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The Challenge: Pivoting from In-Person to Virtual with Weeks to Spare and No Room for Error
An established team responsible for planning critical events and activities faced an immediate crisis: After months of preparation, a planned in-person event had to be re-strategized after travel funding was unexpectedly pulled. The event was already deep in the execution phase, with agendas finalized, flights books, and participant outreach started.
There was no option to cancel or delay the event since the timeframe was fixed, and the outcomes still needed to be delivered. With just 6 to 8 weeks remaining, the only viable path forward was to transition to a fully virtual format.
The team worked with limited internal capacity and had no in-house technical team to manage the shift. Complicating matters further, the virtual event provider that had been used previously was no longer operating in that space. They had to find a provider that could deliver with urgency, stability, and expertise.
Key challenges included:
- Ensuring platform accessibility across a variety of secure networks and restricted environments.
- Replacing an in-person experience with a virtual one.
- A hard deadline with minimal runway.
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The Solution: Technical Expertise, Proactive Support, and Seamless Delivery
Following a thorough RFP process, the team selected Cadmium to be their virtual event partner based on a referral from their previous virtual event provider. The final decision was also based on Cadmium’s ability to meet short implementation timelines, proven experience with secure virtual delivery, and a reputation for responsive technical support.
From the outset, Cadmium operated with precision and urgency. The onboarding process emphasized early technical planning, with Cadmium’s support staff engaging directly to validate platform compatibility and ensure no last-minute challenges.
Critical areas addressed early included:
- Assessment of network access across multiple locations.
- Early tech walkthrough with event stakeholders.
- Preemptive support planning for speaker logistics and platform operations.
Communication remained strong through the virtual event planning process. Cadmium offered structure guidance on Eventscribe’s virtual capabilities and built-in flexibility for the organization to manage content changes independently. When last-minute speaker substitutions occurred, the Cadmium team was able to step in without hesitation and ensure that sessions continued as planned.
To support a quick learning curve, Cadmium also provided:
- Targeted direction on time-sensitive platform edits.
- Availability to implement smooth internal workflows.
- Continuous communication to manage day-of changes privately and efficiently.
The Result: A Confident Virtual Event Delivery and a Reliable Model for Future Events
Despite the quick change in format, the organization was able to launch the event successfully and achieve its key objectives. Attendee access was uninterrupted, and critical sessions were delivered as planned and up to the high standards that the organization follows.
Several operational outcomes stood out:
- Attendees were able to access the virtual event across all required networks.
- Presenter changes were smoothly handled behind the scenes with no friction.
- Positive attendee feedback confirmed a smooth event experience.
“Working with Cadmium made a challenging situation manageable. The team was responsive, knowledgeable, and always one-step ahead by resolving issues before they became problems. Despite tight timelines and shifting logistics, we could deliver a high-quality experience for every attendee.”
About Cadmium
Cadmium empowers associations to harness the power of learning experiences by providing an integrated suite of solutions that streamline event management and continuing education. We understand that learning is about transformative moments, and we’re here to help associations share those moments, create community, and drive meaningful change. For more information, visit gocadmium.com.
