EuBea Festival - Meeting Design Award Winner

This year, EuBea – the European Best Event Awards, with the support of the Meeting Design Institute, has introduced the Meeting Design Award, as one of the five special Feature Categories in which it was possible to enter events and live communication projects.
 
“In launching this Award, EuBea shows its thought leadership as it is one of the very first organisations to embrace meeting design as a grown-up component in the meeting industry”, declared Maarten Vanneste, President of the Meeting Design Institute.
 
Discover the winner of the first Meeting Design Award by EuBea Festival
 
Tieto’s Kick-off 2016
 
 
Tieto’s 160 managers, 2 days, 1 room, 0 chairs, 0 PPTs, a big pile of white boxes and some extraordinary thinking. What on Earth happened in Prague?
 
 
 
EDITION: 2016
 
ORGANISING COMPANY: Tapahtumantekijät Oy
 
CLIENT COMPANY: Tieto Oyj
 
EVENT CATEGORY: Meeting Design
 
DATE: from 16/03/2016 to 17/03/2016
 
LOCATION: Prague
 
TARGET: Tieto's MS Shared Services managers and other key people
 
OBJECTIVE: Tieto had heavy expectations for this event. The idea was to launch new organizational culture in an effective, inspiring and engaging way. Following targets were determined: to enhance collaboration, to break organizational silos, to dive deep into the new product and to learn new ways of working.
 
BUDGET: up € 50.000 to € 100.000
 
 
 
 
CREATIVE IDEA AND DESCRIPTION OF THE EVENT:
We knew something totally new had to be created: a fresh, innovative and highly engaging event that combined creativity with practice. First, we made up a new concept to frame the event: ”Praguematism”. This was used in marketing and during the event to set the right spirit. Second, we designed a new event tool: white customized cardboard boxes that formed the core of the event. Moreover, the use of boxes offered a tangible symbol of new ways of working in which change, adaptability and interaction are in key role. Third, we created a set of content-based and tailor-made methods for each target, such as “Fraction Heroes”, “Silo Busting” and “One Cloud – One Could”. Each method utilized the box in a smart and creative way. The course of the event was carefully scripted and moderated while enough ”air” was left to spontaneously grasp some of the participants’ ideas. The spirit, atmosphere and results were instantly shared with the global organization – including personal success stories.
 
MEDIA MIX:
The aim was not to attract more participants, but to create right kind of expectations. The concept of "Praguematism" was used in invitations and in a constantly updating event page. Also, key people of the target group were committed by having multiple meetings with them. In order to spread the spirit and results of the event, articles, videos and photos were instantly shared with the global organization (2000 people). After the event, personal success stories and a feedback summary was shared.
 
AUDIO / VIDEO / LIGHTS PRODUCTION:
Unlike in many conventions, the technological innovation in our event was the unique meeting design that required only minimum technology. The role of tech was only to serve as a necessary tool for our methods. We built our participant experience around 100% human collaboration instead of imposing technical set-up. In the core of the collaboration was a simple and very cost-efficient tool: a plain white cardboard box that created at least as much awe and exhilaration as any event tech could do.
 
STAGING AND SET DESIGN:
As our event was based on a number of tailor-made methods of collaboration, the planning, scripting and moderation of the event were in the key role. We created a solid step-by-step script for the director and moderators of the event, and the script was discussed and rehearsed with them beforehand. The set-up for the two-day event was one conference room, zero chairs, zero PowerPoint and minimum technics. Everything was based on firmly moderated human interaction that utilized the boxes.
 
EFFECTIVENESS:
90% of the managers got new ideas, 96% learnt something new, 100% got to know new people and boosted their collaboration skills. Overall satisfaction rate was 4,6/5. According to Tieto, the event has motivated people, created trust on all levels and laid a perfect base for the upcoming changes.
 
