End-to-End Virtual Conferences

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The Requirement

Due to the global pandemic, conference planning for multiple annual conferences were in danger of being cancelled.

Medical professionals that attend these conferences annually for CME credits would have to go elsewhere to receive training and information on the latest advances, best practices, and new concepts in their field.

The best option was to take the conference virtual.

The challenge was to accommodate 80 to 200 participants in a virtual meeting room that had the tools needed to provide the information in a format that was beneficial to all participants.

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CHOP chose their virtual platform based on their needs and needed experienced professionals to help them manage the learning curve of their planners and instructors, and to help support the conferences.

The Solution
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CHOP selected Brookwood to provide the training and in-meeting support they needed to host successful multi-day conferences.

Brookwood’s production and technical team provided CHOP with end-to-end support - from training planners and instructors to setting up conference rooms to support the conferences alongside their planning team.

Here’s what we did:

1. Branded and designed virtual meeting spaces that included a lobby with file downloads, individual spaces for each presenter, and breakout sessions to allow for multiple specialty training

2. Created custom re-usable content for the virtual spaces, that is being utilized for every virtual conference

3. Converted videos featuring medical procedures as part of the training process, so that they could be shared in the virtual space

4. Trained the planners and instructors, conducting multiple rehearsals and tech checks

5. In-meeting support included working closely with the CHOP planners to manage and support several multi-day conferences, including moving attendees from one breakout session to another based on selection

6. Media support to record multiple breakout sessions

The Result

All conferences were highly successful. The CHOP planners and instructors were extremely pleased with the expertise and ‘white-glove’ support of the Brookwood team and look forward to a continued partnership in supporting all upcoming virtual conference needs.