Case Study Government Technology

Working from home strategies

childs hands on a laptop keyboard is a parents challenge to working from home

The Brief

RDA Sydney approached Best Case Scenario to develop and host an online webinar targeted at private businesses, government, not-for-profits and other organisations on remote working strategies. The webinar explored how to remain productive and engaged while working remotely.

Pivot from a physical event to an online webinar

BCS where engaged with RDA Sydney back in February 2020 originally for a physical event which quickly pivoted to an online engagement due to the Covid-19 crisis. The webinar theme, topic and speakers were in place within two weeks of discussing an alternative option. The one hour webinar attracted 110 Registrants with a 72% attendance rate and incurred an average attentiveness rate of 100%.

"RDA Sydney hosted a webinar on remote work practises just as there was a massive transition to working from home. Great results from an event pulled together in short order by Luli Adeyemo and her team",

Therese O’ Dwyer, Director of Regional Development/Executive Officer, RDA Sydney
The Solution
  • Sourcing a webinar platform to feature Q&A, Polling, Recording and Live streaming
  • Set-up of webinar platform
  • Creation of branding assets & marketing assets
  • Development of a social media schedule to attract a new audience
  • Created an attractive landing page to capture new leads
  • Scheduling of social media posts across LinkedIn, Twitter and Facebook
  • Monitor campaign performance
  • Secured three diverse and engaging speakers
  • Recruited a seasoned moderator to ensure that delegates got the most out of the webinar
  • Curated the full program and theme
Watch the interview

The Results

Fantastic levels of engagement and feedback.

A key success factor was the diversity of speakers and four perspectives on working from remote working strategies – technology, research, well being and practical experience.

72% attendance rate and incurred an average attentiveness rate of 100%

best case scenarios client list includes regional development australia
The Client

RDA Sydney is a not-for-profit association that seeks to enhance sustainable economic development and employment growth across Sydney.

In this video RDA Sydney discusses how they quickly pivoted their face to face event into an engaging online experience. They discuss how the diversity of speakers was key to getting different perspectives that were of interest to their audience and why a good moderator can improve the overall experience and interaction for attendees.

Case Study Industry Associations Technology

Internet of Things (IoT) Impact

Hand holding a mobile phone connected to the internet of things

The Brief

The two-day conference was held at Hyatt Regency, Sydney. IoT Impact is the only Australian IoT conference driven by the industry. IoT Alliance Australia is the peak industry body representing IoT in Australia. The objective of the conference was to bring together over 450 participating organisations and 750 individual Alliance members together to accelerate the adoption of IoT across the Australian economy and society.

BCS were engaged 8 months before the conference. The previous year’s conference had been run by an internal team within a University campus, part of the brief was to bring a more professional feel to the organisation of the event and the delegate experience.

The conference took place over 2 days with 120 speakers, 4 breakout streams and workshops, exhibition space with 50+ exhibitors and an awards reception at the end of the first day.

“The IoT Alliance Australia’s annual IoT Impact conference is the signature IoT event in Australia. With over 100 speakers, 10 workshops and 50 sponsors the task to make this engaging and a pleasure to be at was managed superbly by Luli and her BCS team. The feedback from attendees, speakers and exhibiters alike was outstanding. With so many stakeholders, the team also had to be very flexible to change and adapt, which they did with good spirit and dedication.”