FEATURE DESCRIPTION:
Tieto’s two-day Kick-off in Prague for their 160 managers utilized a fresh, innovative and highly impactful meeting design that lead to an extraordinary convention. The design consisted of three core elements: First, we created a set of tailor-made methods. Instead of using existing models we made content-based collaboration methods such as "Silo Busting" (in which things that create boundaries were identified and then busted), a “Fraction Hero" role play (in which teams created personalities out of the units of new organization) and "One Cloud - One Could" session (in which a new product was made alive by teamwork and freestyle presentations). Second, we created a new kind of collaboration tool: the box. Each method utilized custom-made cardboard boxes which served as seats (as there were no chairs), building blocks, presentation boards and performance tools. The most astonishing thing was how the participants themselves found creative ways to use them. The use of boxes also offered a tangible symbol of the new ways of working in which change, adaptability and interaction are in key role. Third, we created a script that combined the methods and the tool with the targets in an engaging way. The script took the participant for a two-day journey out of their comfort zone into the new ways of working offering elements of surprise, versatile sessions, different participant roles, rewarding moments and lots of fun. Also, sharing of the spirit, contents and results of the event with the 2000 people organization was planned in advance. Equally important element in the meeting design was to create a right kind of spirit from the start. We created a concept of “Praguematism” to capture the essence of the event. This made-up word was used in marketing to boost expectations without revealing everything. All in all, our outside-the-box meeting design proved itself as a bold, budget-friendly and creative concept that can be easily modified to suit different kind of events.
 
IDENTIFICATION OF THE OBJECTIVES:
The objectives were defined in close collaboration with our client's Communications, HR and Vice President. The process included target group analysis and studying Tieto's new strategy. The idea was to launch new organizational culture in an effective, inspiring and engaging way. Following targets were determined: to enhance collaboration (networking), to break the old organizational silos (learning&motivation=l&m), to dive deep into the new product (l&m) and to learn new ways of working (l&m).
 
DESIGN BASED ON THE OBJECTIVES:
We had only four weeks to create something totally new. The process was intensive, passionate, creative and highly effective. We created the concept and the new methods from a scratch – but we wouldn't have succeeded without close and profound collaboration with our client's Communications and HR. New concept: Praguematism. New event tool: The Box. New content-based and tailor-made methods for each target of the event, such as "Fraction Heroes", "Silo Busting" and "One Cloud - One Could".
 
EXECUTION COMPONENTS:
The most important factor for successful execution was the script. We created a script that took the managers for a two day journey out of their comfort zone. Every scene of the kick-off was designed in detail. Each line, dialogue, tool, technique, floor plan and sharing method was carefully planned and presented in a written script. The budget for the event design was "peanuts". Therefore, we created an execution that didn't require money, but ideas - like the box instead of costly techniques.
 
MEASURING:
The event was one step in a massive transformation process ongoing in Tieto. Therefore, a detailed impact measuring couldn’t be done. A wider survey will be carried out later. Learning and networking was measured with a survey: 90% got new ideas, 96% learnt something new, 100% got to know new people and boosted their collaboration skills and the overall satisfaction was 4,6/5. Moreover, organizational silos were smashed, a new product was embraced and the new ways of working turned into reality.
 
 
 
CREDITS
 
PRODUCER: Arttu Kallio & Kati Sorjanen, Tapahtumantekijät Oy; Tarja Lietzen, Tieto Oyj
 
TEHCNICAL DIRECTION: Ondrej Pešek, PP Events s.r.o.
 
ORGANISING OFFICER: Lenka Prosecká, PP Events s.r.o.
 
LOGISTICS: Lenka Prosecká, PP Events s.r.o.
 
CONCEPT: Arttu Kallio & Kati Sorjanen, Tapahtumantekijät Oy
 
DIRECTION: Arttu Kallio & Kati Sorjanen, Tapahtumantekijät Oy; Tarja Lietzen, Tieto Oyj
 
COPY: Arttu Kallio & Kati Sorjanen, Tapahtumantekijät Oy
 
SET DESIGN: Arttu Kallio & Kati Sorjanen, Tapahtumantekijät Oy
 
STAGE BUILT UP: Ondrej Pešek, PP Events s.r.o.
 
SET BUILT UP: Ondrej Pešek, PP Events s.r.o.
 
AUDIO: Ondrej Pešek, PP Events s.r.o.
 
LIGHTS: Ondrej Pešek, PP Events s.r.o.
 
VIDEO: Tarja Lietzen, Tieto Oyj; Ondrej Pešek, PP Events s.r.o.
 
SPECIAL EFFECTS: Arttu Kallio & Kati Sorjanen, Tapahtumantekijät Oy
 
 
 
 
 
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