The Challenge: Implementing a solution that minimizes speaker chaos and handles a complex schedule in one, intuitive place
The Higher Learning Commission (HLC) is a private, nonprofit accrediting agency that accredits approximately 1,000 colleges and universities in the United States. HLC holds an annual conference that brings higher education professionals from across the country together through informative presentations, workshops, and activities.
The HLC team was looking for a presentation management solution that could handle over 3,700 attendees, 334 speakers, 253 presentations, and two locations. HLC wanted to find a platform that would enable them to:
- Minimize speaker chaos. HLC wanted a solution that could handle a large volume of speakers and presentations spanning across two locations.
- Stay on schedule. With so many presentations happening, HLC needed a solution that would keep everything on track and moving forward.
- Prevent AV issues. HLC wanted to ensure that the solution they chose could be integrated with their AV provider and keep complications and costs down.
With a tight budget and quick turnaround time needed to get everything up and running for their conference, HLC needed a solution that could understand their unique needs and work with complex schedules across two separate venues.
The Solution: A solution that streamlines the entire presentation management process for event planners, speakers, and AV providers
HLC decided to move forward with Cadmium’s Speaker Ready System due to its ability to cover their event, speaker, and content-related needs. The HLC team implemented the Speaker Ready System solution within a tight timeline and was supported with intuitive speaker experience, seamless content distribution, and streamlined integration.
Streamlined presentation management and distribution:
The HLC speaker experience started with Eventscribe’s Speaker Management Portal, a task-based platform where they could upload bios, headshots, disclosures, and presentations. Onsite, the presentations were seamlessly accessible through Speaker Ready System. The login-free workstations allowed speakers to review their presentations or upload updates with ease.
Systemic distribution of content:
Eventscribe’s Speaker Ready System ensured that all presentation edits synced throughout the HLC event session rooms, website and mobile app guaranteeing content accuracy.
Seamless AV integration:
The Speaker Ready System integrated effortlessly with HLC’s AV provider, ensuring smooth operation through regular health checks. These checks monitored the status of controllers, workstations, and podium devices, enabling the HLC team to address any issues promptly.
The Result: A hassle-free presentation management and distribution experience for event managers, speakers and AV providers
A post-show survey revealed, that 82% of respondents were extremely satisfied with the Speaker Ready System’s ease of use.
The Speaker Ready System empowered HLC to:
- Streamline speaker management and operations. The intuitive interface and simplified workflows of the Speaker Ready System made it easy for speakers, AV providers, and onsite staff to utilize the solution effectively.
- Keep the event running on time. The system’s seamless integration with HLC’s conference and content management processes ensured that presentations stayed on schedule.
- Proactively address AV issues. The Speaker Ready System’s real-time monitoring and reporting gave the HLC team visibility into device performance throughout the day, helping them prevent AV problems before they occurred.
"Eventscribe's Speaker Ready System experience and support were fabulous. We loved the current process where session slides are readily available in the room."
-Erin Gallagher, Associate Director of Meetings and Events
To learn how your organization can leverage Eventscribe's Speaker Ready System for event success, get in touch with an expert here.
About the Higher Learning Commission
The Higher Learning Commission accredits approximately 1,000 colleges and universities in the United States. HLC is a private, nonprofit accrediting agency recognized by the U.S. Department of Education and the Council for Higher Education Accreditation. Contact annualconference@hlcommission.org for more information.