Frank Zeichner, CEO of IoT Alliance Australia
The Solution
  • Venue management – liaising with the Hyatt Regency across the full programme for F&B, room allocation, AV, direction signage and all health and safety matters concerning the exhibition.
  • Manage end-to-end Marketing: Marketing Strategy & Execution – Web Design, Registration Platform, EDM, Social Media, Partner Marketing Manager, Media Partnership Management, Sponsor Marketing, Data Management.
  • Keeping the conference website up to date with release sessions descriptions, an updated program and confirmed speakers.
  • Program development: Working with key stakeholders to identify topics, decide on event format.
  • Design a registration platform with automated emails to delegates
  • Onsite registration and live printing of name badges
  • Access control and badge scanning into all sessions
  • Sponsorship management – selling all exhibition space and other sponsorship for the event and then managing all sponsorship deliverables and communication
  • Exhibitor management –managing all exhibitor deliverables and communication
  • Conference speaker management – creating speaker briefing documents and speaker registrations for 120 speakers. Managing all speaker communications pre and post event.
  • Run sheet creation
  • Script creation for all moderators
  • Project Management timelines & reporting – weekly WIP updates
  • Supplier Management
  • Budget Management – budget creation, sourcing quotes from suppliers, requesting invoices and making sure the budget is kept budget up to date and on track
  • Delegate management – managing all delegate enquiries pre-event and onsite
  • Design Management – managing all print and design work (programs, signage etc.) and associated suppliers
  • Audio Visual Management – managing the execution of all AV and working with associated suppliers.

The Results

BCS introduced and identified that adding pre-conference workshops to the program would be of benefit to delegates attending the next two days of the conference, they were well received and a great start in assisting delegates on getting the most out of the conference.

Part of the digital marketing program focused on influencer marketing this resulted in a large increase in social media engagement and followers for IoTAA during the campaign. We leveraged LinkedIN’s Sales Navigator to connect with decision makers in key industry segments such as Water, Energy, Manufacturing and more.

85% of delegates said would attend IoT Impact 2020.

Internet of Things Alliance Australia
The Client

A Internet of Things Alliance Australia is a non-profit association accelerating the adoption of IoT across the Australian economy and society.

Case Study Healthcare Technology

AI in Medicine Australian Summit

The Brief

Best Case Scenario founder, Luli Adeyemo had dreamed about hosting an engaging platform that would bridge the digital gap in healthcare. There is an urgent need to close the digital divide in the healthcare industry and she knew that it needed to be part of a global community to enable this.

Why global? because other countries are facing similar challenges to Australia, but some have also overcome obstacles opening up an excellent learning resource. On a trip to London in 2018 Luli meet with the CEO of AIMed and it was here that the planning to host AIMed in Sydney started, one of four AIMed summits taking place around the globe.

The key objectives 

  • Education modules of AI for clinicians and non-clinicians at our 2020 summit
  • Networking events between clinicians, government leaders, technologists and alliances who have the ability to propel change 
  • Quarterly magazine on AI in Medicine from a global perspective
  • AI in Medicine free educational webinars
Speaker at AIMed Australia Global Summit Conference
The Solution

Best Case Scenario managed the event end-to-end and it attracted speaker such as:

  • Dr Zoran Bolevich, Chief Executive and Chief Information Officer, eHealth NSW
  • Dr Martin Than, Director of Research, Christchurch Hospital Emergency Department
  • Dr Anthony Chang, MD, MPH, MS, MBA Chairman & Founder and Chief Intelligence and Innovation OfficerAIMed and CHOC Children’s Hospital of Orange County
  • Prof. Antonio Di leva, MD, PhD, FRACS, Consultant Neurosurgeon – Head of the Computational NeuroSurgery (CNS) Lab, Macquarie University
  • Dr George Margelis, Independent chair, Aged Care Industry Information Technology Council
  • Dr Ian Opperman, Chief Data Scientist and CEO, NSW Data Analytics Centre

An active community of human champions with a strong desire to propel AI in healthcare for better patient outcomes.

The Results

Over 80% of respondents indicated they will attend AIMed Australia 2020

It was identified that the next step is to provide an education platform for clinicians and non clinicians on the basic benefits of AI and how it can be applied today to ease workload and improve patient experience seamlessly.

AI should focus on solving problems of clinicians and patients first, and not be focused on the technology (so-called “design AI”).

AI has difficulty in bringing a value proposition for the C-suite executives – therefore a portfolio that includes administrative burden reduction is a key approach.

Planning is now in place for AIMed 2020 to deliver a practical education and training platform for clinicians and non-clinicians, we are having discussions with key groups to create a learning/education community that will equip the healthcare industry with the knowledge they need to make AI an enabler to deliver better patient outcomes.

