Category: Industry Associations

Australian healthcare providers engagement

Post author By Lenka
Post date July 29, 2021

The Brief

The AHHA approached Best Case Scenario along with their technical partner Original Syndicate to support the Value-Based Health Care (VBHC) Conference to create an engaging hybrid format (both face-to-face and virtual modes),

The aim of the conference was to showcase and celebrate value-based healthcare innovation, initiatives, implementation, research, and training from all areas of the health care system, with discussion on topics as diverse as cancer, stroke, dental health, and more.

They needed us to:

Provide virtual delegates with an equally engaging experience as in person delegates.
Deliver seamless technical delivery.
Support the large number of international speakers presenting.
Be agile and flexible to accommodate speakers and sessions chairs changing from presenting in-person to remote. (Due to last minute border closures in VIC)

"The Best Case Scenario team not only provided confidence, they delivered it too, with some delegates informing that it was the best hybrid event they have ever attended! We cannot recommend BCS highly enough and would not hesitate to work with them again.”

Lisa Robey, Engagement and Business Director | Australian Healthcare & Hospitals Association

The Solution

The inaugural VBHC Conference was a great success with over 350 delegates across Australia and Internationally in attendance.

Due to being a hybrid conference, the last-minute border closure in VIC caused little disruption to the delegates as they could still watch and engage with all the sessions and due to our technical expertise, we could easily support speakers who were now presenting remotely.

Highly Engaging Experience

The livestreaming platform we selected allowed the virtual attendees a highly engaging experience to view the sessions, network with all the delegates and interact in live Q&A providing as close to an in-person experience as possible.

The Results

Operational Outcomes

Successfully coordinated 60+ speakers featuring clinicians, Government representatives and healthcare professionals
Seamlessly delivered 19 sessions over two days
Coordinated 35 remote speakers | 28 in-person speakers

Engagement Outcomes

High engagement – there were 1422 session views over the two-day conference period
350+ interactive attendees (56% virtual | 44% in-person)
130 downloads of sponsor information
Over 60% attendees were actively engaged in the Q&A and over 370 questions were asked

The Client

The Australian Healthcare & Hospitals Association (AHHA) is Australia’s national peak body for public and not-for-profit hospitals and healthcare providers.

Their vision is for a healthy Australia supported by the best possible healthcare system. Their membership includes state health departments, Local Hospital Networks and public hospitals, community health services, Primary Health Networks and primary healthcare providers, aged care providers, universities, individual health professionals and academics. They are uniquely placed to be an independent, national voice for universal high-quality healthcare to benefit the whole community.

Tags Healthcare, Industry Associations, Targeted Marketing for Growth, Technology

Case Study Industry Associations Technology

Internet of Things (IoT) Impact

Post author By Morgan
Post date May 1, 2020

Hand holding a mobile phone connected to the internet of things — Internet of Things - IoT Impact Australia

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.

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 Industry Associations

Australian Healthcare Association

Post author By Morgan
Post date March 13, 2018

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

Post author By Morgan
Post date March 9, 2018

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:

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

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

Post author By Morgan
Post date February 28, 2018

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

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 Industry Associations Technology

AIIA iAwards Innovation Awards

Post author By Morgan
Post date February 2, 2018

The Brief

In 2015 & 2016, Best Case Scenario managed the AIIA’s pinnacle event, the iAward’s. Each year the event attracts over 1,000 participants and high-profile sponsors. The conference attracts leaders and executives from Australia’s digital economy including major technology and service companies, government, end users, and media.

The iAward’s format is a two-day event featuring a pitchfest, pre-event cocktail reception, VIP drinks reception, keynote speakers, round tables, breakout sessions, workshops and the iAwards gala dinner. The awards ceremony attracts over 1,000 guests and features entertainment and presentation of awards.

The Solution

Best Case Scenario’s AIIA Innovation Awards Ceremony responsibilities included:

pre-event planning
budget management
content development
speaker recruitment
marketing
branding
theming
operations
venue management
digital and physical directional signage
on-site management and support
speaker and sponsorship liasion
delegate generation and management
management of delegate surveys and post-event analysis.

Planning events of this scale require 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 conference.

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
Use of collaboration software such as Slack

Keeping all the stakeholder groups at the forefront of mind throughout the planning process, ensured we maximised onsite engagement, plus by introducing new presentation formats such as Ignite, kept the sessions lively, entertaining and informative. This led to the attendee experience surpassing client, delegate and sponsor expectations. It was truly an outstanding event that showcased the innovation within Australia and brought key stakeholders together to ensure the continuation of innovation adoption needed to boost the Australian economy.

Best Case Scenario pull together the logistics, operations, programme, sponsorship, and speakers in just over 4 months.

The Results

Delegate experience surpassed expectations
Showcased Australian innovation at its best
High level of satisfaction from exhibitors

The Client

The Australian Information Industry Association (AIIA) is Australia’s peak representative body and advocacy group for those in the digital ecosystem. We are a not-for-profit organisation to benefit members, and AIIA membership fees are tax deductible. Since 1978, the AIIA has pursued activities to stimulate and grow the digital ecosystem, to create a favourable business environment for our members and to contribute to Australia’s economic prosperity.

Case Study Government Healthcare Industry Associations Technology

NSW Government Health Special Interest Group

Post author By Morgan
Post date February 2, 2018

e-Health Special Interest Group - Best Case Scenario Event Management — NSW e-Health Special Interest Group

The Background

The NSW Government Health Special Interest Group (SIGs) promotes industry and government collaboration to transform the healthcare industry.

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 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 following events are some of the many NSW Healthcare events Best Case Scenario has supported

The Solution

Operations Management
Sponsor Tracking
Speaker Tracking

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