World Rugby are a global company with their core employees dispersed throughout Ireland, The UK, Europe, New Zealand, Australia, Canada and Argentina.
World Rugby previously had their annual Employee Conference at Druid’s 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 day time 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, their programme, seeking maximum engagement and participation from all in attendance despite the virtual setting.
Vstage took on board 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 group (all twice)
Each speaker logged in live for the two separate timezone groups presenting their 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 2 external guest speakers to present. Vstage ensured that each pre-recorded segment would feel live for the attendee by scripting in audience interaction at all times.
It was also essential for World Rugby that their employees interact with each other so Vstage programmed in a number of interactive segments: