We become an

extension of your team

With a project manager included in all of our packages,

we work side-by-side with you to ensure all of your event needs are met.

With a project manager included in all of our packages, we work side-by-side with you to ensure

all of your event needs are met.

Conference – case study

National Phosphorus

Stakeholder workshop

ATTENDEES

> 148


STREAMS

> 1 stream
> 5 breakout rooms

DURATION

> 7 hours

LOCATION

> Leeds
> Lancaster
> Sydney

What was the brief for the event?

Phosphorus is a naturally occurring, essential mineral that has deep set uses within farming in the UK. University of Technology Sydney hosted a conference workshop alongside Leeds University and Lancaster University to discuss the impact of reducing amounts of naturally occurring phosphorus and how that impacts the future of the UK’s food chain. 

What were the biggest challenges for the U.T.S?

The main challenge faced was bringing multiple sectors together to discuss priorities, initiatives already underway, barriers, and opportunities. It was vital that each stakeholder had a platform to be able to voice their concerns and promote their ideas. 

 

 

We were also working on a condensed version of our standard project timeline, squeezing an 8 week project block into 3.5 weeks. 

 

 

On top of that all stakeholders faced the challenge of working around the time zone difference between the UK and Eastern Australia. This proved to be particularly demanding on the broadcast front. 

How did Forumm solve those challenges?

The solution here was to provide multiple, specific breakout rooms that each had attendance tailor fit around stakeholders as defined by the event organisers. Each room had a host who facilitated an engaging whiteboard session and then reported back at a later session.

 

 

Working with condensed timelines is never easy. It leaves less wiggle room for buffers, can run the risk of misaligning expectations, and can prove operationally demanding. Our project team reviewed the time frame within the planning and preparation phase of the project and provided a solution to this by finitely prioritising workloads for both platform-side and event-side teams. This allowed both teams to work synchronously towards the event. 

 

 

The Australian event team had a dedicated IT team based in the University who beamed a live stream over to our Watford broadcast studio who then mixed the feed together and sent it out live on the platform. This meant that the broadcast team had to be very specific with particular speakers depending on their time zone to ensure that technical constraints didn’t become an issue. We managed to combat this at an early stage by identifying possible hurdles in advance which allowed us to plan and forecast ahead with certain contingencies. 

We were also working on a condensed version of our standard project timeline, squeezing an 8 week project block into 3.5 weeks. 

On top of that all stakeholders faced the challenge of working around the time zone difference between the UK and Eastern Australia. This proved to be particularly demanding on the broadcast front. 

 

What did Forumm add that made the event unique?

 
 

The Phosphorus Stakeholder Workshop allowed our team to highlight and implement new solutions and considerations within the platform. Firstly we incorporated hotlinked buttons within the welcome page, one of the first things an attendee would see when logging on. This may seem a simple fix but has proved it’s worth time and time again in subsequent projects. In this case we hotlinked pdf files that allowed the event organisers to define stakeholder attendance in workshops. In the case of each workshop we also created a new panel within our chat box that allowed for the upload of documents for each of the 5 workshop breakouts.

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