Transforming a Challenging Venue for a Successful Program

The Event

• For a recent large-scale program with over 350 attendees, the venue selected posed challenges based on feedback from previous events.

The Challenge

• Venue Aesthetics: The space was large and accommodating, but lacked visual aesthetics.
• Logistics Complexity: Managing frequent attendee transitions between multiple breakout rooms within tight timeframes risked disorder and delays.

The Results

• To overcome the venue’s visual shortcomings, we installed four massive screens, strategic color lighting, and a large stage to enhance visibility, engagement, and presenters’ presence. These elements transformed the space, making it feel more dynamic and engaging for attendees.
• Instead of having 350 attendees move between rooms every 25 minutes, our MTA team had presenters rotate between fixed attendee groups. This required careful coordination of presenter movements, strategic placement of tech teams, and event staff to escort presenters smoothly, minimizing attendee movement while maintaining session variety.
• All transitions occurred seamlessly without delays and sessions ran strictly on schedule despite complex timing requirements.
• The medical director praised this meeting as one of the best he had ever attended.
• Customer feedback was overwhelmingly positive regarding both aesthetics and logistics management.