Supporting IEEE in Technology Innovation
Client: Society of Engineering Science Challenge: Rapid transition from in-person to a fully virtual conference format with no prior digital experience Solution: End-to-end virtual conference platform with integrated submission, streaming, and content management capabilities Impact: 20% increase in registrations beyond expectations 99% submission completion rate 75% of submissions included video presentations 1,500+ attendee interactions across conference content
The Challenge
The Society of Engineering Science (SES) needed to transform its annual technical meeting into a fully virtual conference for the first time.
With limited prior experience in digital events, the transition introduced multiple challenges:
Adapting traditional, in-person workflows to a virtual environment
Deploying a reliable platform within a short timeframe and budget
Managing abstract submissions, presentations, and live sessions in a unified system
Ensuring meaningful engagement for attendees and presenters in a fully online format
SES required a scalable, intuitive solution to deliver a seamless and engaging conference experience without disrupting its established processes.
The Solution
A comprehensive virtual conference platform was deployed to support the SES Virtual Technical Meeting from end to end, covering submission management, session delivery, and content dissemination.
Delivered in close collaboration with the SES team, the solution ensured a smooth transition while enhancing the overall conference experience.
Virtual Conference Framework
Integrated Submission & Workflow Management: Enabled structured handling of abstract and document submissions, ensuring a streamlined and user-friendly experience.
Live & On-Demand Session Delivery: Supported a combination of live-streamed and pre-recorded presentations running in parallel, offering flexibility for both presenters and attendees.
Interactive Engagement Features: Included Q&A modules and session-level interactions, allowing attendees to actively engage with speakers and conference content.
Presenter Onboarding & Support: Provided dedicated onboarding sessions and real-time support to ensure presenters were fully prepared and technically equipped.
Centralized Content Library: Hosted all conference materials in a single, accessible repository available before and after the event, extending content reach and longevity.
Impact Delivered
The implementation enabled SES to successfully launch its first fully virtual conference while maintaining high levels of participation and engagement.
Achieved a 20% increase in registrations, exceeding initial expectations
Ensured a 99% submission completion rate, reflecting strong adoption and ease of use
Enabled 75% of submissions to include video presentations, enhancing content quality
Recorded 1,500+ attendee interactions across nearly 500 conference documents
Delivered a seamless virtual experience despite no prior digital infrastructure
Extended the lifecycle and accessibility of conference content beyond the event