An event that took Event Wizards to Virtual Event Wizards.

Although the event always had a hybrid element, the Wizards were asked to deliver a complete virtual event production for the 2020 Symposium. With this year’s global disruption the task at hand was more complex and challenging than usual. That did not prevent Event Wizards’ Herkie du Preez, who has organised this symposium for the past four years, to deliver a very successful event.

Who is Exxaro?

EXXARO is one of the largest, black-empowered mining companies in South Africa. They are a constituent of the JSE Top 40 Index and are in the top echelon of coal production in the country. EXXARO is more than just a mining and resource company and believes in empowering local mining communities and employing sustainable mining practices to limit the negative impact of mining practices on the environment.

About the PIT Symposium:

The EXXARO Professionals-in-Training (PIT) Symposium was held on the 22^nd of October 2020. Project presentations focused on minerals of the future as well as building up the mining industry while taking climate change and unemployment rates into consideration. EXARRO’s virtual symposium held productive discussions to brainstorm projects that aim to work towards running their business more cost-effectively, with a focus on sustainable practices.

The Challenge

The PIT Symposium requires high level engagement between the presenters and judges, EXCO members as well as the audience. The event were previously  held over a period of 8-10 hours providing enough time for evaluating, scoring, celebrating and networking but stepping into the virtual event space a new strategy had to be developed in order to keep the process interesting, functional and engaging. The idea of an attendee staring at a screen for 8 non engaging hours was just not an option.

The Solution

With the help of event technology such as online event platforms and event mobile applications we could engage with all event guests prior to the event to ensure they fully understand the new virtual concept and follow all the exciting steps and processes leading up to the symposium. Creative and highly effective content strategies were developed to keep the audiences engaged from the moment invitations went out, during and after the event and onwards as the entire event will be available online in the future.

The event was divided into two parts:

1. All the presentations were pre-recorded in the Event Wizards Green Screen Studios and uploaded to the event mobile app and event website three weeks before the actual event. Guests were requested to watch the presentations, score them and submit questions prior to the event day. On the event day the PIT`s were called on to stage and short highlight clips of their presentations were played. The questions submitted by our virtual audience were put to them and they were given the opportunity to engage live with the on-set judging panel.
2. A studio for live streaming was built in Exxaro`s auditorium. This allowed for only the key event teams such as technical crew, video production crew, event management teams, presenters, judges, EXCO members as well as health and safety officials to be on site to ensure a successful and safe environment.

Steps  taken to ensure the success of this event:

1. A clear communication strategy was developed to communicate effectively with all guests and event stakeholders via email, SMS and the event mobile application.
2. A custom mobile app as well as an event page were designed and allowed invitees to navigate seamlessly through all aspects the event had to offer. The attendees had access to the full event schedule on the conference’s customised landing page and were able to watch the live stream of the Symposium. All the project abstracts were available for them to download to their devices. They could also get information on both the speakers and judges for the event. A comprehensive FAQ list was provided to ensure swift answers directly from the event platform.
3. A technical script was designed to ensure that every second of this event was planned and delivered seamlessly
4. Design – every little detail was not only designed to reflect the Exxaro corporate identity but also to visually engage the audience – on site and virtual.
5. All supplier and production teams were involved from the planning stages until the end as they were key to the success of this event.
6. A production director communicated with all roll players during the live stream to ensure smooth transitions and adaptations where needed.
7. An engagement strategy kept everyone alert and interested prior to the event, during the event and post event by incorporation, live polls, Q&A`s, social feeds, networking and a digital artist capturing the entire event.
8. An integral part of our engagement strategy was replacing the usual expected entertainment acts with extremely emotional content by creating a ‘’rise up’’ act video incorporating the ‘real people’ from Exxaro and their families. Prior to the event we have asked the PIT’s a few questions about their personal journeys and unbeknown to them we contacted their families and friends that submitted videos to us. We combined these into a video compilation of emotions. There was laughter but also tears and it brought that very special magic to this production. To quote one of the management feedbacks:

‘’ This is inclusivity in action especially the personal privilege of bringing their families and friends closer to Exxaro and people’s lives- I personally loved it! (And was in tears 😊).”

1. Teamwork played a major role and everyone`s inputs were welcomed and valued. We worked together as one.

People and teams that made this event a Virtual Event success:

            Client: Sunet van Der Merwe, Talent Management, Human Resources – Exxaro

            Organiser: Herkie Du Preez – Event Wizards

                        Video Production and Live Stream – Street Smart Creative

                        Event platforms (mobi APP and event website) – Flock Eventing Platforms

                        Technical Production and set design – Xtreme Production

                        Pre-recordings of presentations and virtual set design – Motion Worx

                        Green Screen Studio, video compilation and graphic design – Event Wizards

                        Catering – TsAfrica

                        Health, Safety, Risk Management and COVIDefender – Alliance Safety

                        Entertainment – Ryan Hignett