07841 042245 admin@myohmyevents.com

MyOhMy Events Delivers a Seamless Hybrid Experience for KidneyCAN’s #KCRS2022

Event Project Overview

  • Name: KidneyCAN
  • Event: Kidney Cancer Research Summit (#KCRS2022)
  • Date: October 2022
  • Duration: 2 days
  • Location: Philadelphia, PA
  • Attendees:
    • In-person: 160
    • Online: 500
    • Countries Represented: US, China, India, Germany, Belgium, France, Italy, Australia, UK

Event Objectives

KidneyCAN’s annual Kidney Cancer Research Summit is a critical event that brings together clinicians, researchers, patients, and caregivers from around the world. The primary goals are to:

  1. Share the latest research, treatment methods, and clinical trial outcomes in kidney cancer.
  2. Foster collaboration among top professionals in the field.
  3. Provide valuable information and resources to patients and caregivers.
  4. Advocate for increased government funding for kidney cancer research.

The Event Challenge

This year’s summit was the largest and most ambitious event that KidneyCAN had ever organised. While hybrid events had become the norm due to the pandemic, the complexity of managing a seamless experience for both in-person and remote participants posed significant challenges. MyOhMy Events was tasked with ensuring flawless execution, including technical setup, speaker management, and smooth integration between in-room and online experiences.

The Role of MyOhMy Events

MyOhMy Events played a pivotal role in the successful delivery of #KCRS2022. The team was responsible for:

  1. Pre-Event Coordination:
    • Conducted a virtual venue tour and in-depth discussions with the venue team to understand layout, equipment availability, and logistical complexities.
    • Planned and tested all technical aspects, including mic checks, lighting, streaming, and slide transitions.
  2. On-Site Management:
    • Arrived a day before the event to set up equipment and conduct a full rehearsal, ensuring all technology and presentations were working flawlessly.
    • Coordinated with 55 speakers to prepare them for the hybrid format, including providing guidance on stage presence and cue management for optimal engagement with both in-person and online audiences.
  3. Technology Integration:
    • Partnered with a local AV provider to secure stage lighting, microphones, cameras, and other necessary equipment. MyOhMy brought additional gear, including an Atem Mini Pro, Hyperdeck, Zoom sound recorder, and two mixing laptops, to manage camera angles, audio, and slides in real time.
    • Ensured all recordings were “in-stream mixed,” eliminating the need for expensive post-production editing.
  4. Event Execution:
    • Managed live streaming, camera feeds, and audio to deliver a consistent experience for both physical and virtual attendees.
    • Facilitated real-time interaction between online and in-person participants, enhancing engagement and inclusivity.
    • Conducted regular debriefs to review and refine processes throughout the two-day event.

Outcomes and Achievements for the client

  1. Record Attendance:
    • Achieved a 50% increase in attendees compared to previous events, with more patient registrations than ever before.
  2. Enhanced Global Reach:
    • Successfully connected participants from 11 countries, broadening the event’s impact and fostering international collaboration.
  3. Cost Efficiency:
    • The hybrid format enabled KidneyCAN to consolidate their efforts into a single event, saving costs associated with hosting multiple in-person events across the US.
  4. Impactful Content Sharing:
    • Hours of recorded content were made available post-event, providing ongoing value to attendees and the wider community.
  5. Increased Advocacy and Awareness:
    • The event facilitated new partnerships and provided a platform for lobbying efforts, reinforcing the drive for increased funding and support for kidney cancer research.

What the client said:

“Working with MyOhMy Events transformed our approach to hosting large-scale conferences. Their attention to detail, technical expertise, and seamless management made #KCRS2022 our most successful summit to date. The hybrid format allowed us to engage more participants than ever before, while maintaining the intimate and collaborative atmosphere essential to our mission. MyOhMy Events truly understands how to bring a global community together.” — Adrian, KidneyCAN

Working together as a team

  • Efficient Team Coordination: The event demonstrated the importance of clear roles and responsibilities. MyOhMy Events’ three-person team efficiently managed multiple technical aspects, while KidneyCAN’s volunteers supported speaker management and attendee logistics.
  • Leveraging Technology: Integrating cutting-edge technology enabled smooth transitions and high-quality streaming, crucial for maintaining engagement across all platforms.
  • Hybrid Model Success: The success of #KCRS2022 has set a precedent for future KidneyCAN events. The hybrid format not only broadens accessibility but also provides a sustainable model for scaling participation and impact.

Another Event Success!

MyOhMy Events’ expertise in hybrid event management allowed KidneyCAN to elevate their annual summit, creating a truly global platform for kidney cancer research and advocacy. The event’s success has paved the way for future innovations in how KidneyCAN connects and empowers their community.