE or ONLINE. Click the link below to register!
Every year, Conventa Crossover invites world-renowned meeting planners, marketers, entrepreneurs, and creatives to share their knowledge in Ljubljana, Slovenia. This year won’t be any different – inspiring individuals who have helped co-create and transform the meetings industry will come together from 26 to 27 August 2021. At the same time, we will be opening the stage to a new generation of young and talented meeting planners and marketers. You will learn from keynote speakers who have successfully transformed their events and are recognized as the pioneers of our new reality.
Joining the 6th Conventa Crossover conference is Henrik von Arnold, Senior Consultant at ENITED Business Events. Before you meet him at Conventa Crossover 2021, we wanted to hear his thoughts on the future of the meetings industry and see what surprises he has in store for us.
Interview with Henrik von Arnold
Q: What do you think about the theme of this year’s Crossover – The Meetings Industry AC/BC (After Corona/Before Corona)?
We do not have the answers yet, but we might be able to point out some trends.
Q: What is your forecast for the meetings industry in the coming year (2022) and beyond?
For 2022 I think it will slowly grow, focused on regional meetings. The suppliers must adapt to the “new” (hybrid) formats. As people are longing to meet again and exchange knowledge and experiences and re-connect socially.
I believe 2023 will be the recovery year.
Q: How do you envision agility and innovation in overcoming the corona crisis? Can you share some examples of best practices?
I think many suppliers have learned a lot about handling crises ( the ones who haven’t are already gone or will be out-competed very soon). The same goes for the right-owners of the events. Many of them have already adjusted their business events formats to the new reality, and I believe we all need to be ready to respond fast to new crises or behaviors in the near future. Examples: one selected main destination for an event, combined with regional or maybe country hubs.
Q: How would you comment on the following statement? “Coronacrisis has shown the need to organise events that are responsible to the environment, the participants and the community as a whole”
I believe we are on the way to be more aware of the needs of participants and the community, but I think we just have seen the beginning of changes when it comes to environmental considerations.
Q: What will you surprise us with at this year’s event?
If I told you it would not be a surprise 🙂
About Henrik Henrik has been in the business events industry since 1997. His main functions have been Team leader of Gothenburg Convention Bureau and later on Stockholm Convention Bureau. In 2014, he took on the role of Senior consultant within the consultancy company ENITED Business Events. Before his time within the business events industry, he has worked at the Chamber of Commerce and also been a project manager for several main city events within the sectors of culture, sports, politics and business.
The Conventa Crossover conference, intended for event planners, creatives, marketing experts and all those involved in the MICE business in the New Europe region, will be carried out as a hybrid event this year. This means that you can choose to attend the event LIVE or ONLINE. Click the link below to register!
Every year, Conventa Crossover invites world-renowned meeting planners, marketers, entrepreneurs, and creatives to share their knowledge in Ljubljana, Slovenia. This year won’t be any different – inspiring individuals who have helped co-create and transform the meetings industry will come together from 26 to 27 August 2021. At the same time, we will be opening the stage to a new generation of young and talented meeting planners and marketers. You will learn from keynote speakers who have successfully transformed their events and are recognized as the pioneers of our new reality.
Joining the 6th Conventa Crossover conference is Maarten Schram, Founder & Managing Director of LiveCom Alliance | European Institute for Live Communication. Before you meet him at Conventa Crossover 2021, we wanted to hear his thoughts on the future of the meetings industry and see what surprises he has in store for us.
Interview with Maarten Schram
Q: What do you think about the theme of this year’s Crossover – The Meetings Industry AC/BC (After Corona/Before Corona)?
I like the wordplay! A lot of power comes with the iconic band referring too 🙂 Obviously the ‘after’ is more interesting and topical than the ‘before’. Looking forward to talk and hear about future industry vision and ideas.
Q: What is your forecast for the meetings industry in the coming year (2022) and beyond?
Referring to the European Industry Survey 2020 we need another year for further recovery up to the pre Covid-19 levels (’22 80,2% and ’23 102,5% turnover expectations compared to pre-Covid-19 level).
