Project location: Anaheim, California
Strategy
TMW Systems, a fleet & transportation software company based in Cleveland, Ohio, contracted Coterie Spark to manage their TransForum User Conference. This four-day program focused on expanding the possibilities of their customer’s business and personal success through networking and education with general sessions, 300+ breakouts, Exhibit Hall/Technology Hub and offsite events for 1,700 participants.
Planning
During the planning process, Coterie Spark was an extension of the client’s team throughout the conference planning process to ensure that every aspect of TransForum was consistent with the set goals and objectives. With a continued focus on budget, Coterie Spark negotiated each vendor’s contract to minimize expenditures without compromising the quality of the attendee experience. To facilitate maximum engagement, Coterie Spark concentrated on creating an environment conducive to keeping attendee’s focus. For General Session, a custom stage set was built that included three screens to magnify the keynote speaker’s message and keep the audience’s view of the screen accessible from any location in the room. 300+ breakouts with specific needs required detailed room diagrams with multiple revisions to plan for efficient set up onsite. Breakfast, breaks and one lunch were held in the Technology Hub to create increased exposure and interaction for both exhibitors and attendees. The size of the conference made it crucial to meticulously plan the coordination and flow of offsite events in order to facilitate networking opportunities.
Execution
While onsite, each producer was responsible for managing a designated area including exhibit hall, breakouts, transportation, general session, and offsite events. Because of the frequent transitions, the Coterie Spark team was always in motion making sure the next event was flawless. The team’s conference management techniques and strategies ensured the numerous breakouts were conducted seamlessly through constant communication with speakers and the technical team in order to optimize the learning experience. The conference as a whole produced enthusiastic reviews and Coterie Spark has been engaged for the next TransForum.
“Coterie Spark is an integrated part of our team during all phases of the conference planning and execution. Their leadership, insight and industry relationships are valuable resources for TMW Systems.”
Scott Vanselous, EVP Marketing TMW Systems
See more event photos here
