Retaining 90% of sponsorship in online event transition

Jun 22, 2021

CHALLENGES

Less than three months before the 14th International Neurotrauma Conference (INTS) was due to take place, and with the pandemic still transpiring worldwide, organisers made the pivotal decision to deliver INTS in a fully virtual format. Along with the complexities of moving everything online ahead of the Conference date in early February 2021, the Organising Committee was determined not to lose the sponsorship that had already been signed. Sponsorship packages were originally designed for a physical event so the challenge was not only to transpose entitlements and create new value-add opportunities in a virtual environment but to convince sponsors that it was still worth investing.

SOLUTIONS

  • Soon after the decision to go virtual, the team reached out to all sponsors and reassured them that INTS 2021 would be a compelling event with continued value for them
  • Each sponsor’s new entitlements were individually curated to ensure their objectives were met
  • A virtual exhibition was created, offering sponsors an opportunity to showcase products and services prominently on the main event platform
  • Sponsorship on lanyards and at the Welcome Reception no longer existed but alternative sponsor opportunities were created with prominence in the program and throughout the plenary
  • More bursary and award sponsorship opportunities were developed to allow sponsors to fulfill their corporate social responsibility promises
  • Guidance and support were provided to sponsors to navigate the digital event platform and show them first-hand the intuitive and user-friendly platform showcasing the analytics available
  • eOrganiser and ePresenter were also deployed to save the Organising Committee hundreds of hours with managing abstracts and speakers – thus giving them more time to focus on retaining sponsors

OUTCOMES

  • The event exceeded expectations by retaining 90% of the sponsorship revenue despite fears of large-scale sponsor attrition due to the major last-minute change
  • Re-signing a $10,000 workshop sponsorship package with a sponsor who had originally withdrawn in the initial postponement
  • Delivery of a prestigious international event, with attendees showing a high level of interest in the sponsors featured on the virtual platform

The eTechSuite team was fabulous in bringing the virtual symposium together. There has been nothing but positive feedback from those who participated from around the world. I was impressed by the live presentations and Q&A within the virtual event platform and the functionality of the platform exceeded my expectations. I would highly recommend eTechSuite’s virtual event products and services to those looking to organise a virtual event.

Robert Vink

INTS Committee Chair

eTechSuite staff can work with you on the best event solution.  Contact us today at sales@etechsuite.com

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