CASE STUDY

A Complex Teams Live Event TownHall

Introduction

EventBuilder's pro services team delivered an all-hands, C-suite virtual event for an enterprise business on a 30-day timeline! 

A large technical and business services enterprise company needed to deliver a virtual all-hands meeting for 65,000 attendees with ten executives presenting from different locations. They had a 30-day event implementation and delivery timeline. 

Scaling live virtual education across the globe was far from straightforward. They faced a mix of technical, logistical, and human hurdles.

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Challenge

Needs and Wants 

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Advanced Registration >>
Managing registration for a global audience at this scale required complex access rules, communications, and data handling. Internal tools couldn’t support this level of control.
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Domain-level Event Security >>
With C‑suite leaders presenting, secure access was critical. Domain‑level authentication ensured only verified employees could attend, something the organisation couldn’t confidently implement or validate at scale on its own.
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Ability to Scale >>
Standard virtual meeting tools weren’t designed for enterprise‑wide broadcasts. The event required proven infrastructure capable of supporting tens of thousands of concurrent attendees without performance risk.
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65,000+ Attendees >>
Delivering a seamless experience to an audience of this size introduced significant technical and operational complexity. Any issue could impact thousands of users instantly, demanding specialist delivery expertise.
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30 Day Delivery >>
The compressed delivery window left no room for error. Planning, configuration, testing, rehearsals, and live delivery all had to run in parallel - beyond what internal teams could manage alongside day‑to‑day responsibilities.
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Pre-screened Q&A Questions >>
Executive participation required tightly moderated audience interaction. Pre‑screened Q&A ensured professionalism and focus, while managing moderation at scale.

Solutions

Within the 30-day deadline, EventBuilder built a customized experience, achieving the company's goals. EventBuilder provided the secure, company-wide Teams Live Event, including security, registration, and scale, as well as expert consultation, co-ordination, live event assistance, and support. The event served as a template for the customer's future townhall events. 

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Expert Event Consultation

EventBuilder worked closely with the customer to optimise their Teams tenant and configure the Teams Live Event for enterprise scale. The team provided clear software guidance and hands‑on configuration support throughout the project, with prioritised coordination to keep delivery on track within the tight 30‑day timeline.

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Advanced Registration

EventBuilder created a branded registration experience tailored to the customer’s needs, including custom questions to support pre‑screened Q&A. Registration sources were tracked for visibility and reporting, while automated confirmation and reminder emails ensured clear, consistent communication with attendees.

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Secure Event Delivery

To protect sensitive content, EventBuilder implemented a domain‑level allowlist that enabled secure, frictionless access across multiple company domains. Event access was further secured through masked meeting links and unique attendee URLs, ensuring each registrant received a secure, individual access link.

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Experienced Event Staff

EventBuilder’s experienced delivery team coordinated presenters and event materials, supported rehearsals and full run‑throughs, and provided live technical support during the broadcast. This hands‑on approach ensured a smooth experience for both executives and attendees.

“What an amazing journey, so many things had to go right to ensure our success and this team had at THE RIGHT STUFF.”
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Satisfied Customer
Point of Contact
“Wow, just wanted to take a moment and say THANK YOU for making today's event amazing. This was an historic event for our company and so many of you worked tirelessly to ensure our success.”
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Satisfied Customer
Point of Contact