Acing Inclusion & Outreach: Community Business Indian Conference 2017

The Challenges

Community Business wanted to lead-by-example and spearhead event accessibility by catering to differently abled individuals and all genders alike. Having hosted in-person events before, Community Business wanted to take into account the following factors in order to deliver an outstanding event experience:

Audience Engagement & Impact
Accessibility Arrangements
Guest Speaker Pitfalls
No Measurable Results

vFairs provided them with a platform where all their concerns and queries were answered. With various engagement, webinar, and analytical features, their event turned out to be a great success.

The Solution

Event Gallery

Determined to cater to each of these needs, the team at vFairs delivered a comprehensive virtual conference that helped Community Business flawlessly balance their time and financial resources. They were also able to see real results to strengthen their influence across the Indian target market. They had:

Extended Event Impact

The virtual conference was open to all without geographical barriers and it generated high levels of visitor traffic who did not have to travel or juggle their work demands to participate.

Visitors only needed internet access to connect; there were no registration costs, and all conference materials remained accessible until 30 days after the live event had ended. This “evergreen” online presence allowed extended dialogue and helped build a large pipeline of potential clients.

Amplified Representation, Inclusion and Accessibility

The virtual conference was customized in accordance with Web Content Accessibility Guidelines (WCAG) to welcome individuals with varying special needs. There were special color change features for the visually impacted, an option for all the page text to be narrated to the visitors, font size options, and webinar transcriptions.

The attention to detail did not end here. The team took digital inclusion a step further with clearly marked signs in the lobby representing gender neutral and differently abled bathrooms as part of strategy to promote respect for diversity and inclusivity with no exceptions.

Instant Communication

With audio, text and video chat capabilities, visitors had access to robust communication tools to connect with event exhibitors. This instant exchange facilitated meaningful interactions without the need for attendees to wait in long queues. It also eliminated chances of compromised efficiency and customer service standards due to overwhelmed booth staff during peak periods.

Thought Leadership Webinars

vFairs provided an exclusive “Keynote Sessions” area for Community Business to host webinars with industry leaders. This helped cut down on cost, allowed content repurposing, and nurtured trust amongst the audience with zero distractions, and without any risk of cancellations.

Event Customization

The vFairs team customized features to reflect target audience characteristics through careful visual design elements. The visitor avatars in the event lobby were given local attire to assimilate the feeling of a traditional physical event in India.

The sponsors hall also reflected a backdrop of the Taj Mahal to adjust the interface to reflect the event attendee profiles.

Detailed Analytics

The real-time reporting dashboard captured precise data for the host to monitor the volume of attendees, booth traffic, information downloaded, chats exchanged, visitors, webinar and seminar traffic. This helped Community Business fine-tune future initiatives and gauge conference impact.

The Results

Community Business was able to divert all their efforts towards responsibly bringing together an all-in-one virtually powered conference.

Revolutionary Inclusivity

The event became a benchmark for many future events to follow with streamlined access for guests regardless of social, economic or physical differences that unified the audience, and delivered incredible value.

Increased Engagement

The webinars received 105 views; all with no expenses linked to equipment rental or venue bookings, or guest speaker coordination woes. Visitors could view the content at their own convenience which added extreme flexibility to their overall experience.

Dynamic Communication

With almost 900 private chat messages exchanged, the efficiency of initiating prompt conversations was well utilized by the attendees to share their queries and for the host to build valuable business connections.