The good news among all the bad news is, we were able to put a spotlight on our industry.
With a lot of studies we were able to show and proof the huge impact of live communication in our economy and society. The yearly European Industry Survey by LiveCom Alliance is such a study. And we all experienced the loss of face to face contact and live experiences in our lives. Therefore I expect a true revival for live, bringing experience driven communication up to and even among pre-Covid levels soon.
Q: How do you envision agility and innovation in overcoming the corona crisis? Can you share some examples of best practices?
Crisis are always a spinning wheel for innovations
A lot of interesting insights on these topics in our survey 🙂 Personally I anticipate agility as a ‘keeper’, due to the fact we experienced a sense of efficiency. The intensity in our business is enormous, so therefore some distance and focus away from the office could work on both ends. At the other hand we know, in case of emotions, complexity and/or creativity we need face to face contact. The element of serendipity when meeting live is irreplaceable. Innovations helped us the move on, even when in a crisis like Covid-19. Crisis are always a spinning wheel for innovations pushing us forward, especially for our industry over the past almost one and a half year. The examples are endless and familiar I suppose ranging from online meeting tools, various amazing platforms, digital event environments including gamification, AR and VR solutions. Within our industry, and in working (from home) solutions too.
Q: How would you comment on the following statement? “Coronacrisis has shown the need to organise events that are responsible to the environment, the participants and the community as a whole”
The pandemic taught us once more, reaching your audience (internal, clients or consumers) in an effective way is craftsmanship. Live communication is experience-based, whether it’s about fully live, hybrid or online. That’s our USP. A friend told me once, you are artisans. And that’s so true!
Q: What will you surprise us with at this year’s event?
Insights from the European Industry Survey 2020; a lot of interesting data produced by our twelve participating associations from all over the continent. And a cautious forecast for the near future. Hopefully, some food for thought.
About Maarten
Maarten Schram established LiveCom Alliance in 2016 as a non-profit foundation on the belief that the live communication industry deserves a pan-European approach and audience, and would benefit from an overarching dedicated yet independent institution. Maarten thrives the pan-European industry creating a stronger, more sustainable and more interesting playing field by introducing the first pan-European Code of Ethics (2017) and first pan-European Pitch Guidelines (2018). Furthermore, he publishes the European Industry Survey yearly.
The Conventa Crossover conference, intended for event planners, creatives, marketing experts and all those involved in the MICE business in the New Europe region, will be carried out as a hybrid event this year. This means that you can choose to attend the event LIVE or ONLINE. Click the link below to register!
Every good team deserves a teambuilding. And every year deserves a celebration, even the year 2020. Philip Morris Zagreb & Ljubljana wished to celebrate the end of the year with their employees, only this time their traditional event had to be done differently.
Challenge and key objectives were to create an event of being together when the team is physically apart. Create an atmosphere of being apart but still together for a celebration and create content for the conference, relevant for business purposes – align the team, update on business results, inspire to be innovative.
From being A P A R T TOGETHER, we created A PART TOGETHER. A tailor-made End of the year teambuilding journey on a digital platform with analog elements. A fusion of both worlds resulted in an unforgettable experience, full of entertainment, interaction, and activations. The event lasted a whole month, peaking with a 3-day live conference on MS Teams, engaging participants and making them feel together. 165 employees participated in one event, apart but also together! Online program was carefully linked with a box participants received to their home with instructions how and when to use the props during the program, building a combination of anticipation and excitement. A famous standup comedian was live-streamed and guided the participants all the way through the program, including real-time interactions via chat.
An unforgettable New Year’s event. An unforgettable team celebration on Teams.
Key challenges
The key challenge was how to make people, who are physically apart, feel like they are together. How to follow all the restrictions and rules by being apart during the pandemic and still create an entertaining journey, during which participants will feel they are a part of the team while celebrating on MS Teams platform.
