How the association reached 700 participants from 116 different locations

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The challenge: New conditions after the pandemic

After the pandemic, the association noticed a change in behavior among its members. Many curators were no longer able to attend physical conferences. This was due to budget constraints, but also because they had discovered the value of digital training.

"We noticed a change in purchasing behavior, with many counselors no longer able to attend physical conferences. This was due to financial reasons, but also because they had discovered a digital world where they could attend training courses in this way."
Caroline Bergh, Chair of the Swedish School Counselors' Association

It became clear to the association that they needed a solution that could cater to both physical and digital audiences.

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The solution: A comprehensive solution for hybrid conferences

Coeo delivered a comprehensive solution from notification to follow-up:

Before the conference

• Website with invitation and registration
• Participant management
• Communication with participants
• Name tags for physical participants

During the conference:

• Professional filming and live broadcasting
• Conference app with chat, program, and questions for the stage
• Digital book tables and photo books
• Digital mingle for networking

After the conference:

• All lectures available as replays
• Q&A forum where speakers could respond to questions in writing afterwards
• Downloadable material from speakers

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An organizer who understands the hybrid format

The association worked actively to include the digital audience, for example by looking into the camera when speaking, asking questions to the digital participants, and ensuring that material was provided that could be used after the conference.

"We have been very clear with all our speakers that they must also address the digital audience, as the majority of our participants are actually digital."
Caroline Bergh, Chair of the Swedish School Counselors' Association

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The result: Wide reach and high quality

The numbers that show success

• 700 participants in total (200 physical and 500 digital)
• 116 different locations/cities represented among the participants
• 90% are satisfied or very satisfied with the digital experience
• Many have viewed and downloaded material afterwards to watch lectures or download material.

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What participants say

From the conference evaluation:

"Fantastic, so stylish and easy to use!"
"The best I've ever been to. It feels well thought out and well executed."
"It's great that you can listen to it afterwards, for example during the autumn break."
"I think it's a great concept, I followed it digitally."

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Value that lives on

What makes the solution particularly valuable is that it continues to deliver benefits long after the conference has ended. Many participants, both physical and digital, have gone back to watch the lectures again, together with their student health teams or counseling groups.

"It's about being able to reach a wider audience, both those who are unable to attend and those who choose to go digital. Being able to reuse all the material creates added value over time."
Caroline Bergh, Chair of the Swedish School Counselors' Association

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What was used in the project?

✓ Website and registration
✓ Participant management
✓ Hybrid production with filming and live streaming
✓ Conference app with chat, program, and questions for the stage
✓ Digital book tables
✓ Material upload
✓ Q&A forum
✓ Photo book
✓ Digital mingle
✓ Name tags
✓ Replay & on-demand
✓ Evaluation