Adapting Established Meeting Plans in One Week

One week before launching a national in-person conference, we were contacted by our financial industry client. Several members of the client’s leadership team who were to attend the event had tested positive for COVID-19. It was a large conference where high-profile customers would be present, and canceling the event was not an option.

The Gavel International team immediately converted the in-person event into a hybrid conference. This option would allow attendees to appear in person and be streamed in a virtual setting to a broader audience for those who could not attend in person. A hybrid meeting would also provide opportunities for virtual attendees to interact and engage with leaders, which was critical.
Many details required navigation, such as registrations, including those who had already registered for the in-person conference. Additionally, Gavel International worked closely with a production company partner to adjust the set-up for online streaming, lighting, sound, A/V, and other items necessary for hybrid meeting needs.

Gavel International and its vendor partners converted a live event into a hybrid meeting in just seven days. Leaders who would not have been able to attend the event in person due to COVID restrictions could do so in a virtual environment. Additionally, a broader audience could participate, which meant that there were high-profile customers who attended who may not have been able to do so in person.

Future conferences will still be held in person to optimize interactions and networking, but the option of a hybrid meeting as a viable alternative adds peace of mind. While some challenges can be planned and mitigated in advance, others must be addressed as they arise. The right experience, expertise, and vendor network demonstrate what makes Gavel International an essential and valuable meeting planner partner, especially in crisis situations.