2020 Gutenberg Case Study:

Preparation: 

In order to prepare for an online event that has never been done before, the Gutenberg team conducted research on how virtual events are being conducted. We looked into different aspects of hosting virtual events. Research consisted of interviews with other students who had experience with planning a successful virtual event. The team also learned from articles written about how to make an online event engaging and interesting. 

Ryan McCoy, student from the University of Texas:

“If you usually do smaller group sessions, the breakout rooms were really helpful and honestly even if yall usually don’t, I recommend it because you don’t get those in-between moments to chat with people in person so it’s nice to have some “built-in bonding time”. also, make sure everyone knows, especially presenters, to wait a couple of seconds before responding or speaking to someone else. it may create a little bit of awkward silence but nothing is as awkward as going back and forth saying ‘no you go’ because you keep talking over each other. it really wasn’t as bad as we all thought it would be, as long as you have a relatively decent wifi connection.”

Event Brite Article:

https://www.eventbrite.com/blog/11-virtual-event-ideas/

Eventbrite had a list of tips on how to make a virtual event engaging. We referred to some of these points when we prepared to present ideas to our client. 

Adobe Summit 2020 Event:

https://www.adobe.com/summit.html

Adobe does an annual event each year that features presentations from the leaders at Adobe and introduces new innovations. This year’s event was all pre-recorded prior to when the event went live virtually. They also included breakout sessions that were on specific subjects for attendees to view. We played off of the ideas from Adobe by planning to pre-record the whole awards ceremony.

Client 

Abilene Christian University presents Gutenberg 2020, recognizing the distinguished Journalism and Mass Communications alumni since 1993. Professionals from all over the world enhance student’s knowledge in their careers and work. Alumni honored for their hard work and dedication while engaging with students from the University to connect and grow the community. 

Problem/Opportunity:

In years past, the Gutenberg Celebration has been everything from a standard awards dinner to a two day event featuring heavy hors d’oeuvres, networking, and the awards ceremony on the first evening with a breakfast panel discussion the following day. 

This year, Gutenberg faced an unprecedented challenge = COVID-19. 

The nature of the pandemic pushed the team to think and plan in new, creative ways to transition the event to a primarily online format. 

Specific Problems: 

• Difficulty concentrating on Zoom 

• Keeping engagement high on a livestream 

• Formatting the event in a way that would keep alumni and students engaged 

• Offering in-person options for students (logistics, safety)

Specific Opportunities:

• Reaching alumni who’ve never attended Gutenberg before (especially the ones who couldn’t travel because they’re too far away) 

• Restructuring the event to adapt to a virtual format

  • Helpful for the future, since we’re now able to have online options 

• Motivating students to interact with alumni in new ways 

Goals:

Like in years past the main goal of this year's Gutenberg was to design, construct, and implement an event that showcases the three honorees. The secondary goal was to foster connections between students, staff, and alumni. 

However, due to the unique circumstances provided by COVID-19 our team was tasked with also coming up with an innovative system that would both appeal to students and keep everyone safe. 

Results:

The nature of the world going through a global pandemic caused this Gutenberg Celebration to be a mix of in-person and remote. The students and faculty of the ACU Journalism and Mass Communication department met in physically distanced rooms to virtually meet the honorees and other alumni over zoom calls.

The event started with the alumni and students in zoom breakout rooms where they were able to network and socialize with each other. The students were able to ask the honorees and other notable alumni questions in regards to their field and about life after graduation. It was also a time for students to network and learn more about potential careers and specific jobs. The time was also used for alumni to reconnect with each other. More alumni were able to participate in this year’s celebration because it was online which gave way to fun stories swapped and new people to meet.

From the zoom calls, there was a transition to a youtube livestream. Morris+Mitchell worked with ACU TV to put together a ceremony video that was live streamed in all of the physically distanced rooms on campus and was shared with all of the alumni on the Zoom calls. The honorees, that were located around the United States, were presented their Gutenberg awards. The three recipients received their award and then gave an acceptance speech.

The event concluded with students and faculty meeting outside the Don H. Morris building where they received coffee and cookies from the Abilene bakery, Front Porch.