The Virtual Cycle Meeting for Takeda is an annual meeting where Takeda’s Polish employees can share their visions of development for the coming years.
This project, which saw its format completely change just a couple of weeks before the event was to be held, is one we will remember for a long time. The pandemic situation in Poland forced us to very quickly change the scenario and move the event completely online. The biggest challenge then became recording the various sections that were initially meant to have been filmed in the grounds of... the botanical gardens in Warsaw! Finally, due to the sanitary restrictions in place at that time, we filmed them using a green screen, keeping their very interesting and modern form!
What was the communication with the participants like?
The communication started two weeks before the date of the planned event. The starting point was the publication of a website we had created, where participants could find all the information about the agenda of the meeting itself. We then published regular episodes of a video blog on the website, where various speakers and special guests would answer certain questions. The entire communication strategy was completed with regular mailings revealing subsequent points on the agenda and inviting participants to register and receive a specially prepared welcome pack.
A dedicated website
For the needs of the event, we prepared a dedicated website with a registration panel. That is where we put all the information related to the meeting, and posted various video files. We also created an additional form on the website where people registering could express their willingness to collect the special conference pack. Finally, all the recordings from the conferences and discussion panels were made available on the website, and there was also an additional sub-page with files that the participants could download.
An online integration event – why not?
The Virtual Cycle Meeting for Takeda also featured a special team-building game. The activity started with an hour of group work, after which the best teams then went head-to-head in a final half-hour session. The gameplay was designed to strengthen the problem-solving skills of the teams working remotely, reinforce the issue of remote communication, and build commitment to the company.
How about online workshops?
The agenda of the Takeda event included both the substantive part, and also blocks of Power Activities. The participants had all been sent packs prior to the event, which they could use to prepare cocktails together, learn the basics of Japanese cuisine and perform a series of exercises derived from Far Eastern culture.
At the end of the conference, it was time to relax a little so the participants were given instruction from specialists on how to breathe properly, and they also learned the basics of yoga. All 100% online!
During the recording process and the actual running of the Takeda event itself, we used a range of tools to broadcast and record the speakers. As a result, we were able to fully adapt to the preferences of the individual people and carry out the recordings in a very fast and professional manner, conducting a series of rehearsals beforehand to make sure everyone felt comfortable during their online speeches so they could focus on the content, not on the technical aspects.
Online Awards Gala
The highlight of the event was the awarding of prizes to those teams that had come closest to achieving their goals the previous year. We had already connected with all the participants beforehand, so when the results were announced we were able to present the winning team together. The virtual rooms erupted in applause, particularly when the congratulations were delivered in a video message from none other than Jerzy Dudek himself!