The Client

A clinician led global movement focused on AI in Medicine

AIMed is the driving force ensuring the healthcare sector is not left behind. Our goals are to eradicate challenges, define AI enabled solutions and create an efficient workplace, with patient outcomes at its core. Our aim is to assist medical professionals to discover new ways to incorporate advances in technology to help the way they work. The AIMed portfolio is instrumental in reshaping the mindsets of individuals and the future of medicine.


2019 Events

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Key events managed by Best Case Scenario

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The year 2019 has been busy for Best Case Scenario handling over 60 events with various tasks and activities from different spectrum of industry.

We hosted the first ever AIMed Australia Summit, November of 2019, which gathered hundreds of healthcare professionals. The year continued to be varied and interesting with our event team providing support for:

  • Symantec’s Technical Roadshows (Melbourne, Sydney, Brisbane, Perth)
  • Proofpoint – Cyber Security Specialist- managed multiple events
    • Proofpoint’s exhibitor presence at Gartner Security & Risk Management Summit 2019
    • Executive Luncheons – Sydney, Melbourne
    • Proofpoint’s Cyber Security Summit – NZ
  • Australian Information Industry Association (AIIA) – managed multiple events
    • Multiple Government Briefings
      • Government: NSW Department of Justice
      • Navigating Digital Government
      • AIIA’s NSW Ministerial Forum
      • Government: Transport for NSW
      • Government: NSW Department of Family and Community Services
      • Government Ministerial Briefing
      • AIIA VIC Navigating Artificial Intelligence Roadshow
    • Multiple Healthcare Briefings
    • AIIA Gala Dinner Awards
    • Lets Celebrate Women 2019, an international womens’ Day lunch
    • Queensland Industry event in conjunction with Optus
  • Microsoft – managed multiple events
    • Microsoft’s iEducate
    • Microsoft’s Research Bazaar
    • Multiple locations for Microsoft’s IT IQ Edu Meet – NSW, QLD, VIC, NSW, SA , WA
    • Microsoft’s University IT Service Strategy & Challenges (UNI IT SS&C)
    • Microsoft’s International Mining and Resources Conference Melbourne (IMARC)
    • Microsoft’s Client Excitement Days  – ACT, NSW, WA
    • Microsoft’s OEM Advisory Council
    • Microsoft’s Military Communication and Information Systems Conference 2019 (MILCIS)
    • Microsoft’s ANZ Commercial Excellence (ACE) Council
    • Microsoft’s SAP Australian User Group Melbourne Conference 2019 (SAUG)
    • Microsoft’s Local Government IT Conference (LGIT)
  • IoT Alliance Australia
  • Child Abuse Prevention Service (CAPS)
  • AI-In-Medicine Community
  • NetApps
    • CIO SUMMIT – Melbourne
  • Private Healthcare Australia Conference

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Case Study Healthcare Technology

Digital transformation in modernising aged care

Elderly hands - Aged care can be modernised with a digital transformation

The Brief

Working with Tquila’s Marketing Director in conjunction with their partners Salesforce and Mirus we were appointed to assist with:

  • Venue management: scoping, food and beverage and AV
  • Budget management: prepare, manage and update
  • Speaker management: prepare briefing documents and coordinate AV requirements
  • Registration: Prepare name badges, registration reports and onsite registration
Digital transformation in modernising aged care conference with Tquila ANZ & Salesforce

The Results

  • The event was so successful in Brisbane, they extended the event to Sydney and Melbourne
  • Seamless registration process
  • Speaker coordination flowed seamlessly
Tquila ANZ logo
The Client

Relatively new to the market Tquila ANZ is one of the most talented consulting teams in the region.

They have helped a multitude of companies define, develop, deploy and evolve their Salesforce investments. Their future mission however was to connect and engage with the wider Aged Care sector.

