Streamlining Graduate Engineering Trainee Onboarding with a Hybrid Event Approach

Overview
GET (Graduate Engineering Trainee) conducted an internal onboarding program designed as a comprehensive 5-day event. With a total of 15,000 unique attendees, this event aimed to facilitate the seamless integration of new engineering trainees into the organization. The event incorporated various features and tools to maximize engagement and learning opportunities for participants.

Approach:

1. Extended Event Duration: Leveraging the recurring event feature, GET organized a 5-day event to ensure thorough onboarding for trainees. This extended duration allowed for in-depth training sessions and comprehensive learning experiences.
2. Hybrid Format: GET adopted a hybrid event format, enabling participants to join virtually from diverse locations. This approach eliminated geographical constraints, allowing trainees to complete their training without the need for physical presence at a specific event location.
3. Session Features: The event schedule, including details of speakers leading each session, was clearly outlined using session features. This provided participants with a structured overview of daily activities and learning objectives.
4. Comprehensive Participant Management: The 'People's Tab' feature provided access to a comprehensive list of event attendees and participating speakers, enhancing event management capabilities and facilitating networking opportunities.
5. Centralized Information Hub: Utilizing the Booth feature, participants accessed and downloaded training materials and documents essential for their reference. This centralized hub streamlined access to resources, ensuring participants had all necessary information at their fingertips.
6. Real-time Interaction: The Live Chat feature enabled real-time conversations among participants, organizers, and speakers throughout the event. This facilitated immediate engagement, allowing participants to ask questions, seek clarification, and interact with peers seamlessly.
7. Dynamic Social Engagement: The introduction of a Social Wall empowered attendees to actively engage by sharing real-time experiences, insights, and reactions. This feature fostered a sense of community among participants, enhancing overall event engagement.
8. Interactive Contests: Contests were integrated to ignite participant interest and create a lively event atmosphere. With approximately 600 entries, these contests enhanced attendee engagement and contributed to a memorable event experience.
9. Continuous Support: The event management team remained dedicated and available around the clock for five consecutive days, ensuring smooth event management and providing attendees with a seamless experience.
10. Comprehensive Training: The event management team received thorough training spanning almost a week to ensure effective planning and execution. Meticulously prepared training documents further facilitated seamless event management.

Results:
GET's approach resulted in several key outcomes:

• Enhanced participant engagement and interaction throughout the 5-day event.
• Improved accessibility and convenience for trainees through the hybrid event format.
• Streamlined event management and participant communication with integrated features.
• Increased knowledge retention and learning outcomes for graduate engineering trainees.

Conclusion
GET successfully streamlined the onboarding process for graduate engineering trainees through a hybrid event approach. By leveraging various features and tools, GET enhanced participant engagement, facilitated seamless event management, and ensured a comprehensive learning experience for trainees. Moving forward, continued focus on innovative event strategies will be instrumental in optimizing onboarding processes and fostering the development of future engineering talent within the organization.