Virtual Event
2024

Ricoh International Women's Day

Ricoh International Women's Day

Overview

Ricoh USA, an information management and digital services company, serves as a pillar of innovation for over 1.4 million businesses, including 84% of the Fortune 500 companies. Their mission is to empower customer-focused organizations to adapt to changes, harness actionable insights, and create meaningful human experiences. By freeing information trapped within organizational processes, Ricoh USA enables its customers to maximize the potential of their workforce and realize their future visions. For the second year in a row, Ricoh USA chose to partner with us to bring their annual International Women's Day virtual event to life. They leaned on our expertise to not only handle the event’s production but also to ensure a smooth experience for their audience.

Challenge

Ricoh USA was set to host their annual virtual event using Swoogo. One of the first hurdles we encountered was figuring out how to integrate live streaming into this environment. Early on, Ricoh expressed interest in offering a French translation to their attendees. They tasked our team, with finding a solution. We dove into the possibilities, working closely with both the Swoogo team and potential AI translation providers to explore integration options. Although Ricoh USA decided not to proceed with translation, this exploration was a great learning experience and showcased our ability to handle complex technical requests. While Ricoh had some experience hosting virtual events, they lacked expertise in live streaming production. This gap meant they needed our help to tie all the pieces of the virtual event puzzle together. Our team stepped up to coordinate the collection of assets, check each speakers technical set up, and conduct live streaming tests on Swoogo. On the day of the event, our role expanded to managing the live production, ensuring everything ran smoothly and professionally, from start to finish.

Strategy

Preparing for Ricoh USA’s virtual event was like setting the stage for a grand performance. We started by diving deep into the capabilities of the Swoogo platform, running a series of live streaming tests to ensure everything from video quality to the timing of content was spot-on. These tests were crucial in helping us iron out the technical details and prepare for any unexpected challenges. Our approach was systematic yet flexible. We used a tried-and-tested checklist to keep track of all the moving parts—from ensuring all assets were collected to arranging them in the right production sequence. Additionally, we crafted a detailed run-of-show, which acted like a playbook for our team on event day, guiding each step of the live production. Communication was key. We listened attentively to Ricoh’s needs, ensuring their requests were met with precision and care. Regular updates and clear timelines were shared through emails and calls, establishing a rhythm of trust and transparency between our teams. A dedicated chat channel was also set up for the event day, allowing Ricoh to reach us instantly for any last-minute tweaks or technical queries. For the technical setup, we paired Swoogo with Vimeo for its reliable live streaming service and broadcast quality. We also used an advanced broadcasting tool for remote speaker connectivity and pre-recorded content playback, chosen for its robust features, ensuring a seamless live experience.

Results

The virtual event we crafted for Ricoh was a hit, drawing impressive attendance and sparking lively interactions on the Swoogo platform. Throughout the event, we kept a high level of viewers engaged, a testament to the captivating content and smooth flow of the program. Ricoh's feedback highlighted their appreciation of our partnership for the second year running. They felt that the professional execution of the event represented their brand's reputation for quality and excellence. Our contribution went beyond technical management; we provided peace of mind. By taking the reins of the live production, we eased the usual stress associated with virtual events. This allowed Ricoh's speakers to stay focused and calm, fully prepared for their presentations without any last-minute surprises. Our hands-on approach ensured that every aspect of the event reflected Ricoh's high standards, reinforcing their stature as a leader in their industry.

Ricoh International Women's Day
Ricoh International Women's Day

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