Sightsavers Programme Meeting 2020 - Going Virtual

We have been working as Sightsavers Event Logistics and Meetings Team since 2012, so it has been interesting to support them through the transformation of their traditionally venue based Programme Meeting into a virtual one. We were thrilled to host a very successful 5 day (22nd-26th June) virtual Programme Meeting for 123 delegates from 32 countries.

“This five day virtual event was something of a step into the unknown for Sightsavers, whilst we are well used to video conferencing and long-distance meetings, the scale and ambition of this particular event was something new. We wanted to hold an event that fostered the kind of interaction and engagement that we would normally obtain in a face-to-face setting. To help us achieve this, the team at Maximize Your Time supported us with the creation of an event platform, the training of colleagues on the use of Zoom and the audience interaction tool Slido, as well as facilitating rehearsal sessions for each of our speakers to help allay some of their fears and ensure each session went smoothly.
The events team helped us to create ‘breakout’ group work sessions, managed the interactive elements, and ensured that our delegates and speakers were in the right place at the right time, with all of their technology working correctly. Overall the meeting was a great success, we couldn’t have run an event of this scale as smoothly as this without Maximize Your Time’s invaluable support. Our delegates were delighted at the level of participation we were able to generate, and in many cases they suggested that this type of virtual event could actually be a viable alternative to certain venue based meetings, allowing as they do, the involvement of a larger number of delegates for a lower overall cost. “
Martin Baldwin, PS2 Operations and Planning Coordinator, Sightsavers

Feedback from participants (shared in the chat during the meeting)

“I think the way Martin and the MYT team have planned, organised and facilitated the meeting has been very impressive and has worked very smoothly so hat tip to them all.”

“Thanks everyone for making this meeting possible despite all restrictions, amazing how zoom helped us to feel so connected. Having said that, that would not have been possible without the excellent support from MYT, Martin and all. It was my first Programme Meeting and I have really enjoyed connecting and sharing with you all!”

“Really great meeting, this is my first time attending the programme meeting and the refresh strategy was very enlightening. It was good to see how my work fits into the global strategy. Well done to Martin and the MYT team, great coordination!”

“Overall preparation was excellent and I was amazed to see how technology based meeting management is possible keeping breakout session interactive and so effective.”

“Overall a really impressive set of sessions. Brilliant use of a combination of Zoom and Slido, including choreography of cleverly structured breakout groups.”