Let’s Get Specific: How Do I Plan a Virtual Event?

These case studies provide an inspirational guide for planning your virtual event.  You might notice that each is unique - just as your virtual event will be customized for your programming vision and community’s goals.  HWA will help you get there. From finding the right speaker to guidance on packaging and delivering to your audience, we’re here for you.

 

     
 

David Kessler on “What You Are Feeling is Grief” for General Mills

An original program developed by the Corporation to provide support for their Employees and Stakeholders during  the Covid-19 Crisis

Watch this program >>

OVERVIEW:  

Courageous Conversation - A Discussion on COVID and Grief was a fireside chat interview with David Kessler on the connection between his work on grief and the emotions and feelings employees are experiencing right now related to the COVID-19 crisis. Tools, tips, perspectives on how to navigate this time and articulate what we're feeling.

FORMAT and EXECUTION: 

This was a 60 minute interactive discussion between a moderator, David and attendees (who could submit questions via a live chat box function) followed by small group breakouts.  

LOGISTICS AND PREPARATION: 

A technical advisor provided by the Harry Walker Agency was on the presentation and “screened” the questions for repetition and appropriateness. The platform for this piece was Zoom and it was patched into an internal system General Mills has as part of the Microsoft package (Office 365).  

After the 60 minute session, the audience was split into virtual breakouts to discuss take aways, called “Courageous Conversations.”  The breakouts had volunteer facilitators to keep things going. The platform used for the breakouts was Zoom. Zoom has a function where the administrator can assign breakout rooms. Each breakout held a maximum of 15 people.     

The Harry Walker Agency acted as Liaison between General Mills and David Kessler and provided the necessary technical and logistical guidance to make the program a success including:

  • Content Coordination including conveying the theme, questions, and program goals to David Kessler. 
  • Scheduling of all necessary rehearsals, technical checks and contingency plans
  • Expertise Recommendations including anecdotal experience with platforms
  • Advisory services based on participating in and overseeing hundreds of substantially similar events

 

Matthew McConaughey for SAP/Qualtrics

An original program developed by the Corporation to provide engage a select group of customers during Covid-19

(This event was private – video is not available)  

OVERVIEW:  

This was an internal event designed to engage an audience of customers when a “live” event was postponed due to Covid-19.   

It was a fireside chat interview with Matthew McConaughey. There were other “internal” speakers who also participated in the program.  

FORMAT and EXECUTION: 

This was a 30 minute interactive discussion. Matthew McConaughey did not participate in a Q&A, but there were internal speakers who followed him and the audience participated in a Q&A with them via a “chatbox.” The event included pre-recorded material to introduce Matthew as well as “widgets” and additional “windows” and “screens” to present slides,  presenter bios and other elements.  

LOGISTICS AND PREPARATION: 

A technical advisor provided by the Harry Walker Agency handled the logistics for Matthew’s presentation. Matthew provided his own camera, microphone and ring light to enhance the visual. The Harry Walker Agency handled a technical rehearsal in advance. The platform for this program was On24.  

The Harry Walker Agency acted as Liaison between SAP/Qualtric and Matthew McConaughey, and provided the necessary technical and logistical guidance to make the program a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Matthew McConaughey. 
  • Scheduling including necessary rehearsals, technical checks.

 


 

Glennon Doyle in an (Em)Power Hour for Athleta

An external program to help people “Move Together, Move Forward”

Watch this program >>

 

OVERVIEW:  

Athleta hosted a live Virtual (Em)Power Hour featuring Glennon DoyleAllyson Felix, Megan Roup and Dyllan McGee.  

This was a multi-part event that included 4 presenters and simultaneous live-feeds.   Registration was required but it was open to the public.            

FORMAT and EXECUTION

This was a one-hour interactive program with multiple presenters. All four presenters were “live” during the entire event, and participated in segments. Glennon Doyle’s participation was approximately 15 minutes for inspirational comments. Megan Roup did an interactive training session.   

The audience was “invited” to  the event and the Company provided a “landing page” which explained and promoted the event and provided a way for attendees to register.    

The event was attended by about 10,000 people.  

Athleta expanded the reach of the program by posting it on their social media channels post-event. They produced “start and end cards” with Athleta branding around these posts and edited the content with sound-bites and quotes.   

LOGISTICS AND PREPARATION: 

The Harry Walker Agency handled Glennon Doyle’s participation. Athleta coordinated and produced the event. Glennon used her laptop with built in camera and has home lighting to enhance the visual.   

The Harry Walker Agency acted as Liaison between Athleta and Glennon Doyle, and provided the necessary technical and logistical guidance to make the program a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Glennon Doyle 
  • Scheduling including necessary rehearsals, technical checks

Athleta provided for back-up dial in information if connections failed/dropped.

