Paradigm Shift: Conquering the Virtual Space with Events Planning

By: Pam Jocson-Osasona, Director for Experience

With the sudden halt of live events and mass gatherings brought about by the COVID-19 pandemic, the events industry was massively impacted. In turn, TeamAsia’s Experience Department, which has brought brands to the next-level experience for 28 years through international and local conferences, product launches and employee engagement events, was faced with a challenge — how do we pivot during this trying and uncertain time?

We were at the midway point of preparations for the biggest summits and international conferences of the year. Then, the world stopped. Face-to-face meetings became online conversations. Timelines were pushed back, not once, not twice, but so many times depending on the ever-changing landscape of the pandemic and the entire globe. We were forced to tread uncharted territories, and our creativity and innovativeness were put to a test.

The transition from the physical to virtual realm, especially for events planning, is certainly a challenge. There are a lot of connectivity issues, because we diverted to using home internet from leased lines in the office. Another challenge is familiarization with different online platforms. Although these are channels that we are familiar with and we use during the quarantine, there is still a need to double up on efforts in order to discover and explore the features of each one. In the process, we are able to better fit them to the kind of event we want to stage. Last but not least, are the information security risks that come with planning and executing an event in the virtual space. Luckily, TeamAsia is a digitally adept agency and we have taken great leaps to protect our own as well as our client’s data even before the pandemic. 

Quick on our feet, our game plan was to dig deep into research, meet vendor after vendor of online platforms, brainstorm with teams on how we can take our clients’ important conversations virtually. We were able to bring forth our training online and launched the Virtual Arena through Experience Online, a three-part series of live webinars to let brands know that we can still bring the gold standard of TeamAsia events management.

All these brought about the Government-Academe-Industry Network (GAIN) webinar and the recently concluded I AM SECURE 2020 Virtual Summit by the Information Security Officers Group (ISOG). Events that sparked important conversations in their respective industries. The GAIN webinar especially focused on ensuring the global competitiveness of the Filipino talent, gathering speakers from the Department of Information and Communications Technology (DICT), the Commission on Higher Education (CHED), Holy Angel University, the IT and Business Process Association of the Philippines (IBPAP), and Integrated Microelectronic, Inc. (IMI). 

The ISOG: I AM SECURE 2020 Virtual Summit highlighted how to create fail-safe security environments for companies across industries as they’re being thrust to operate in the digital space. A relevant issue that not only engages information security officers to enhance their cybersecurity strategies, but also empowers Filipinos to expand their information security knowledge. And the important conversations do not stop there. We have other conferences and webinars that we are currently preparing for roll-out in Q3 and Q4.

Beyond that, I found, along with my team, that there are so many ways to connect online. Communication channels have opened up more than what physical meetings allowed. We are pushed to be more connected and communicative with others in the virtual world. People in general have upped the ante of their communication game, because it is an important tool to be understood and to get the message across. The problem will only arise when we stop communicating, and when we stop communicating right. 

Even if a sudden and rapid change has hit our industry, the quality of service we provide does not need to be affected, whether you are talking about the physical or virtual space. There are a million innovative ways to reach a golden standard of customer satisfaction in any space you choose. 

Physical events were the norm. It was what people were used to, because actual human connection and interaction is key to a successful business event as it expands your network. However, in the long run, the virtual space will bring in a lot of what we see, feel, and hear in the physical space. In terms of sustainability, virtual spaces bring more advantages to the table. It reduces one’s carbon footprint; it enables people to plan out their time more efficiently; and it allows for a more global connection without a need for travel.

So, as we continue to work around the ups and downs of the “now normal”, keep in mind that anything and everything is possible. In episode 11 of our podcast, B2B: Breakfast to Business, we delve deeper into this, reimagining the live events and entertainment industry. The current landscape pushes us to conquer the virtual space and the challenges that come with it. Because the future is certainly digital and that future is happening right in front of your eyes.