Case Study: How We Coordinated a 500-Person Tech Conference
When TechCorp approached us to coordinate their annual developer conference, we knew it would be our biggest challenge yet.
The Challenge
- 500 attendees over 3 days
- 4 simultaneous tracks
- 50+ speakers
- Multiple venue spaces
- Live streaming requirements
Our Approach
Planning Phase
We started planning 6 months in advance:
- Created detailed venue maps
- Built comprehensive speaker schedules
- Designed traffic flow patterns
- Established tech requirements
Technology Stack
We used Coordon to manage:
- Real-time timeline updates
- Vendor communication
- Team task assignments
- Emergency protocols
Day-of Execution
Our team of 15 coordinators covered:
- Registration and check-in
- Speaker support
- A/V monitoring
- Catering coordination
- Attendee assistance
Results
- 98% attendee satisfaction rate
- All sessions started within 2 minutes of schedule
- Zero major technical failures
- 40% increase in social media engagement
Key Takeaways
1. Start planning early
2. Over-communicate with all stakeholders
3. Have backup plans for everything
4. Use technology to stay organized
5. Build a reliable team
This conference proved that with proper planning and the right tools, even complex events can run smoothly.