Case Study Healthcare Industry Associations

Australian Healthcare Association

scientist doing an experiment - The Australian Healthcare and Hospitals Association (AHHA)

The Brief

Review the entire event operations process & build an efficient process in it place. This included an overhaul of the following functions:

  • Manage speakers
  • Sponsor management and recruitment
  • Track budgets
  • Workflow processes
  • Manage session updates for events
  • Entire event marketing and communications both planning and execution
  • Agenda management and updates
  • Right down to name badge printing on the day

“The first objective was to check whether CHIK’s existing processes and tools could be improved and reused. We try to avoid our clients having to reinvent the wheel or reinvest in new tools unless absolutely necessary.  Once satisfied that existing resources could not be recycled, BCS used their customer need to market solution assessment tool. Basically this involves matching clients’ needs with a solution that would come to close to delivering their ‘best case solution".

Luli Adeyemo, Best Case Scenario, Founder & Director
The Solution

It’s a common marketing challenge where many disparate processes and tools are used for event marketing and operations. Problems arise such as insufficient economies of scale and overall customer experience – both negatives on the bottom line.

CHIK Services required a solution that managed their entire event operation process – from managing speakers, sponsors, budgets, tasks, sessions, event marketing and communications, agenda management – right down to name badge printing on the day.

As a non-profit organisation resources and time are tight, so researching the marketplace for a product that could do all of the above wasn’t feasible. For that reason, CHIK Services engaged Best Case Scenario (BCS) to review their event management process for their flagship industry.

Best Case Scenario started out conducting an internal assessment of CHIK Services marketing processes and tools.

Once the correct processes and procedures were in place, BCS ensured all of CHIK’s data was imported and segmented where possible to create an effective and targeted marketing strategy and communications plan that would create awareness, attract sponsors and delegates and secure high profile speakers, setting this event apart from its contemporaries.

The Results

  • Events & Conference Management
  • Delegate & Online Registration
  • Streamlined Processes
The Client

Health Association Conference

For many years Best Case Scenario managed The Health Association Conference, that attracted an influential gathering of health technology professionals in Australia.

CHIK Services provided global communication services that bridge the health and ICT sector, benefited greatly from our expertise in relation to an overhaul of their event management operations. They required a solution that managed their entire event operation process – from managing speakers, sponsors, budgets, tasks, sessions, event marketing and communications, agenda management – right down to name badge printing on the day.

Case Study Finance Government Industry Associations SMB Technology

AIIA NSW Government Special Interest Group

Group of people at AIIA NSW Government Special Interest Group Conference

The Brief

Frequent breakfast briefings and a flagship forum attracting hundreds of key executives.

The brief within NSW, the Healthcare, Government, Banking & Financial Services Special Interest Groups (SIGs) each host three breakfast briefings and a flagship forum event throughout the year. The breakfast briefings attract on average 100+ attendees and the flagship forum events bring in an audience of 200+ attendees per event. These typically consist of a keynote speaker address, followed by a panel discussion with 3-4 esteemed industry and government executives.

In addition to the SIG focused events, the AIIA run national flagship events that are aligned to their strategic initiatives and policies. The national events will vary from full day conferences to award ceremonies and gala dinners, with an audience of 200-250 attendees.

The Solution

Best Case Scenario’s responsibilities include pre-event planning comprising of creating and managing the NSW event calendar, budget management, developing event content and speaker recruitment in collaboration with the SIG and AIIA, marketing, sponsorship sales, operations, on-site management and support, speaker and sponsorship liaison, delegate generation and management, coordination of SIG and Council meetings, management of delegate surveys and post-event analysis.

Planning multiple events requires tight processes and quality control. The Best Case Scenario team developed a series of key processes to prevent and anticipate any issues that may negatively affect the events.

For example:

  • Detailed workflow spreadsheet that outline number of task days left, alerts, roles, and responsibilities.
  • Speaker profile and tracking documents: used during speaker recruitment and confirmation to provide potential speakers with an overview of event theme and focus. It also tracks submission of biographies, session descriptions, photos, etc…
  • Sponsorship tracking: tracks sponsor profile, sponsorship opportunities and fulfilment of sponsorship deliverables.

