/ SUCCESS STORY

EVF Annual Meeting: Case Study

By Angie Harms |

August 6, 2021

Overview

The European Venous Forum aims to promote the development of education, scientific knowledge, research, and clinical expertise of the highest quality in the field of venous medicine. Shocklogic has been supporting EVF meetings for several years with our Abstract Management System, and this year we helped them to deliver their 21st Annual Meeting as a virtual conference from 24th-26th June 2021. 

The work was carried out by a dedicated Virtual Event Production Team involving 22 Shocklogic staff members, who supported the event in nine key areas:

Registrations: We created a bespoke registration form and provided the necessary software, payment gateway integration, registration support, and joining instructions for the 782 registrations processed for this event. 

Abstract management: Our software was used to collect the event’s 30 presentations, including videos and back-up slides. We created a profile area as a single point of entry for all needs and roles, and provided support for presenters in the lead up to the event.

Virtual platform: The client took advantage of our powerful Advanced XP, which includes a bespoke 3D lobby and exhibition design, and an interactive programme. A faculty page included bios, photos, and direct session links, and a networking area included a general chat for attendees to interact with one another as well as the option to send direct emails to delegates. 

Mobile app: We developed an easily downloadable and intuitive app tailored to the event. Its capabilities included: direct access to live sessions, collecting statistics on most viewed sessions and speakers, sending push notifications to guide delegates, viewing sponsor and exhibitor information, a networking feature, and social media interaction. 

ePosters: Our ePoster platform includes an abstract body view as well as thumbnails for each video, a star-rating/voting system, and author contact links. In addition, we collected and checked all videos prior to deployment.

Exhibition: For this event’s exhibition, we designed and set up 15 fully-branded multimedia 3D virtual stands and 1 VIP suite. Each stand included a chat function and contact forms for easy interaction with attendees. We provided full support for all exhibitors through the final day of the live event and ran statistics to create post-event reports. Finally, we used gamification to enhance exhibition participation. This included a quiz and a ‘golf tournament’.

2021.07.29 EVF Infographic 1 1

Live event support: We tested and uploaded all videos and presentations to the live platform, sorted by date, time, and session. We provided comprehensive training for speakers and chairs in a dedicated virtual rehearsal room before their live presentations. Three Shocklogic team members were present in every session at all times to oversee the minute-to-minute management of each presentation. Several additional team members provided continuous tech support in the form of immediate responses to Helpdesk tickets and live chat availability at both the meeting room and login-page levels. 

Post-event support: We processed and uploaded all session videos for on-demand access, to be available for a full 12 months from the close of the event.  We created and shared analytics reports for both the live platform and mobile app. 

Survey and certificates of attendance: We developed a bespoke survey questionnaire including multiple choice and short answer questions. Individual certificates of attendance, including accurate CME points based on sessions attended, were sent automatically upon completion of the survey. 

Results

The conference was a great success, and we had wonderful feedback from the client throughout the process. 

In the lead-up to the event, EVF shared our images of their mobile app along with the tweet: ‘Great APP and platform and A GREAT TEAM Shocklogic!’ 

On the first day of the event, they shared an image of their virtual lobby and tweeted ‘Wonderful platform, great quality broadcast!’

In closing the event, Professor Andrew Nicolaides, Chairman of the Board of EVF had these kind words to say about us:

“Special thanks go to Shocklogic and all the staff for their patience, their persistence, their teaching, and professionalism. Shocklogic has given us a remarkable simulation of reality, and we are very thankful.”

The full video testimonial can be viewed here.

Written by Angie Harms, Copywriter/Proofreader