Project Overview

This leadership conference brought together our health care clients’ leadership, clinicians, and partners for an immersive four-day experience at the Grand Hyatt Tampa Bay. The event’s theme, “Fostering Culture, Fueling Connections, and Driving Impact,” guided the production design across multiple general sessions, breakout rooms, and networking spaces. Elevate provided full-scale AV, lighting, and show management, ensuring seamless transitions between educational sessions, evening receptions, and partner activations. The result was a cohesive and inspiring environment that highlighted the company’s commitment to professional growth and collaboration.

Challenges & Solutions

Key Challenges

• Managing a complex multi-room schedule with overlapping CME sessions and leadership tracks
• Integrating medical, leadership, and aesthetic sessions under one unified production plan
• Creating consistent visual and audio quality across ballroom and breakout spaces
• Supporting partner activations while maintaining program flow
  

Our Solutions

• Centralized show calling and cue coordination for simultaneous sessions
• Custom scenic and lighting design reinforcing the brand and conference theme
• Coordinated AV infrastructure with the on-site AV to ensure stability and clarity across all rooms
• Dedicated on-site production team managing transitions, partner segments, and special events
  

Project Timeline

1) Discovery & Planning (6 weeks)

Collaborated with the client and the conference management company to align objectives, session logistics, and exhibitor activations across the venue.

2) Creative & Technical Design (8 weeks)

Developed production schematics for the ballroom, breakout rooms, and exhibit areas; created branded scenic and lighting concepts inspired by the conference color palette and theme.

3) On-site Setup (2 days)

Coordinated simultaneous buildouts for general session and exhibitor hall; integrated rehearsal schedules with speaker prep and tech checks.

4) Event Execution (4 days)

Managed over 25 live sessions, multiple evening receptions, and the Conference Partner Passport Experience. Provided on-call tech support to ensure continuity and engagement throughout the event.