World Rugby Staff Conference

Case Study: Staff Conference
World Rugby are a global company with its core employees dispersed throughout Ireland, The UK, Europe, New Zealand, Australia, Canada and Argentina.

Client Needs and Challenges
World Rugby are a global company with its core employees dispersed throughout Ireland, The UK, Europe, New Zealand, Australia, Canada, and Argentina.

World Rugby previously had its annual Employee Conference at Druids Glen in Co. Wicklow, Ireland, but given the pandemic, it was not possible for most to make the journey in 2021. The live event in previous years consisted of 2.5 hours of content (speakers) followed by dinner, drinks and meetings. This event has since run in a hybrid format.

World Rugby wanted to bring their employees together in a meaningful and interactive way and approached Vstage to host their event on a virtual platform.

World Rugby wanted the event to be during the daytime for all of their employees despite their global locations and were adamant that all employees receive the same experience in terms of live elements.

Given that this was World Rugby’s first virtual conference, they required guidance for their speakers, and their programme, seeking maximum engagement and participation from all in attendance despite the virtual setting.

Our Approach
Vstage took on all of World Rugby’s challenges and produced a fully remote 3-day virtual event with all content going live twice to cater to times in both the Northern and Southern Hemisphere.

Content for each timezone grouping (all twice)
23 Speakers x 2
16 Sessions of Content x 22 x Pre Recorded x 2
14 x Live x 2
1 Entertainment Session x 2
3 Scheduled Networking Sessions x2
3 Interactive Breakout Sessions x 2
Interactive Polls & Quizzes
Mentimeter Challenges

Each speaker logged in live for the two separate timezone groups presenting engaging content with video highlights overlayed, interactive polls and Mentimeter challenges for audience interaction. The largest live segment in terms of speakers was a 5-speaker panel discussion, the other segments featured 1-3 speakers with presentations.

World Rugby hired two external guest speakers to present. Vstage ensured that each pre-recorded segment would feel live for the attendee by scripting audience interaction at all times.

It was also essential for World Rugby that their employees interact with each other, so Vstage programmed several interactive segments:

Scheduled one on one networking segments for each day where employees were given the chance to discuss programmed topics
Interactive guided breakout sessions where the audience was invited to come on screen and discuss their networking topics with the speakers
Coffee & Chats Area of the event where attendees could catch up on their breaks.

Outcomes
High Turnout 152 out of 169 attendees
High engagement in both networking and breakout sessions
Very positive feedback from attendees, speakers and clients. Future intent by the client to run more virtual events. Since the event finished, several employees in world rugby have reached out to Vstage to host meetings virtually
The Client has requested to do two bi-annual employee conferences with Vstage.

“A Seamless three days”

“Very Enjoyable”

“Epic Programme”

“Engaging“