CHALLENGE

Creating a safe, hybrid user conference for minors during a global pandemic is no small feat. Our client decided to expand their annual conference to outside a traditional hotel ballroom, with a goal to impress their attendees with substantial event elevation while simultaneously creating a similar experience for their virtual attendees.

The event had to blend cutting-edge technology with engaging networking opportunities for a global hybrid audience. Ensuring the privacy and security of attendees' personal information was paramount.

With technology costs accounting for over 30% of the overall budget, we faced the challenge of delivering an immersive experience while negotiating significant cost savings.


SOLUTION

We transformed the Fort Mason Festival Pavilion in San Francisco into an immersive event primed to blend virtual and in-person attendees. By leveraging our vendor relationships, we were able to provide our client with an overall savings of over 33% of their total budget for this event.

Within the massive and cavernous warehouse, we installed large focal points to make the space feel more appropriate for the group size. Custom floating cubes at registration, an 80-foot LED screen, silent disco breakout tracks, and real-time virtual engagement.

Privacy was ensured with username interactions and a secure, invite-only platform. Safety was also top of mind with a robust security team monitoring interactions both in-person and online.


SERVICES

  • A-Z project management

  • Budget planning from creation to management to cost savings

  • Event branding, print & collateral

  • RFP creation and venue or virtual platform selection

  • Room block management

  • Registration & attendee communications

  • Purposeful and meaningful swag/gifting curation

  • Tech & Audio-Visual procurement and execution

  • Seamless integration of pre-recorded and live-stream content

  • Onsite staff and execution