Case Study: Staff Conference

Staff 
Conference

World Rugby are a global company with their 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 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.

Our Approach

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)

  • 23 Speakers x 2
  • 16 Sessions of Content x 2
    • 2 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 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:

  • 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 were 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 attended
    • High engagement in both networking and breakout sessions
    • Very positive feedback from attendees, speakers and client
  • Future intent by the client to run more virtual events
    • Since the event finished, several employees in world rugby have reached out to Vstage for hosting meetings virtually
    • The Client has requested to do monthly interactive town halls with Vstage along with 2 bi-annual employee conferences.
"This staff seminar has shown how we can always overcome every obstacle and that we can always come together in way way like this...a credit to the team to have put this together in such a good way" 
WR CEO Brett Gosper

"A Seamless 3 days" "Very Enjoyable" "Epic Programme" "Engaging"

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