live event  |  conference  |  creative & visual communication  |  event strategy  |  event content |  event design  |  video production

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The challenge

Produce an engaging and memorable kick-off meeting for 270 Varian employees from across Asia Pacific & Japan.

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What

Varian is a Siemens Healthineers company that develops, builds, and delivers innovative technologies that help care providers treat millions of cancer patients each year. BITE was tasked with delivering a 2025 kick-off event for 270 employees from their Asia Pacific & Japan region, in Hanoi, Vietnam.

 

Why

The event was designed to engage their employees, communicate business updates, develop & discuss sales & marketing strategies, facilitate face-to-face networking across the region and to recognise winners from their APJ President’s Awards program.

 

How

BITE partnered with Varian to produce a highly successful conference that included:

• A relaxed Bia Hoi themed welcome function, employees met in the ballroom pre-function area and were led by dragon dancers to a surprise location in the lakeside garden of JW Marriott Hanoi.

• An impactful plenary set up with 3D set pieces and large LED screens, interactive live polling, 8+ videos and content support

• Fully immersive gamified breakout sessions that delivered key product learnings in a light hearted way

• A ‘Rising Stars’ themed awards dinner – To change up the atmosphere of the hotel ballroom (and avoid Hanoi’s notorious traffic), we built a custom 30m x 9m marquee with transparent roof on the grounds of the neighbouring convention centre. The event featured a blue carpet arrival, star lantern theming, 360 photobooth, local entertainment and a cleverly designed awards ceremony to move efficiently through 42 awards accompanied by stage pyrotechnics for extra fanfare.

• A volunteering / CSR program where the Varian team assembled wheelchairs and packed care packages to donate to a local hospital.

 

The result?

An exceptional event with a measurable impact on Varian’s objectives, including:

• 100% of attendees now understand their role in helping to achieve the GROWTH agenda (up from 61% when measured at the opening of the event)

• 98% of attendees rated their overall in-person experience as “Love it!”

• 94% of attendees shared that the event provided clarity around Varian’s strategy

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“Can not thank you guys enough for all you have done! Incredible support from the get-go and amazing curation of our event. You guys absolutely nailed it and were incredible to work with. You are rockstars!”

 

Samantha Bailey
Snr. Manager, Marketing 
Stakeholder Development and Digital Engagement 
Asia Pacific & Japan (APJ)

 

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