The challenge
A kickoff with many moving parts reliably generates a recurring set of questions: Where do I collect my name badge? What's the dress code for dinner? Where are the changing rooms? What's the WiFi password?
Left unanswered, these quickly reach the project team and risk diverting focus from the actual event. Handled via email, they risk creating noise.
At the same time, there was a need to build engagement around the content and give participants the opportunity to feel involved even before the kickoff started.
The need was to:
- Gather all practical information in one place
- Activate participants ahead of the kickoff
- Create interaction during programme points
- Capture feedback during the event
How they used Ventla
Ventla was used as a shared platform for information and interaction throughout the kickoff. By gathering communication and interaction in one tool, the project team could spend less time on practical questions and more focus on content and experience.
In the app, practical information was collected (schedule, arrival details, dress code, and contact information) making it easy for participants to find the right information at the right time.
Before the kickoff, the app was used to activate participants through questions and reflection exercises. During the event, it was used for polls, questions to speakers, and push notifications that helped guide participants through the programme.
After the kickoff, the app was also used for evaluation and feedback, making it easy to gather participants' views while the experience was still fresh.
The result
99.4% of participants downloaded and used the app during the kickoff. In the evaluation, the app was described by many as a valued support, both for finding information and for being able to participate actively.
By gathering communication and interaction in one tool, better conditions were created for the event itself, while the project team could focus more on content and experience.
"Ventla became a valuable support throughout the kickoff. It gave us a clear structure for communication and made it easier to keep both information and interaction together. For us in the project group, it meant we could focus more on content and experience, while participants had a smooth way to both take in and contribute during the days."