The following are just some of the Government Special Interest Group events Best Case Scenario manage:

AIIA NSW Briefing: Ministeral Update - Best Case Scenario Event Management

The Results

  • NSW SIG has the strongest event programme across AIIA
  • One of the most well attended SIGs
  • Supports member retention and assists with new member acquisition
Australian healthcare and hospitals association logo
The Client

Best Case Scenario is the NSW event partner for the AIIA and have been for the past eight years – we were instrumental in evolving the AIIA’s Special Interest Group (SIGs) program from a few people catching up for a coffee once a month, to what the program is today, regular events attracting 100’s of key executives. Within NSW, the Healthcare, Government, Banking & Financial Services SIGs each host three breakfast briefings and a flagship forum event throughout the year.

The SIGs are aligned with the AIIA Strategic Framework and provide a practical implementation of the AIIA values, but each SIG defines its own purpose, goals and activities.  These Government Special Interest Groups focus on working with state and territory governments to improve digital policy and use of technology. The NSW Government SIG works with government to improve Digital policy, projects, procurement and SME access.

Case Study Government Industry Associations

NSW Government building an inclusive society for all

Bright coloured powder representing diverisity

The Brief

The conference themes were Live, Work and Play and relate to the priority areas as set out in the NSW Disability Inclusion Plan:

  • Employment for people with disability
  • Liveable communities and accessible and inclusive tourism planning
  • Assistive technology and accessible IT to enhance inclusion for all, particularly people with disability

BCS were engaged 14 weeks before the Conference. The conference took place over two days with 85 speakers, four breakout streams, a VIP networking session, exhibition space with 30+ exhibitors plus art installations and entertainment performances.

The Solution

Accessibility was at the heart of this conference, we were required to provide inclusive planning for all aspects of the conference, from onsite logistics to online communications. BCS liaised with the ICC, speakers, exhibitors, vendors and suppliers to ensure that all accessibility requirements were met, from organising wheelchair lifts and ramps for stages, to scheduling Auslan interpreters for delegates.

In addition to this, we created online communications that met the accessibility standards. This required extensive understanding for assistive technology applications and programs and compatibility with websites and emails.

We worked closely with Exhibit Systems to provide exhibitor booths and Arts NSW to coordinate the art installations and performances. For accessibility purposes we worked with Auslan for interpreters and AI media for Live captioning.

Our responsibilities as PCO included:

  • Venue management – ICC liaison across the full programme for F&B, room allocation, AV
  • Delegate Accommodation Options
  • Design of accessible website including registration platform
  • Onsite registration
  • Exhibitor management – once confirmed, managing all exhibitor deliverables and communication
  • Conference speaker management – creating speaker briefing documents and speaker registrations for 85 speakers
  • Run sheet creation
  • Project Management timelines & reporting – weekly WIP updates
  • Supplier Management support
  • Budget Support – sourcing quotes from suppliers and ICC for sign-off

To find out more about NSW Government State of Inclusion Conference.

The Results

  • 30+ Exhibitors
  • 600 Delegates (target 500)
  • 85 Speakers
Live work and Play Conference NSW Gov Logo - Best Case Scenario Event Management
The Client

LIVE, WORK AND PLAY – NSW State of Inclusion Conference 17-18 May 2017, Sydney ICC

The two-day conference was held at the then new International Convention Centre (ICC) in Sydney, the objective of the conference being to showcase the progress being made towards building an inclusive society for all in NSW.

Case Study Technology

Enterprise Security with Proofpoint

conceptual image representing enterprise cyber security

The Brief

Although a market leader in the US, Proofpoint are relatively new to the Australian market, therefore required Best Case Scenario to support their marketing strategy, brand and event initiatives across the region.

