Virtual Symposium Production for the MND Association

Moving a major international conference online at short notice is quite a challenge. Doing it for 16,000 delegates across 57 countries adds another layer entirely.

That was the task facing the MND Association when its annual International Symposium needed to move from a traditional venue to a completely virtual format.

The client brief

The International Symposium brings together researchers, clinicians and healthcare professionals working to understand and treat motor neurone disease.

After three decades of face-to-face events, the MND Association needed to recreate that experience online. Delegates still had to be able to watch presentations, ask questions, explore research posters, network and vote during live sessions.

WaveFX had already worked with the association for more than 15 years, filming previous events in Europe, Australia and the USA. This time, we needed to bring the world to Northampton.

Client quotation

“The Symposium could not have gone more smoothly. We have had tremendous feedback. Thank you for going not just one, but several extra miles.” Dr Brian Dickie, Director of Research Development, MND Association

Audience size, locations and platform

More than 16,000 delegates from 57 countries joined the three-day virtual symposium.

The programme was delivered through a dedicated online event platform with an embedded live player. Zoom connected remote speakers from around the world, while delegates could ask questions, view digital posters, join discussions and vote throughout the event.

Production setup

WaveFX built a temporary multi-camera studio at the MND Association’s Northampton headquarters.

Presenters in the studio were combined with remote speakers, presentation slides, pre-recorded videos and live graphics. Our crew managed the cameras, sound, vision mixing, Zoom contributors and streaming throughout all three days.

Each remote presenter completed a technical rehearsal before joining the programme. This gave them time to check their internet, microphone, camera and slides and gave everyone a chance to relax before going live.

Symposium production challenges and how we addressed them

The symposium production included speakers joining from different countries, time zones and home internet connections. Dedicated technical checks helped identify anything that needed attention before each session began.

The three-day schedule also included a large amount of scientific content. Presentations, videos and speaker details were organised and checked in advance, allowing the production team to move quickly between sessions without losing momentum.

Audience interaction was just as important as the presentations. Live questions, voting, networking and digital posters helped delegates take part rather than simply watching another online meeting.

Backup recordings and monitored streaming feeds ran throughout the event, while the WaveFX team remained in direct contact with presenters and organisers.

Measurable outcome

The virtual symposium connected more than 16,000 delegates across 57 countries during three days of live sessions.

Researchers and healthcare professionals could share their work with a far larger international audience than the usual 1,000-person physical event. Delegates asked questions, explored research posters, networked and joined live votes throughout the programme.

The event showed that moving online didn’t have to mean losing the conversation and collaboration that made the symposium valuable.

Planning a virtual symposium?

WaveFX produces virtual conferences, medical events and international webcasts with live studio presenters, remote speakers and interactive audiences.

Whether you’re expecting 100 viewers or many thousands, we’ll help make the technical side feel straightforward.  Please do get in touch and we’d be happy to talk through all the options for your latest hybrid conference (however crazy).

Call 01223 505600 or email hello@wavefx.co.uk.

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