CASE STUDY. How award-winning Barkley Kalpak Agency inspired employees and enhanced communication at their own Midyear Meeting.

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1 CASE STUDY How award-winning Barkley Kalpak Agency inspired employees and enhanced communication at their own Midyear Meeting.

2 New York-based Barkley Kalpak Agency (BKA) isn t your average event marketing agency; they re a dedicated team of strategists, designers, planners and producers creating award-winning experiences for local and global clientele including. No matter what the occasion, BKA customizes every touchpoint at a meeting or an event to convey their client s brand and message in the most creative and impactful way possible. The BKA team also practices what they preach. Each year BKA hosts a mid-year meeting for staff to discuss company objectives, successes, and of course, squeeze in some bonding time. Adam Suellentrop, BKA s Director of Production and Meeting Services, explains: It s a time for us to do what we do for our clients communicate our own agency s business objectives and aspirations through customized experiences. 2

3 1. Streamlined Communication among staff was paramount. In the past, the team used s and paper to stay connected. A few aspects necessary to the success of the meeting included: Communicate and demonstrate BKA s meeting objectives Easily and effectively manage last minute changes Engage staff and encourage feedback 2. Industry Leadership and Employee Learning was essential not only to encouraging technology education among staff, but also to better understand clients experiences with mobile event apps. As Adam explains, we wanted to fully understand the potential of mobile event apps and the potential challenges our clients may face when using apps at their events. 3. Creating a Memorable and Unique Experience would be the key to sparking creativity among the team. By creating a personalized experience for each and every member of the team, they would all have different perspectives and ideas they could bring back to the office and their clients. 3

4 STREAMLINED COMMUNICATION EventMobi s easy-to-use Content Manager allowed Adam to upload all relevant information including speaker profiles, agenda, maps, and much more. The app s cross-platform offline capability was crucial for BKA as the meeting was completely paperless so even if an internet connection wasn t available, everyone would still have access to the event s important information. To customize the app, Adam incorporated the clean and sharp look of the BKA brand in his event app providing a consistent cross-platform feel. Adam also put to use EventMobi s Direct Notification system allowing him to send out alerts via the app and reminding staff about important information like survey completion. This is where the app is the most useful as it allowed us to add information as it came up so we were able to assure that attendees had the most accurate information at their fingertips. In the past, BKA gathered feedback by sending out a survey after everyone returned from the event. BKA used polls, session feedback and surveys to gain insight on everything from sessions to activities to venues. With these details, they were able to adjust their program on-the-fly, allowing them to make any changes to their approach for the remainder of the meeting. 4

5 INDUSTRY LEADERSHIP AND EMPLOYEE LEARNING By approaching the meeting as a learning opportunity, BKA staff members were able to tap into their client s perspective of using a mobile event app. Adam explains his team s experience: we were clearly able to see the benefits, challenges and quirks of using an app with this knowledge we can help our clients more fully utilize the technology s potential in their own events. 5

6 CREATING A MEMORABLE AND UNIQUE EXPERIENCE EventMobi s flexible platform allows multi-purpose functions for various features. Adam used this to his advantage and creatively customized features to deliver a personal experience to the staff team. The more direct use and opportunities we have to stretch this technology beyond what it normally does the more prepared our entire team is at guiding our clients. To begin their wine tasting session, attendees were given the opportunity to learn about the selection of wines. Instead of vocally presenting the testers, Adam repurposed EventMobi s company profile feature to create wine profiles. Each profile showcased the wine s brand, logo, company website, and background information. Attendees were also able to link to a survey to provide feedback on their favorite wine. To really take the experience to a new level, BKA had each staff member s favorite wine dropped in their room surprising them when they returned after a full day of activities and meetings. By thinking outside the box, BKA was not only able to host a unique session but also demonstrate how they incorporate personal details into every event experience. In closing, we couldn t have done this as elegantly and discreetly without the app! states Adam. 6

7 The EventMobi staff was available to us on the phone and online to live chat whenever we needed them. The team was a great help in providing solutions for some of the creative ways we wanted to use the app. Adam Suellentrop, Director of Production and Meeting Services Being the first time BKA was using a mobile app for the mid-year meeting, they were pleased to have 100% usage rate. This was due to the effective promotional efforts before the event through an launch and on-site through regular reminders by session leaders to use the event app. Using EventMobi also kept the meeting paperless, something both BKA and their clients strive to do. 7

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