Event
A face-to-face global event required an urgent pivot to a virtual format.
Challenge
MTA originally planned a global face-to-face event in Washington, D.C., but had to pivot quickly to a virtual format. With only three months to prepare, the team faced significant challenges in reimagining the entire experience while maintaining engagement and quality.
Results
Planning and Execution
- Timeline: 3 months of intensive planning and coordination.
- Event Format: Fully virtual, spanning 3 days.
- Time Zones: Accommodated attendees across 13 different time zones, ensuring accessibility for a global audience.
- Sessions: Managed 40 sessions covering diverse topics, accommodating various time zones.
Preparation
The MTA Production Team conducted thorough rehearsals for all presentations, organizing a total of 19 separate rehearsal sessions to ensure every detail was carefully reviewed and perfected.
The MTA Production Team ensured smooth transitions between speakers by meticulously planning the show flow and timing during the live sessions. This preparation helped maintain audience engagement throughout the event. Additionally, the team proactively addressed and minimized technical issues by having contingency plans ready to handle unexpected challenges during the presentations.
Attendee Experience
To create an engaging and personalized experience despite the remote setting:
Pre-event Engagement
Pre-event videos were professionally recorded and shared through the virtual platform in advance of the event. These videos served as an engaging introduction, providing essential information, setting expectations, and helping participants prepare effectively for the upcoming sessions.
MTA coordinated the delivery of 87 personalized snack boxes, thoughtfully curated and sent directly to attendees’ homes or offices across 10 countries. Attendees were able to customize their selections, ensuring each box reflected their preferences. The result was a collection of high-quality snacks designed to enrich the event experience while accommodating a wide range of tastes and dietary needs.
Through careful orchestration and meticulous planning, MTA ensured all snack boxes arrived prior to the event, generating excitement and allowing attendees to enjoy the curated selections together, which fostered a shared experience during the virtual sessions.
Real-Time Event Engagement
The virtual event featured 21 engaging elective sessions, each led by the company’s internal Subject Matter Experts. These sessions covered a wide range of topics designed to appeal to diverse interests and professional development needs. Highlights included “Mastering the Art of Adaptability,” which focused on building resilience and flexibility in the workplace; “Chart Your Course in Tableau,” offering hands-on guidance for data visualization skills; and “Event Sustainability in Action,” which explored practical ways to implement eco-friendly practices within corporate events.
Each day, participants attended general sessions for keynotes and updates. Sessions included an award spotlight to highlight the achievements of select employees. In addition, there were 16 departmental breakout sessions tailored specifically to different teams within the organization.
These sessions incorporated multimedia presentations such as videos and slideshows, live music to energize attendees, interactive chat features allowing real-time questions and discussions, and other dynamic elements designed to foster collaboration and deeper engagement among team members.
To make the virtual experience more immersive and enjoyable for all participants, several interactive features were integrated throughout the event.
- Live polling enabled attendees to share their opinions instantly and see collective results in real-time.
- The chat function encouraged ongoing conversations between speakers and audience members as well as peer-to-peer interaction.
- Breakout sessions allowed smaller groups to collaborate closely, promoting active participation.
- An “Immersive View” feature was utilized to simulate an “on-stage” feel of a live event throughout the awards sessions.
Together, these tools helped create a lively atmosphere that kept energy levels high while strengthening connections across the company despite being remote.
Post-Event Engagement
As a post-event face-to-face CSR challenge, team members formed regional groups to select various CSR activities. These opportunities strengthened team connections as teams invested volunteer time in their local communities, providing in-person opportunity to connect and engage with one another.
Outcome
The event was highly successful, demonstrating MTA’s ability to adapt quickly under pressure. The combination of thoughtful planning, personalized touches, and rigorous preparation contributed to high attendee satisfaction and seamless execution across multiple time zones.
This success story highlights how strategic planning and attention to detail can turn potential setbacks into opportunities for innovation in event management.
Feedback from Surveys
“I want to thank you for investing time, energy, and resources in creating this space for us to continue strengthening bonds and connecting with each other—ultimately helping us grow both as individuals and as a company.”
“Thank you for putting on the Virtual Workshop!! There were so many laughs, deep conversations, insightful suggestions, and much more!”
“The workshop was put together with a lot of behind-the-scenes work, thought, and creativity, and it showed by being seamless and innovative.”
“I appreciated the use of interactive elements such as polls and breakout rooms, which encouraged us to collaborate and share ideas…Overall, a lot of valuable information, engaging sessions, and electives! Thank you to everyone who made this happen!”
“Just a huge thank you… You’ve made it possible for the connection and impact to be truly incredible once again this year.”
“Thank you all for creating such a thoughtful and inspiring experience!”
