Parks Victoria OnePV Conference 2021

Background

Parks Victoria were hosting their annual OnePV Conference. This event aims to celebrate and recognise their internal staff both located in head office and rangers located throughout the parks throughout Victoria. The employee conference is an opportunity for staff to reconnect with each other, to our strategic direction and to nature.The OnePV Conference 2021 was a three day conference that brought together 1000+ Parks Victoria staff. With over 60 speakers who moderated panel discussions, presentation of field case studies, interactive activities, sponsor involvement and open forums. These speakers were presenting nationwide as well as special guests from the United States.

The Brief

The vision for the OnePv Conference was to promote knowledge sharing, collaboration and professional development in a virtual setting. It was important to the Parks Victoria Team that the agency that came on board could play an internal management role with the registration and communication process as well as creating an engaging virtual event.  Phoenix’s role included stakeholder liaison, speaker management, project management, communications and internal and external administration related to the virtual event.

The Solution

We Are Phoenix became an extension of the Parks Victoria  team, embedding our team of production experts and event managers into the organisation to drive the execution for the OnePv Conference. To ensure a seamless delivery of the conference content, Phoenix created a detailed road map that outlines the weekly tasks and actions required to successfully achieve a conference of this scale. Weekly work in progress meetings kept the team on track to share collectively on progress and any roadblocks to overcome.

We Are Phoenix developed and executed a detailed project plan to ensure the success of the OnePv Conference, this included:

• Budget management and financial reporting
• Set up and management of the online registration portal via Cvent
• Management of EDMs to internal staff members regarding registration & accessing the virtual conference platform
• Speaker management & arrangement of MC to ensure the delivery of virtual presentations

• Regular WIP meetings with all relevant parties.
• Multiple speaker briefings and technical rehearsals.
• Management of pre-recorded content.
• Collecting, collating, and managing all Event Assets including multiple videos and digital slides for the event.
• Risk analysis on all potential issues.
• Creation of detailed event run-sheets for all involved parties.
• Successfully produced and managed our online MC, Tanya Ha and were able to meet all of her requests
• Designed and operated a customised audio visual setup for our MC to present to the audience
• The client complimented the professional look and lighting of the MC to all of the attendees
• We were also flexible in switching to a multi-camera setup for different sections of the MC’s presentation
• We were able to provide individual coaching and technical support to multiple Parks Victoria staff to present all of their elective sessions to hundreds of attendees

The Results

Key outcomes from the project include:

• Attended – 1000+ Parks Victoria staff
• Speakers – 60 speakers
• Total Registered: 1,160
• 61% attendees logged in successfully
• Gamification – Total amount of attendees participated in the game: 411
• Most viewed session: Welcome to Country; Welcome & Acknowledgements (Day 1) followed by Panel – Managing Country Together
• Most engaged sponsor: Macpac (Visited virtual booth = 1,625)