How to create an environment where they would feel cozy, free to interact. It had to be something they are used to, even though MS Teams was not perfect for our type of the event – teambuilding and celebration with some business and educational parts. The answer was a creative and innovative fusion of the platform and other apps, digital and analogue elements, working together to be one unforgettable celebration. We managed to bring lots of emotions, interaction and entertainment to the digital environment and ended with happy and fulfilled participants who, no matter the different form, enjoyed themselves and did not feel like they missed on their traditional live event celebration.
Creativity
From being A P A R T TOGETHER, we created A PART TOGETHER. A tailor-made End of the year journey on a digital platform with analogue elements. A fusion of both worlds resulted in an unforgettable experience, full of entertainment, interaction, and activations.
Content was created especially for the occasion and streamed via MS Teams, a platform Philip Morris uses as their remote working environment on a daily basis. Participants generated their own content in the form of videos that were later broadcasted back on the MS Teams, creating the feeling of togetherness and team spirit.
Partners sent video holidays wishes instead of meeting in person.
Participants received boxes to their home addresses, with content that added value to the program and played an important role in online and offline activations.
Participants were a part of the program, a part of dance activations, a part of pop quiz, a part of speaker talk, a part of standup show, a part of celebration and a part of together, going forward towards 2021.
Innovation
A PART TOGETHER concept was based on adapting to the current situation, taking advantage of the existing business communication platform, and combining everything with analog elements in a new type of event.
It was not an ordinary online event because of its innovative combination of digital and analog elements. It managed to function as a wholesome, teambuilding event, emphasizing togetherness and team spirit while happening mainly on MS Teams. In a way it created its own platform making participants feel a part of happening. With the box of gifts and props, carefully synchronized with the program for each day. With activations, group activities, live chat room and many elements that made participants feel like they are a part of celebration, no matter being physically apart.
Execution
The event lasted for a whole month, celebration and teambuilding activities ending with 3 days of live conference. The host was broadcasted live from studio, streamed via MS Teams. 165 participants communicated live via video call and chat, posting comments, videos, and photos.
Boxes were sent to participants with gifts for 3 days of the conference adding value to the program and playing an important role – participants opened them according to the activities. From morning coffee to dance props and a champagne for a toast. All participants were also part of Secret Santa activation. They were delegated a co-worker to write a card to and choose a gift for. Gifts could be chosen from 3 categories (festive, innovative, or sustainable), delivered after the event. Pop Quiz was held on Kahoot, streamed live. Participants were divided into groups; in the end the winning group was announced. Virtual backgrounds were created for a personalized MS Teams appearance.
For the dance challenge a dance instructor presented a trending song and special dance moves. Groups recreated their own videos with mobile phones, the recordings were later presented as group dance and rewarded in different dance categories. Guest speaker futurist Ben Hammersley gave the talk on how to apply new ways of thinking and think about the future in the new reality we are experiencing – a topic relevant for Philip Morris and the transformation of the company. Speaker was later available for live chat.
Measurable results
Response rate over 95 %
165 participants, live on MS Teams
23 groups
2 countries (Croatia and Slovenia)
360 minutes of live program in 3 days
165 Boxes sent to all invitees
122 dance videos made by participants with their mobile phones
165 Secret Santa greeting cards created by participants and sent with gifts
Communication
Communication has changed to some extent during pandemic, being a challenge to begin with. Like the rest of the business world, Philip Morris communicated mainly online, in their case via MS Teams. To maximally merge with their work flow we decided to use MS Teams also for our event, following the platforms technical options and turning them into our favor. Most of all, we wished to awake festive emotions and feeling of togetherness. Online communication has its challenges, being known for its limitations concerning emotions. That is why we found the solution by including analog and offline elements that helped us boost team spirit, anticipation, and surprise factors.
Since the event was held on MS Teams platform, we used its communication options to the maximum, adding only what was missing – an offline component. The main element here being the gift box of props that were essential for activation and were synchronized with the program. Communication was enabled in any direction possible: all 165 participants communicated between each other and within groups. The host was broadcasted live and had instant feedback in the chat. Direct correspondence was also enabled with the guest speaker who was answering questions live, 8 hours away in New York.
