Inter-Network Hybrid Conference
Event Type:
Conference
Size:
130 pax
Location:
Cape Town, South Africa
Venue:
The Westin Cape Town
A complex hybrid conference in Cape Town, bringing CLN and PMN together to strengthen collaboration across shared priorities.
The Challenge
The primary objective of this gathering was to enhance inter-network collaboration by shifting the focus from technical topics specific to each network toward shared priorities, including sustainability, biosecurity, and quality.
​
The client required full-service event management support to deliver a highly complex hybrid meeting for 130 delegates in Cape Town. The programme featured multiple breakout sessions, external dinners, site visits, virtual presenters, interactive workshops and panel discussions.
​
In addition, the project involved coordinating extensive international travel, transfers and accommodation arrangements for delegates from registration to onsite management. Given the sensitive nature of the discussions and location, it was essential that the event ran smoothly.
The Approach
Following a comprehensive venue search, The Westin Cape Town was selected for its modern meeting facilities, accommodation capacity, and ability to meet the event's complex technical and operational requirements.
​
We developed a registration site and communications plan using Cvent to ensure delegates remained informed and up to date with event plans, logistics, and key information throughout the programme. Once attendees registered, we provided additional support to those requiring visa documentation, working closely with our in-country host to facilitate the necessary paperwork and requirements.
​
To further support effective planning and communication, we introduced a detailed planning deck into our weekly calls, ensuring that each key topic and workstream was clearly covered and tracked.
​
As participant numbers increased, we sourced an additional overflow hotel to accommodate the growing room requirements. The hotel was carefully selected due to its location, being within a five-minute walk of The Westin Cape Town. Staff were assigned to the overflow hotel as we prioritised accommodating as many delegates as possible at main hotel. In addition, we ensured that transfers to and from the overflow hotel were managed safely.
​
The increasingly complex production requirements meant we had to bring in our trusted UK-based AV supplier to ensure the seamless delivery of the event's complex production requirements and to support the smooth running of all technical elements.
An external dinner was also added later, hosted at the Sky Bar, conveniently located close to the hotel. The space was selected for the memorable experience it offered guests, including panoramic views across the city as well as its close proximity to allow for a straightforward and enjoyable journey for participants travelling to the venue as a group.
.jpg)
.jpg)
.jpg)
The Result
With international flights, ground transfers, accommodation across multiple hotels, breakout sessions, virtual speakers, and remote attendees, the logistics were extensive. Through meticulous planning and delivery, every element was carefully managed to ensure a seamless delegate experience.
​
The entire event, including breakout sessions, was streamed online via Zoom, enabling virtual attendees to remain fully connected throughout the programme. Slido was integrated across the event to encourage participation, allowing both in-person and virtual delegates to engage in live polls, ask questions, and contribute to discussions in real time.
​
Sustainability and local impact were key considerations throughout. On day two, a fully vegetarian lunch was served to help reduce the event's carbon footprint. Day three provided delegates with the opportunity to explore Cape Town through a choice of local laboratory visits and guided city tours, creating valuable educational and cultural experiences.
​
Delegates also enjoyed a traditional South African braai, providing an authentic networking opportunity while celebrating local culture. Throughout the event, attendee wellbeing remained a priority, with carefully planned catering ensuring delegates were well looked after.
​
Following the event, we continued to extend its positive impact by exploring opportunities to donate stage carpeting and furniture to local schools in Cape Town, supporting the local community long after the final delegate had departed.
​
This event stands as an excellent example of thoughtful planning, seamless hybrid event delivery, and creating meaningful value beyond the conference itself.
“This meeting was complex in nature, requiring organization across countries and continents. I was part of the leadership team working directly with the Zentive team; in other words, I had a first hand account of how challenging organizing such an event is. Meeting participants, however, were unaware of the complexities and behind-the-scenes challenges due to how smooth the entire event ran. It was an ideal scenario from an organization perspective. Well done!”