AI UK 2021 Virtual Summit

March 24th, 2021

Overview

Event type: Virtual

Event platform: Hopin

Workflow: Zoom > Youtube > Hopin

In the making: 3 months

Date of event: 23.03.21 > 24.03.21

Duration: 8-hours per day over 2 days

Company: The Alan Turing Institute

Speakers: 80

Attendees: 1,000+ per day

Client Review

“A quick note to say thank you SO much to everyone behind the scenes at London Filmed for both the proactive work that’s been put in over the last few months, and the reactive work over the last two days.”

Will Cunliffe, Events & Marketing Coordinator, The Alan Turing Institute

The Project

In December 2020, the UK’s national institute for data science and artificial intelligence (AI), The Alan Turing Institute, approached London Filmed to help host their two-day virtual conference, AI UK. 

The event needed to showcase the best of UK academic work in artificial intelligence, bringing together thought leaders, innovative businesses and specialist third sector bodies. There was an exciting array of state-of-the-art AI and machine learning (ML) to be exhibited and a desire to increase awareness and engagement with the Alan Turing Institute.

The exclusive event connected UK academics working in AI with research users from industry, commerce, and government to discuss, learn and facilitate new UK AI collaborations. 

Challenges

• The event was to be presented across two streams on each day
• There were a large volume of speakers to prepare, many of whom were presenting slides
• An MC had to manage two streams and multiple sessions
• There was a large and complex agenda
• Needed a highly professional result but speakers were streaming from their homes
• Needed to incorporate pre-recorded content, presentations, live material, and audience interaction

Solutions

• We created a detailed speaker preparation plan, which took place over six 30 minute sessions
• External project management tools allowed open communication between all parties, tech briefings with all speakers, script reviews and full event tech rehearsals to agree verbal cues for content and speaker transitions
• Dedicated project management over two months with a team made up of a Project Manager, Graphic Designer, Editor, 3 x Live Stream Engineers and 2 x Live Floor Managers
• Custom design work following brand guidelines to create digital assets and custom animated ‘stings’ between sessions
• Ability to host both pre-recorded and live material through the platform as well as Q+A through Slido

Result

“It was a high-profile event with over 80 speakers so the expectation was high, but we prepared well and had done multiple rehearsals with the speakers and tested the tech stack rigorously which is crucial for events like this.”

Tom Mahon, Co-Founder London Filmed

Client Reviews

“The feedback from both delegates and colleagues alike has been overwhelmingly positive, and that’s in no small part due to the well-oiled machine backstage. Second, absolutely fantastic delivery. Thank you all so very much.”

Joanna Stacey, Head of Events and Engagement at The Alan Turing Institute 

“Just a little personal note of appreciation from me for a job well done. 

As the person responsible for live streaming usually it was so helpful to have a team to provide the streaming solution for this event with so much going on concurrently. You did a great job and I’m very personally very pleased with how everything went, a great result reflecting on reaching out to your company via email all those months ago!”

Dan Whitfield, The Alan Turing Institute