Case Study: Transforming the U.S. Institute of Peace’s Passing the Baton 2021 Event

Overview

The Shane Group was honored to assist the United States Institute of Peace (USIP) in producing the 2021 edition of the prestigious "Passing the Baton" event, titled "Securing America’s Future." Established in 2001, this conference marks the peaceful transition of power between White House administrations, bringing together top foreign policy and national security leaders for bipartisan discussions on national security challenges facing the United States.

Due to the COVID-19 global pandemic, the 2021 event marked a significant shift as it became the first fully virtual event in the series' history. The event featured notable figures such as Jake Sullivan, President Joseph R. Biden, Jr.’s national security advisor, and Ambassador Robert O’Brien, President Donald J. Trump’s former national security advisor. It was moderated by Secretary Condoleezza Rice, the 66th Secretary of State and former national security advisor to President George W. Bush.

Goals and Objectives

The primary objectives for the "Passing the Baton" event were:

• Facilitate Candid Bipartisan Discussions: Create an environment where leaders from outgoing and incoming administrations could discuss pressing national security issues.

• Showcase Expertise: Highlight the insights and reflections of distinguished national security and foreign policy experts.

• Promote Bipartisan Collaboration: Reinforce the importance of bipartisan problem-solving in addressing national security threats.

• Ensure a Seamless Virtual Experience: Given the ongoing global health situation, ensure that the virtual event was smooth, engaging, and impactful.

The Shane Group's Role

Pre-Event Production: The Shane Group was responsible for the overall “look and feel” of the virtual event. Focusing on the goal of ensuring the event was engaging and impactful, we worked closely with Hargrove to design the on-site set and the virtual platform. Given the event’s hybrid nature, involving both recorded and live-streamed sessions from around the country, we ensured consistency and compatibility in the final production.

The Shane Group sourced and coordinated the activities of production vendors to ensure that all pre-recorded content from speakers like Admiral Michelle Howard and leaders from various think tanks (Atlantic Council, Hudson Institute, Carnegie Endowment for International Peace, Heritage Foundation, Center for American Progress, and American Enterprise Institute) was consistent with live-streamed conversations between keynote speakers, such as Stephen J. Hadley and USIP CEO Lise Grande. This also included a critical moderated conversation between Condoleezza Rice, Jake Sullivan, and Ambassador Robert O’Brien.

Speaker Management and Preparation: The Shane Group led testing and rehearsal with each key speaker. We coordinated with all speakers, including top executives from partner organizations, to ensure their messages were aligned and impactful. This included providing coaching and technical support to ensure flawless presentations.

Technical Coordination: The Shane Group sourced and contracted a high-quality digital platform to host the virtual event. Collaborating with USIP’s technical team, we ensured the virtual platform was thoroughly tested and ready to support high-quality streaming and interaction.

Embracing Change

Adaptability: Due to the violent events at the United States Capitol on January 6th, the initial date for the event had to be rescheduled. The Shane Group worked closely with USIP leadership to ensure schedule and content adjustments were managed seamlessly, with careful attention to US government protocol and sensitivities, ensuring the event remained on track.

Real-Time Problem Solving: Our team was on standby to address any technical or logistical issues that arose, ensuring a smooth experience for online participants.

Conclusion

At The Shane Group, we are proud to have played a pivotal role in transforming this important event from its previous in-person format to a best-in-class virtual experience. Our commitment to meticulous planning, adaptability, and creative problem-solving ensured that the event not only met but exceeded expectations.