 


 

Charles Blow participating in a Panel on Race, Inequality, and COVID-19

An original program developed by the Sponsor to provide support for their community and constituents 

Watch this program >>

OVERVIEW:    

This was a Moderated Panel Discussion coordinated by Christ Church Cranbrook's  Institute for Advanced Pastoral Studies to provide information and support for their community and constituents during the Covid-19 Crisis.   

FORMAT AND EXECUTION:    

This was a Zoom Webinar event. Panelists and Audience each participated by individual Zoom Dial In Links. Speakers provided their own A/V supports and were given advance guidelines by the Sponsor with Harry Walker’s ‘best practice’ guidance.

Approximately 500 community members participated. The event was free and open to the public but pre-registration was required. The audience submitted questions via live chat portal that were vetted by moderator. The presentation lasted approximately 90 minutes, and the event was open to the media.   

The Harry Walker Agency participated by coordinating Charles Blow’s virtual contribution as a panelist. Charles Blow was virtual from his home. The Sponsor choose the technical platform.        

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Charles Blow provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Charles Blow   
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary A/V for the Speaker to comply with the Sponsor’s presenter guidelines.  

 

Mohamed El-Erian via Zoom for a Small Group Chat for World 50

(This event was private – video is not available)

 

OVERVIEW:

This was a private event for a select audience to hear candid remarks from an Opinion Leader and be able to interact in a meaningful way in a round table setting.             

FORMAT AND EXECUTION:     

Live ZOOM Conversation. Mohamed El-Erian delivered introductory remarks (10 minutes) and then engaged in a Q & A (50 minutes) with a small group of Opinion Leaders.   

The entire program was 60 minutes and was private. The Speaker provided his own laptop and microphoneHWA assisted with Speaker’s technical requirements.  

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Mohamed El-Erian provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Mohamed El-Erian      
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary a/v for the Speaker to comply with the Sponsor’s presenter guidelines.  

 


 

Amy Poehler Moderated Q&A for Okta's Oktane 2020

A previously live event which pivoted to Virtual

Watch this program >> 

 

 

OVERVIEW:    

Okta re-imagined their signature live conference as an active participatory online event. 

FORMAT AND EXECUTION:    

This was a full Conference incorporating multiple presenters and participants which was conveyed virtually to a dedicated audience of 6,000 who pre-registered.   

Sponsors and Partners were recognized and incorporated into the event via Graphics and other virtual offerings.  

The Harry Walker Agency did not produce the conference, but participated by coordinating Amy Poehler’s moderated Q & A presentationAmy Poehler was virtual from her home. The program was pre-recorded.   

Okta choose the technical partners and worked with Zoom. There was a Technical Director secured by Okta overseeing the event to troubleshoot any issues.    

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between Okta and Amy Poehler and provided the necessary technical and logistical guidance to make her presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Amy Poehler
  • Scheduling including necessary rehearsals, technical checks for the Speaker

 

Chella Man participating in a Moderated Q&A including interactive Audience Questions at Penn State

Watch this program >>

OVERVIEW:    

This was a Moderated Panel Discussion for Penn State University. It was originally scheduled as a live program.   

FORMAT AND EXECUTION:    

This was a Zoom event which was also Live Streamed on Penn State’s Website. The  Audience was able to participate in Q&A via a private chat feature. A moderator selected the questions. The Speaker provided his own laptop and a/v support, and was given advance guidelines by the Sponsor.

Approximately 250  students, faculty and community members participated. The event was free and open to the public but pre-registration was required.  

The presentation lasted approximately 45 minutes, and the event was open to the media.   

The Harry Walker Agency participated by coordinating Chella Man’s virtual contribution as a panelist. Chella Man was virtual from his home.   

The Sponsor choose the technical platform.        

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Chella Man provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Chella Man    
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary a/v for the Speaker to comply with the Sponsor’s presenter guidelines.  

 


 

Peter Sheahan delivered a 60-minute Keynote Presentation to the Association of Equipment Manufacturers

Watch this program >>

 

OVERVIEW:

Originally scheduled as a live program, this became a Webinar presentation for AEM’s members.  

FORMAT AND EXECUTION:    

This event was executed on Slide Spiel and posted on YouTube. Speaker used Power Point Visuals. Audience was able to participate in Q&A via a chat feature. A moderator selected the questions. Speaker provided his own laptop and a/v support

The presentation was password protected and lasted approximately 60 minutes.   

The Harry Walker Agency participated by coordinating Peter Sheahan’s virtual contribution. Speaker provided his own laptop and Webcam and has a full production capability from his home studio.  

The Sponsor choose the technical platform.        

LOGISTICS and PREPARATION:  

The Harry Walker Agency acted as Liaison between the Sponsor and Peter Sheahan and provided the necessary technical and logistical guidance to make his presentation a success including:

  • Content Coordination including conveying the theme, questions, and program goals to Peter Sheahan     
  • Scheduling including necessary rehearsals, technical checks for the Speaker
  • Conveying and securing all necessary a/v for the Speaker to comply with the Sponsor’s presenter guidelines.