Category: Technology

The technology industry sector

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 Technology

Enterprise Security with Proofpoint

Post author By Morgan
Post date February 28, 2018

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

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.

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

Post author By Morgan
Post date February 28, 2018

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.

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

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.

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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