“Leveraging local third-party suppliers or partners was a no brainer for me. However, what was important is that I chose partners who are well-established, connected and added an abundance of value. An extension of my team, they needed to understand our industry, our clients and converse effectively with senior executives. BCS have exceeded expectations and are integral when it comes planning our strategic event marketing. I cannot recommend them highly enough”

Michelle McEnroe, Proofpoint Senior Marketing Manager for Asia Pacific
The Solution

We provide event management support across multiple conferences. A 2018 event was The Proofpoint Enterprise Security Conference in which we delivered:

Support Event Sponsorship

  • Cloud security Expo (Singapore)
  • AISA (Sydney)
  • Gartner Symposium / ITXpo (Gold Coast)
  • Host a series of VIP lunches with Proofpoint strategic partners (Sydney, Melbourne & Brisbane)
  • Organise VIP Christmas Parties (Sydney, Melbourne & Brisbane)
  • Ensure consistent use of Proofpoint brand

Our responsibilities as Professional Conference Organisers (PCO) included:

  • Exhibitor management – once confirmed, managing all exhibitor deliverables and communications
  • Monitoring the use of Proofpoint brand with suppliers (print/booth builders/merchandise etc)
  • Coordination & allocation of Merchandise
  • Liaising with booth builders to tailor booth design and organise furniture
  • Design and organise booth theming to maximise networking opportunities
  • Speaker management & creating speaker briefing documents
  • Venue & AV management support
  • Budget Support
Proofpoint's Gartner Security and Risk Management Summit

The Results

All of Proofpoint engagements throughout the year have been successful, therefore we have been asked to support all planned marketing engagements in 2018. At Gartner Symposium / ITXpo the Proofpoint stand was voted top three by Gartner Executives for Networking and at the co-hosted lunches, an average of 50% of attendees were converted into customers within 4 weeks of attending.

Exhibitor stand at Gartner’s Symposium/ITXpo voted in the  top 3 for networking 50% of delegates at Sympoisum/ITXpo that visited their exhibitor stand were converted into customers within 4 weeks.

best case scenarios client list includes proofpoint
The Client

Proofpoint is an enterprise security company that provides software as a service and products for inbound email security, outbound data loss prevention, social media, mobile devices, digital risk, email encryption, electronic discovery, and email archiving. 

Case Study Technology

Education Roadshow with Microsoft

child remote learning assisted by Microsoft Education program

The Brief

Working with Microsoft Education Team we were appointed to assist with Leadership Education Roadshow, this included:

  • Venue management: scoping, food and beverage and AV
  • Budget management: prepare, manage and update
  • Speaker management: travel coordination, prepare briefing documents & coordinate AV requirements
  • Display area: assisting shipping and demo areas in each venue
  • Registration: preparing name badges, registration reports and onsite registration

“The entire event series was managed with a detailed approach, and the BCS team delivered a high engagement, well executed, thoughtful event. The team went over and above as needed, and nothing was ever too hard, or out of scope.”

Emily Weight, Microsoft Surface Product Manager
The Solution

Support for the Leadership Education Roadshow included:

  • Venue management: scoping, food and beverage and AV
  • Budget management: prepare, manage and update
  • Speaker management: travel coordination, prepare briefing documents & coordinate AV requirements
  • Display area: assisting shipping and demo areas in each venue
  • Registration: preparing name badges, registration reports and onsite registration

We sourced venues specifically to allow space for the keynote presentation and demonstrate the surface display. Critical to the success of an event series like this is to ensure that the venues are easy to get to for the educators, but also complement the Microsoft Brand.

Microsoft’s Surface Reseller Roadshow

The Results

The targeted number of educators to attend each city was 50. This was exceeded in four of the five cities. There was a 50% opt in across the series for further demos and multiple leads secured at each breakfast.

Exceeded target delegate numbers in 4 of the 5 cities
50% opt in across the series for further demos
Multiple leads generated at each location

best case scenarios client list includes Microsoft
The Client

The Education team within Microsoft work to provide their Education Partners (schools and colleges) with up to date relevant information from leading technology specialists and educators. Regular contact is key to maintaining these relationships, therefore a series of breakfasts was arranged, an external expert in the field engaged as the keynote and Surface display devices and a hub showcased so their partners could see, touch and experience the latest Microsoft has to offer.