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The Return of Live Events...

Toyota were ready to get back on the road. With the launch of its new Yaris Hybrid model, no virtual substitute could effectively replace this physical experience. BI WORLDWIDE excitedly looked at the challenge of returning to live events and quickly adapted to provide safely inspirational experiences, at a social distance.

When launching the brand-new Toyota Yaris Hybrid, gaining validation from the European press from an immersive event that allowed full experience of the car was essential to its success...

Distanced yet delighted, guests arrived in Brussels for the day to independent registration stations, then socially distanced meeting and exhibition areas, where although masks covered mouths, smiles could still be seen through eyes. Guests then headed to their sanitised vehicle for independent drives on a mapped sightseeing adventure.

New Covid considerations can be daunting when returning to the live events arena. When hosting a widespread audience from different risk environments, it’s crucial to focus on the Three Rs:

Risk
Responsibility
Regulations

BI WORLDWIDE’s Events Team asked all the right questions and our trusted partner suppliers had all the right answers. Risk assessments, contingency mapping for safety, and serious incident plans took shape in great harmony. With safety fully embraced by everyone involved, the tasks were made considerably easier with transparency across the board, scrutinising the detail of every element, from assembly to end-user delivery.

The outcomes of this event saw;

x 10 Press Rotations involving x 12 Countries
Contactless sanitizer machines placed at all touch points and locations.
Individual Registration with socially distanced meeting areas
x 25 Media Cars and x 8 Support Cars were cleaned and sanitised
Cars were secured with sanitation stickers to ensure nobody else had touched the vehichle prior to use
Each individual attendee was also issued their own 100ml bottle of sanitizer and two face masks of FFP2 standard for use during the programme.

Nicola Sanders, Project Director spoke on her experience of the event -

“Concerns and considerations can easily consume an event; understanding an attendee’s current health and their potential exposure to Covid-19 before arrival; testing upon arrival; knowing current regulations in the event destination, and adapting to changes and regulations during the event.

In addition, consideration needs to be given to minimising touch points; cleanliness; PPE; potential changes to a person’s health during the event; contact tracing; detailed communication of requirements and expectations, plus continued contact with those on-site post-event.

My experience was that our robust processes and collaboration helped us work with, not against the tide, further channelling all our creative energy into delivering an inspiring experience for the audience.

The desired outcomes of our clients always remain at the heart of what we do. In this instance, my mission was to develop a creative and immersive audience experience, enabling my client to confidently release the spirit of the car into the world, knowing I’d considered and taken care of all the risks.”

So how do we do it?

Meticulous end-to-end Event Management, partnering with our clients on everything from strategy to execution.
On-site team throughout the event dedicated to managing every aspect of the programme.
Dedicated Delegate Registration, ensuring all our guests are taken care of before they even step out the door with reassuring communications.
Over 30 years’ experience in events and Product Launches all around the globe, so your audience will not only ready for a good time, but a safe time with us.

"It’s been five months since we were last on-site for a live event, and the most exciting thing is working with clients that have the confidence to come back and demonstrate that live events are still possible and here to stay.

Having demonstrated this event, we have even more confidence now to take it forward and deliver even more."

"It’s still possible to do face to face events; there’s no reason why challenges can't be overcome.

We'll have to cater to smaller numbers perhaps, as we go forward, and that can mean a longer programme, but it’s not impossible.

We can see from the success and feedback of this programme that people still want a face to face event."

"The best part of the event was getting everyone back together. Although we’re still distancing and wearing masks, it's actually coming together again that brightened everyone’s day up and energised them for this event."

"The crucial thing for the journalists and for their work is to dynamically evaluate the car; people come, they drive, and they experience the car in reality and how customers will hopefully be driving it in the future."

"Understanding, interpreting and implementing the rules was crucial, but once understood, we were able to reengineer the whole event. It’s amazing to see this happen as the amount of planning that went into this event was massive compared to normal. Seeing the first car drive out was a fantastic feeling."

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With a knowledgeable and vastly-experienced team, we create and deliver unforgettable events that are on time, every time.

For every event we design, deliver and manage, we gain an initial and powerful insight into the client’s values and requirements to ensure quality and satisfaction are achieved at every stage of the process.

Being a full-service global agency that can call upon a hand-picked supplier network across the globe, we’ve got the skills you need for the event you want.