Fox World Travel
Showcasing Fox World Travel client success through a true custom solution with Cvent
day turnaround to pivot hybrid event
total logins in Attendee Hub
Fox World Travel is a national leader in business travel, vacation travel, incentive travel, and meetings and events planning. “Fox World Travel is one of the largest corporate travel management companies in the United States,” explains Jeremy Dyken, Director of IT and Application Development. Supporting their clients for over 60 years, Fox World Travel has long relied on event technology to create seamless attendee experiences and achieve custom client success.
Jeremy notes that the pandemic was particularly challenging for their organization as an event agency. “The last two years were incredibly difficult,” he says. “Now that we’re through that tunnel and can see the light on the other side, we are poised for growth.” Jeremy believes industry partnerships are key in unlocking this potential for growth. It’s a strategy Fox adopted with Cvent years prior to support their expanding business. “Years ago, in the spirit of continuous growth and improvement, Fox recognized the need for a partner who would complement and scale with our growth,” he explains.
Six years later, the impact of that partnership is clear. “We have optimized events by utilizing features such as Event Enterprise Solution, Supplier Solutions, Transient, Onsite Solutions, and most recently, Attendee Hub,” offers Stacy Button, Operations Manager of Meetings and Incentives. Thanks to their strong emphasis on technology investments, Fox was well-positioned to support their clients throughout the pandemic.
Supporting a quick pivot to hybrid events with Cvent technology
Jeremy and Stacy offer an example of how such strategic forethought positively impacted one of their clients. Due to the Omicron variant, a large accounting firm needed to quickly pivot their planned in-person conference in early 2022. Five days before the event, it looked like the conference may not even occur. “The client was considering canceling the event outright,” Stacy shares. Given the impact of this lost business and its effect on hundreds of attendees, Fox prepared an alternative solution. Stacy explains, “For us, that presented a unique opportunity where Fox World Travel and Cvent came together. In just three days, we were able to completely transform their program into a hybrid event.”
Fox’s rationale was simple. With the support of Cvent services teams and the backing of Cvent technology, their team would create an engaging and safe attendee experience so that the event could move forward to support the client’s business goals. They planned to bring all entertainment and speakers to Las Vegas and shift all attendees to the virtual experience, creating a hybrid event. “Think through all the logistics that have to happen to pull that off successfully,” Jeremy elaborates. “The mobile app has to change, and sessions have to change, hundreds of people no longer flying into Las Vegas…all of that has to happen quickly.” Faced with this daunting challenge, the Fox and Cvent teams jumped into action.
Strategizing hybrid event success with Cvent professional services
The Fox team managed the technology implications behind the scenes to ensure a flawless virtual attendee experience. Having the technology already in place to support the team during this incredibly challenging time was critical. “At the customer’s request to make this a hybrid event early on, combined with the Cvent technology, made it possible to hold this virtual meeting due to the last-minute critical changes,” notes Stacy.
Fox first had to manage attendee communications and accurately cancel 539 hotels and flights. “Due to the benefit of our strong Cvent partnership and having planned for a hybrid event, strategically created this safety net, which enabled us to easily manipulate the content, emails, surveys – every touch point- to reflect the now virtual atmosphere,” offers Jeremy. In partnership with Fox’s customer, they reconfigured and condensed session content to accommodate the virtual environment. “Fox is responsible for all of their attendee and website management in addition to the implementation of the conference mobile app and now, Attendee Hub,” Jeremy explains. They dedicated one team member to manage the attendee experience, divvying up the other responsibilities amongst their remaining staff and enlisting the assistance of their Cvent team.
They condensed breakout and general sessions into daily sessions to allow for a more fluid virtual attendee experience. This meant they needed to reassign speakers, support session content, enable polls, and moderate Q&A. Meanwhile, they built 25 hybrid sessions in the Attendee Hub. Given the extremely tight timeline they faced, Fox appreciated the support from the Cvent Attendee Hub 360 team, which extended beyond typical working hours and into the weekend. “There was someone from the Cvent side who was our go-to superstar,” Jeremy notes. “She was a project manager, and she was phenomenal.”
In providing end-to-end project management, the Cvent team updated the event build to reflect the new hybrid experience and configured the Attendee Hub platform. At the same time, they coordinated technology needs to ensure timely execution. They also offered advanced production services and full day-of support. “You take someone like that, who has a background in meeting planning and could help anticipate the things we’re going to need - it means nothing is lost in translation,” Jeremy adds.
By drawing on their existing Cvent partnership, Fox was able to quickly and efficiently create a viable solution for their client in the midst of overwhelming challenges. Combining industry-leading technology with the support of experienced technology professionals meant both Fox and the client felt fully supported throughout the process. Jeremy says, “You take someone like that with our experienced team and you achieve what many companies try: the blending of people and technology. With Fox and Cvent, we could do this and make it happen.”