Connecting Virtually & Physically: Successful Hybrid AGM for a Prestige Club

April 5, 2024

INDUSTRY NAME
Private Club

LOCATION

Singapore

PLATFORM
Events Studio

SERVICES

Globibo provided a range of services for the AGM, including invitation, pre-registration & onsite registration, question submission & queuing, secret voting (pre- and live voting), audio/video management, video conferencing, and a comprehensive tracking and auditing solution.

EQUIPMENT USED

Virtual Studio server
Streaming server
Presenter PC Integration
3 Camera with Operator
2-way audio integration
16ch Digital Audio Desk
3 presentation walls + preview monitors
Tabletop Conference Microphones
Operation & Integration of inhouse handheld microphones
Backup mobile network routers
Recording (audio/video)
Auto-transcript of video recording

Globibo orchestrated a successful Hybrid AGM for a prestigious club, seamlessly combining physical and virtual participation. With 100 attendees at the club and 250 online via Events.Studio, the event facilitated smooth voting with over 500 members participating in e-voting before the AGM day.

Connecting Virtually & Physically: Successful Hybrid AGM for a Prestige Club

Globibo organized and executed a successful Annual General Meeting (AGM) for one of the most renowned clubs in Singapore, combining both physical and virtual participation.

The physical attendance took place at the renowned club with 100 participants, while 250 participants joined the AGM online through the Events.Studio platform provided by Globibo. The actual voting was open for 5 days before the AGM day and there were more than 500 members who participated in the e-voting through Events.Studio platform. The onsite setup was executed on the same event day from noon- time to facilitate a soft rehearsal at 4.00 pm and the actual AGM at 6.30 pm.

Participants

500

Audio Desk

16

Voting Open for (Days)

5

Positive Feedback

96%

CHALLENGES

One of the key challenges was the preparation of all information in Events.Studio platform, whereby the team had to continuously amend the data based on changing requirements. Another major challenge was the optimal integration of the in-house equipment into the overall architecture. Using the in-house equipment reduces cost, which is in the interest of the Client and Globibo. On the other hand, the in-house equipment may create inconsistencies – especially if certain elements can not be adjusted or fixed with the onsite team.

In terms of technical and logistical support, we had to ensure proper technical and logistical support, minimizing disruptions and making sure that we had concurrently executed several parts of the AGM smoothly. Due to multiple other events happening at the same time, the allocation of manpower had to be carefully monitored.

MANAGEMENT OF CHALLENGES

The Globibo team knows the venue, inbuild equipment, and team. Therefore the collaboration allowed us to quickly identify and address potential (as well as actual) issues. Technical issues that occurred in previous events were entirely avoided through collaborative smart pre-planning. To better prepare for the platform to be ready, we always updated our platform with their requested changes almost immediately and we promptly updated the client. This also included working overtime to make sure that the client is comfortable with the quality of our services. As for the allocation of manpower, the planning was done well by management and we made sure that everyone involved was briefed well so that they could be focused and execute their tasks diligently while serving other customers with parallel teams.

The client has partnered with Globibo on multiple projects and has shown great trust in our teams. Working in a supportive and collaborative environment makes the projects enjoyable. Globibo’s thorough understanding ensures smooth execution, earning repeat appointments.

ROLES / TEAM MEMBERS

The client has been working with Globibo on several projects before. The client has been very kind with their trust in our teams. Working in a professional and friendly environment, where mistakes can be admitted quickly because everybody knows that everyone will collaboratively work on fixing issues together make those projects a very nice experience. The Globibo team studies and understands the flow of the AGM and its requirements thoroughly. This is the 4th time that Globibo was appointed as their trusted vendor to execute their full AGM event.