Leading the industry with a successful and safe hybrid event
in sponsorship revenue
hybrid event attendees
virtual exhibitor booths visits
lnXpress is an international parcel, freight, and shipping company who partners with the world's best carriers. lnXpress shipping specialists provide customers unrivaled shipping solutions and their events program celebrates the success and achievements of their franchise owners.
The InXpress Americas annual convention is held alternating between the east coast and west coast in America. The 2020 convention was held in Orlando, Florida. The conference served as InXpress’ prime opportunity to engage directly with their franchise owners.
Navigating the Changing Events Landscape
The travel and safety restrictions presented by the global pandemic introduced significant challenges to the typical planning process for InXpress. They wanted to offer a safe and engaging onsite experience for franchise owners who could attend, but needed to provide a virtual solution for those who were under travel restrictions or simply did not feel comfortable in-person. “It was really important to InXpress to be able to continue to have that same energy that you always get in-person for this event,” explains Yvette Mignerey Atkin, Global Strategic Event Planner & Coordinator. In considering various options, they realized a hybrid event would serve both audiences best.
With the daunting challenge of logistically planning a hybrid experience in February 2021 during the global health crisis, Yvette’s team set to work. One of the first obstacles they encountered was planning the onsite experience in Las Vegas. The city had implemented capacity restrictions of no more than 100 attendees in following strict CDC guidelines. This would of course limit onsite attendance, but InXpress wanted to offer reasonable price points to ensure they were at capacity while still creating an engaging virtual experience for the rest of their attendees.
As they prepared to execute one of the first hybrid events in Las Vegas in 2021, InXpress needed a streamlined technology solution that could support both their in-person and virtual experiences. They created dual registration paths and integrated their registration data with the Cvent Event Management platform. Yvette’s team also wanted key details like assigned seating for their awards banquet to carry over to the printed badge details. They also decided to shorten their programming to keep attendees as safe as possible and reduce virtual fatigue. The typical three-day event was scaled down to be one-and-a-half days. All content would be livestreamed directly from their venue in Las Vegas. They would also need allow exhibitors to facilitate buyer appointments across both experiences.
Ensuring a High-Value Hybrid Event with Cvent Technology
They chose to use the Cvent Attendee Hub® to support their virtual experience along with Cvent’s Onsite Solutions, the Cvent Mobile Event App, and the Appointments tool. By streamlining the registration process, Yvette’s team was able to manage all attendee information in one location. All key details carried over to the onsite experience for in-person attendees and online for virtual attendees. “Cvent really helped streamline everything because it was all tucked in one place for me,” says Yvette. InXpress was able to expand their virtual audience by targeting personas who had never been able to attend in-person, including Sales Reps who were able to join for the first time. Yvette notes that the value that provided for the business was immeasurable. Ultimately, InXpress saw 300 combined virtual and in-person attendees, with the onsite experience limited to 100 max capacity due to the city’s restrictions at that time.
Virtually, the twelve sessions and awards banquet were livestreamed for attendees via the Cvent Video Player inside the Attendee Hub. With virtual networking and a virtual Exhibit Hall, remote attendees “felt like they were included in everything,” says Yvette. With full support services from Cvent’s professional services teams, they were able to execute all sessions through the Attendee Hub for a seamless user experience. The team assisted with strategy creation, event build, reporting, webcast support, and much more. With a limited staff of two managing both the onsite and virtual experience simultaneously, a close partnership between the two teams was key.
Sessions include two keynotes from InXpress executives, carrier-specific sessions from UPS and DHL, training labs with small groups, and the awards banquet. These various sessions created the energy and engagement Yvette’s team sought to imbue across the hybrid experience. The feedback from their speakers and attendees was phenomenal. “UPS was brand new to InXpress and it was the first time they’ve ever been to our convention,” explains Yvette. “They were blown away and so incredibly happy with what they experienced.” InXpress was also able to provide additional value for their attendees by offering on-demand session recordings after the close of the event through a proprietary system.