Production and organization team was constantly in line with client organizers, making sure the event communication was excellent, and all information ran smoothly in all directions no matter where each team member was situated.
The use of sustainable practices
For Philip Morris International sustainability is about creating long-term value while minimizing the negative externalities associated with the products, operations, and responsible steps we take in daily life. Sustainability and dedication had to be implemented in this event. While being focused on online communication, combined with offline elements, event still had to follow the sustainability values and practices. By using the existing online work platform, which participants know and use daily while working from home, participants were already familiar with the communication environment.
Since most of the event happened online, there was not any need for many elements we would usually require for an event. Only minimal scenography was used and since it was Christmas season, we reused the majority of existing decorations client already had for scenography elements.
Gifts for participants were carefully selected by local manufacturers and local business productions to support local economy during these challenging times. Delivery was optimized to minimize transport and environment effects. All the technical gear, screens, cameras, sound equipment and lights were rented; therefore re-used.
Every year, Conventa Crossover invites world-renowned meeting planners, marketers, entrepreneurs, and creatives to share their knowledge in Ljubljana, Slovenia. This year won’t be any different – inspiring individuals who have helped co-create and transform the meetings industry will come together from 26 to 27 August 2021. At the same time, we will be opening the stage to a new generation of young and talented meeting planners and marketers. You will learn from keynote speakers who have successfully transformed their events and are recognized as the pioneers of our new reality.
Joining the 6th Conventa Crossover conference is Ivo J. Franschitz, Owner & Managing Director of ENITED. Before you meet him at Conventa Crossover 2021, we wanted to hear his thoughts on the future of the meetings industry and see what surprises he has in store for us.
Interview with Ivo J. Franschitz
Q: What do you think about the theme of this year’s Crossover – The Meetings Industry AC/BC (After Corona/Before Corona)?
As we all have experienced, the COVID-19 pandemic has been life-changing in many ways, both in private and in business. In our business events world, it has been acting, first & foremost, as an accelerator for transformation and innovation. Hence, the chosen title and theme for the Conventa Crossover 2021 is a good choice and the right statement for the future of our business events industry.
Q: What is your forecast for the meetings industry in the coming year (2022) and beyond?
It is a very bright one, as the need for live communication, for new formats of engagement and experiences will never be greater than in the near future.
Q: How do you envision agility and innovation in overcoming the corona crisis?Can you share some examples of best practices?
Our whole business events industry is an example of best practice, where both problem-solving and agile behavior is part of our business DNA. In the last 8-10 months our industry has already proven to be innovative, quick on their feet, and have created great new solutions and opportunities of live communication.
Q: How would you comment on the following statement? “Coronacrisis has shown the need to organise events that are responsible to the environment, the participants and the community as a whole”
As mentioned before, COVID-19 has accelerated needed development and change, also in our business events industry.One of them is a greater awareness and better understanding for the need and extent of a truly all-inclusive sustainability approach.
Q: What will you surprise us with at this year’s event?
With SMART thinking and by sharing our idea of business events excellence.
About Ivo
Ivo is the Founder & Owner of ENITED business events, an international consultancy firm. He owns a Master degree in International Marketing from the Vienna University of Economics and his early career milestones include Senior Marketing & Management positions in the Business Events industry. Since 1999 he has been involved with a number of national and international educational institutions, and sharing his experience and knowledge through a variety of speaking engagements. Currently he holds a Board member position with EMBA (Event Marketing Board Austria) and with LiveCom Alliance (Pan-European Platform), and being an active member of ICCA (International Congress & Convention Association) and of 27NAMES (European Network of Leading LiveCom Agencies). His qualifications include an ISO certification (Certified Event Expert | TÜV Austria).
The Conventa Crossover conference, intended for event planners, creatives, marketing experts and all those involved in the MICE business in the New Europe region, will be carried out as a hybrid event this year. This means that you can choose to attend the event LIVE or ONLINE. Click the link below to register!
