Event Success Story – Smart Sparrow, start-up launch event

Smart Sparrow Launch

Smart Sparrow is an Australian ed-tech start-up, pioneering adaptive and personalized learning technology. When they wanted to launch their unique software platform, The BEST Network, to a very specialised market, they came to Sydney based event marketing specialist Best Case Scenario.

About Our Client - click red line to expand

  • Smart Sparrow Start up eventAbout our client:Smart  Sparrow specialize in crafting learning experiences at the forefront of education, delivering unique, engaging and award-winning courseware.  Their clients have ranged from forward-thinking University Institutions such as Arizona State University, University of Melbourne to great corporate clients.


Quick Stats

Audio visual budget down by 50%

6 weeks lead time entire event

120+ delegates

100% of agenda confirmed in 4 weeks

The Project Brief

  • Agenda & Program Management
    Facilitate the process, collate and manage all agenda updates consisting of a plenary and three breakouts.
  • Speaker Management
    Once speakers confirmed, BCS coordinated their involvement prior and during the event.
  • Venue Management
    Included managing AV, F&B and room coordination and signage.
  • Delegate Registration
    Set up and manage the online registration process for speakers, delegates, VIPs & stakeholders.
  • Website Management
    Setup and manage the event website.
  • Marketing Communications
    Design and coordinate sending e-marketing flyers to database, track effectiveness and create a schedule.
  • Data Management
    Manage all data updates within Smart Sparrow’s data management system.


Short Lead Time & Limited Budget

As with many start-ups there are certain challenges, limited event budget, poor branding and squeezed lead times.  This particular event had a short lead time with a limited budget and no existence of an event brand or marketing plan. However, the strength behind this event was its healthy agenda, at least 60% of the agenda was complete when we took this project on board, and so instant promotion was possible. However, a strong identity had to be built around the event, so the BCS team set to work on building the brand and creating awareness within a six week timeframe.


The event was attended by over 120+ higher education and skills training professionals. The event also attracted ICT sponsors, media and association support.   Best Case Scenario’s involvement:

  • Drove down the event’s Audio Visual Budget by 50%
  • Coordinated and managed multiple remote speakers on a tight budget with short timelines
  • Attracted high profile sponsorship and partner agreements
  • Set up in just 6 weeks the registration management system, website and developed marketing material to support the event
  • Successfully deployed an interactive display to showcase the platform to the delegates

Since we launched the platform, The BEST Network, has now been adopted and is being successfully utilised by many universities across Australia and has also recently been launched in the US.

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