New Zealand Institute of Food Science & Technology
Rosemary Hancock of NZIFST details how and why they are running their Food Industry Awards and AGM as smaller events through their local branches.
1. What we are doing?
This year we are holding our annual Food Industry Awards and AGM in a multi hybrid face-to-face/virtual format spread across New Zealand.
2. How it's going to work?
We will have 6 hubs across New Zealand (Auckland, Hamilton, Palmerston North, Wellington, Christchurch and Dunedin). Palmerston North is our central hub simply because our head office is there. The other 5 hubs are ‘satellites’ and all will be linked to enable all hubs to see each other and to interact via Zoom.
Individual members outside of the hubs will be able to join via their own devices but their participation will be more limited.
Our awards will be announced by the President in the central hub, and presented by the branch chair to the recipient in the relevant satellite hub – and beamed to all hubs.
3. Why are we changing the way we do things?
One word – COVID! We usually hold our AGM during our annual conference with our awards announced and presented during a seated gala dinner. We still need to hold an AGM and we still want to present our awards to acknowledge our fabulous food industry personnel. In fact, we see the awards as vital for supporting our members with “good news” at this time!
4. What we expect the benefits to be:
- Our members will still be able to enjoy social networking within their hub. We will provide canapes and there will be a cash bar.
- More members and partners will have the opportunity to celebrate the award winners – it will not be limited to just those who can afford to attend the gala dinner!
- We usually fund our award winners to the gala dinner, but for this year, that budget is going into the event itself, so it will be almost cost-neutral for us.
5. How easy has it been to organise?
Very easy - the original idea came from a well known hotel chain who have venues throughout New Zealand. They in turn are partnered with a multi-media company to provide a fixed price AV deal. We have been working closely with staff from the hotel, which makes it very easy. As we “lost” venues to quarantine facilities, they found me alternatives, or allowed me to use our own member’s rooms.
6. What level of technology is needed to make it happen?
The multi media company is taking care of everything – all cameras, screens, sound, technicians, etc – and all testing. In-house AV is used if suitable, or will be provided as part of the deal. But venues do need good download AND upload internet speeds.
7. What else we had to consider
- Check that your constitution is up to date to allow digital/virtual meetings; that voting processes will be valid; and that for the AGM and votes you will be able to confirm attendance each time.
- Consider putting a small price (e.g. ~$20) on the event, especially if you are providing catering. Everyone will sign up for a free event, but No-Shows can be expensive!
- Make sure you have someone lined up to take the photos in each branch!
- Include the venue and AV tech instructions when you prepare the run sheet for the night.
- Can you get local sponsors for each hub?
- Be ready to pivot again – if lockdown comes back, we will move to members all on their own devices!
Please contact rosemary@nzifst.org.nz for any other information.