Category: Industry Associations

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Case Study Industry Associations

Driving Marketing Innovation: Best Case Scenario’s Role in the 2024 ADMA Global Forum

ADMA Global Forum 2024 Venue
ADMA Global Forum 2024 Venue
ADMA Global Forum - vibrant event production

Key Outcomes from Best Case Scenario’s Engagement: 

  • Seamless event production that not only wowed the audience but also exceeded our client’s expectations, ensuring a memorable experience. 
  • Introduced new features and sustainable practices, keeping eco-conscious attendees in mind and aligning with ADMA’s sustainability goals. 
  • Boosted audience interaction by incorporating interactive elements such as the mosaic activity wall and the Capability Compass booth, enhancing engagement with ADMA’s new capabilities offering. 
"Working with Best Case Scenario transformed ADMA Global Forum 2024. Their precision and attention to detail ensured a seamless and stress-free experience that truly brought our vision to life."
Tracy Ruff Head of Marketing at ADMA
About ADMA 

ADMA (Association for Data-driven Marketing & Advertising) is Australia’s leading industry body for data-driven marketing, advertising, and customer experience professionals. They serve marketers, advertisers, and data specialists, providing them with industry insights, training, and certification programs. ADMA focuses on helping its members navigate the complexities of data privacy, regulatory compliance, and innovative marketing strategies to drive business growth and success. Their events, like the Global Forum, offer thought leadership and networking opportunities for professionals across various industries. 

About ADMA’s Global Forum 2024  

ADMA Global Forum is a one-day event that attracts over 700 marketing leaders. The theme for 2024 was, ‘Elevate for the Future’ which addressed key issues in the marketing industry and aimed to assist marketers in preparing for the future.  

With thought-provoking speakers and sessions, the forum covered topics like privacy changes, CX-driven growth, and long-term branding. Notable speakers included Joanna Robinson, CMO of The Iconic, Mark Ritson, renowned marketing professor and Lucinda Barlow, Head of International Marketing, Uber. Andrea Martens, ADMA CEO, opened the day with reflections on regulatory reform and the capability crisis. The event was led by Holly Ransom, with keynote contribution from Scott Galloway and Tom Goodwin. 

Best Case Scenario’s Key Responsibilities

Event Production & MC, Speaker Coordination

Best Case Scenario played a critical role in event production. Working closely with Holly Ransom, the MC, BCS ensured smooth transitions between speakers by co-developing a script that maintained engagement throughout the day. Every introduction was crafted with context, aligning with the event’s key themes to keep the audience connected.

AV & Virtual Coordination BCS handled all audiovisual elements, including managing autocue and dynamic speaker slides designed for the supersized LED screen.

One of the highlights was managing the virtual appearances of high-profile speakers. Scott Galloway, professor of marketing at NYU and serial entrepreneur, joined remotely from Chicago, while Mark Ritson presented from the UK.

MC - Holly Ranson, enabling her to focus on her expertise

Despite the complexity of coordinating international speakers, BCS ensured a seamless delivery that kept the audience engaged. Additionally, the production and creation of the Global Forum’s introduction video set an energetic tone for the day.

Tom Goodwin, speaker at ADMA Global Forum 2024, praised the BCS team, saying, “In all my speaking engagements, your team was the best—calm, brilliant, and fun to work with.”

On-Site Branding & Booth Development

BCS brought ADMA’s vision to life through vibrant on-site branding. A key feature was the red reflective stage floor, which added a professional and sleek aesthetic, enhancing the visual appeal in photographs. We also developed an interactive booth to launch the ADMA Capability Compass, a tool designed to give attendees insights into marketing capabilities and skills.

The mosaic activity, where delegates could build an image, was a huge success, creating a lasting memory. Branded table placements, feather banners, and escalator branding ensured the ADMA Forum’s presence was felt throughout the venue.

Sharp Production - Red reflective floor

Delegate Coordination

BCS managed every aspect of the delegate experience, from pre-event registration to ensuring seamless online and on-site attendance. Pre-event care included tailored communications to ensure a smooth registration process, and during the forum, attendees were taken care of from arrival to entertainment. 

Interactive Mosaic Wall
On brand signage enhancing delegate experience

Budget Management & Entertainment Coordination

BCS took the lead in budget management, ensuring transparency and alignment with ADMA’s financial goals. We negotiated the best rates with suppliers, keeping costs in check without compromising quality. For the entertainment, BCS curated a variety of experiences that catered to different attendee preferences, allowing everyone to relax and enjoy after the formal sessions concluded. 
 

Operations Management

BCS meticulously planned event operations, crafting detailed run sheets to ensure smooth transitions for speakers and staff. Our on-site team coordinated everything, from staff management to a comprehensive bump-in schedule, ensuring everyone knew their roles and timelines. Our work-in-progress (WIP) updates kept the ADMA team well-informed throughout the event planning process. 

"I really appreciated how much ADMA prioritised sustainability throughout the event. It was clear they cared deeply about minimising the events environmental footprint, and between our teams, we ensured every detail reflected that commitment. From eco-friendly materials to mindful logistics, it was a pleasure working with such a forward-thinking organisation that aligns so closely with our values."
Stacey Hutchinson Operations Lead at Best Case Scenario

Sponsor Coordination & Social Media Management

BCS worked closely with event sponsors, ensuring their brands were well-represented across the forum and that their presence delivered on ROI. We also created the event’s social media assets, generating vibrant posts that showcased speakers, sponsors, and agenda highlights, building excitement and engagement pre-event. 
 

Through our partnership with ADMA, Best Case Scenario successfully delivered a standout Global Forum, ensuring every aspect—from speaker management to branding—reflected the professionalism and forward-thinking approach of the organisation. 

Please reach out to us if you need help with your next event. 

"Working with the ADMA team was an absolute pleasure. They are truly professional and know their marketing game inside and out. Their ability to collaborate and execute with precision made the entire process seamless. It was inspiring to see how committed they are to delivering value to their audience and elevating the marketing industry as a whole." 
Luli Adeyemo Founder of Best Case Scenario
Categories
Case Study Healthcare Industry Associations Technology

Australian healthcare providers engagement

Image of a doctor using a mobile phone
Image of a doctor using a mobile phone

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.

Best Case Scenario provide event management for a hybrid value based health care conference in Perth

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
Australian healthcare and hospitals association logo
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.

Categories
Case Study Industry Associations Technology

Internet of Things (IoT) Impact

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

Categories
Case Study Healthcare Industry Associations

Australian Healthcare Association

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

Categories
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
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.

Categories
Case Study Government Industry Associations

NSW Government building an inclusive society for all

Bright coloured powder representing diverisity
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.

Categories
Case Study Industry Associations Technology

AIIA iAwards Innovation Awards

AIIA iAwards
AIIA iAwards
AIIA iAwards

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
bcs client AIIA Australian Information Industry Association logo
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.

Categories
Case Study Government Healthcare Industry Associations Technology

NSW Government Health Special Interest Group

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

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
bcs client AIIA Australian Information Industry Association logo
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.

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Australia 2010
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