Planning, delivery and facilitation of stakeholder strategy and engagement webinars for the Youth Work Sector in Wales

The Challenge

The Welsh Government’s Youth Work Strategy Implementation Board (YWISB) established five thematic Implementation Participation Groups (IPGs) to drive progress across key strategic areas. The core challenge was to ensure the IPGs’ complex work was communicated clearly and inclusively to the entire youth work sector in a way that allowed for meaningful dialogue and feedback. This required commissioning a professional, end-to-end service to manage five distinct events, covering everything from content preparation and promotion to on-the-day technical facilitation and comprehensive accessibility.

The Solution

ProMo Cymru was commissioned to deliver an end-to-end event production and facilitation service, guaranteeing professional execution and maximum inclusivity for all five IPG events. We managed every technical and communication touchpoint, allowing the YWISB and IPG Chairs to focus purely on content delivery and strategic engagement.

Our solution included:

• Platform and Accessibility Management: Provision of a fully accessible platform and coordination of Welsh language translation and BSL interpretation for each session. This included making real-time changes, such as adjusting the BSL approach after receiving participant feedback that the platform’s inbuilt function was not fit for purpose.
• Technical and Facilitation Expertise: Providing technical assistance and ‘on-the-day’ facilitation, including managing all polls, breakout rooms, Jamboards, and monitoring the live chat for Q&A. We adapted our processes to ensure smoother delivery, such as pre-registering attendees for Welsh language breakout rooms to save time during the live event.
• Presenter Support and Content Curation: Creating a unified, professional presentation template and editing all presentations for brand consistency. We conducted multiple preparatory meetings with each IPG to practice, troubleshoot, and walk through the delivery schedule, ensuring host confidence and effective delivery.
• Full Comms Management: Creating event pages, managing invitations, promotion on social media, sending out pre and post-webinar information, and distributing evaluation forms.

The Impact

By managing the full scope of event production, we ensured a series of highly professional, accessible, and consistent events that helped advance the Youth Work Strategy’s implementation and sector engagement.

• High Engagement: The five webinars achieved a total attendance of 342 individuals across the sector, ensuring key strategic updates reached a wide audience. The highest attended session focused on Workforce Development.
• High Satisfaction: Audience feedback indicated that attendees enjoyed how the webinars were presented and structured. What they enjoyed most was the opportunity to share and learn from others. The sessions were rated as professional, engaging, and informative.
• Host Confidence: The IPG webinar hosts felt extremely supported and guided throughout the process, noting that our facilitation made the experience easier and more enjoyable for them.
• Commitment to Accessibility: The team successfully implemented BSL and Welsh language interpretation and demonstrated rapid adaptability by evolving the delivery method based on live participant feedback to guarantee a truly accessible experience.

Work with us

Do you need to run professional, seamless digital events?

Managing complex events, like our webinar series for the Welsh Government, requires expertise in technical delivery, accessibility, and smooth coordination. We can work with you to handle the entire process – from setup to evaluation.

We manage the logistics so you can focus on the message.

Contact us about your next event:  auguste@promo.cymru