Congress, Exhibition and
Awards Ceremony
Congress, Exhibition and Awards Ceremony
The Project
Running live and hybrid events in 2021 was, naturally, a challenge for many. But – never put off by the prospect of hard work – at The DMC Collective we saw the complexities of COVID-19 as an opportunity to put our creative team to the test. So, when a client asked us to pitch for a conference held in Mexico with 2,500 delegates and 40 exhibitions (including a pre-show and closing party) we were happy to reply with a “hell yes!”
The Outcome

The DMC Collective delivered on a end-to-end high class experience. From destination consultancy, venue sourcing and contracting right through to the production of a hybrid conference and exhibition. The congress also featured an award ceremony production, 30 awards for category winners, group accommodation management – with venue management to boot. Our approach is always led by expertise, experience and an attention to detail.

With one and a half days for event buildout, we were able to easily accommodate and engage the 1,800 attendees and over 100 businesses conducted. In total, 40 conference sessions were delivered across the two days and – thanks to our diligent and thorough covid policy – there was not a single case of COVID-19.

If you want to work with an agency that has the reach and impact of a large corporate superpower but with the diligence and care of a personal friend, The DMC Collective is the perfect agency for you.

All in all, we delivered a visually stunning event which received an overwhelming positive response from delegates and sponsors alike. As the beautiful Miami sun set on the final day, it’s safe to say that there were big smiles on all of our client’s faces.

How We Did It

When selecting a venue in Miami, we listened to both the clients wants and needs, in addition to using our own knowledge and expertise, in order to find a venue which delivered on the “wow” factor without busting budget limits. Ultimately, the client went with our suggestion of the Adrienne Arsht Center for the Performing Arts. Not only was this an ideal and versatile option for the conference, it was also located close to great hotels including the Hilton Miami Downtown (a contemporary hotel with breath-taking views of Biscayne Bay) and Berkeley Park Hotel Miami Beach (a genteel hotel first built in 1936 located right next to many of Miami’s cultural hotspots).

With a perfect venue and location secured by our expert team, we got to work planning the hybrid conference. There were to be 1,8000 delegates in attendance with a virtual audience made up of 200 people. Through our end-to-end event management we were able to create a truly spectacular conference. With our numerous partners and contacts we were able to handle all technological requirements – from cutting edge Modular projection mapping through dynamic backdrops to creative content development (including videography!).

The total congress included an exhibition with numerous stands, an award ceremony and highly-praised themed content courtesy of our creative content development team. The client wanted the conference to be both escapist and engaging, and we delivered exactly that. Our stellar organisational skills and flair for style meant we were able to seamlessly arrange everything from 30 awards category winners to group accommodation and transportation to street food trucks which gave delegates a taste of Miami’s best food from all around the city.

All of this was undertaken without a single COVID-19 infection. Our knowledge and innovative thinking meant we were able to provide space for over 100 business meetings and a hybrid press conference hub for sponsors and exhibitors without ever scrimping on COVID safety. From fun signs used to ensure masks were worn to clear guidance issued in accordance with local regulations, we made safety our top priority throughout the entire congress. We’re delighted to say our hard work paid off, we were 100% successful and all delegates left the event as happy and healthy as they came.

The Destinations

The process kicked off with location consultancy – we provided extensive research, covering venue and location feasibility (taking into consideration event specs and changeable COVID regulations), with our research team drawing up a list of exciting and varied ideas for where the conference could be held. This stage was, as always, undertaken with a great level of attention to detail and included venue selection, site visits and venue management.

Our client’s first destination choice was Mexico, which we explored thoroughly and in detail. Considering a number of areas, we consulted on venues and destinations including the beautiful Los Cabos – a cultural haven replete with crystal blue waters and beautiful sunshine. We also looked at the dreamy area of Cancun in Mexico for an escapist beach-side adventure. Considering other countries, too, we offered extensive research on Nassau in the Bahamas, a location famed for being its paradise-like beaches and bustling nightlife.

Ultimately, our client went with our suggestion of Miami. An international city which offered the best of both worlds in terms of culture and sunshine, it was ultimately selected for a number of reasons. These included its higher level of COVID safety and the numerous travel options available for delegates flying in from a range of locations (USA ,Europe and Asia), all in addition to fewer quarantine restrictions for international travellers. There was also a greater number of suitable venues in the area, including Miami Beach Convention Centre (a state of the art convention centre right by the palm-tree lined Miami beach), The Fillmore Miami Beach at the Jackie Gleason Theatre (a classic 1950s theatre known for its beautiful art deco style), and Fontainebleau Miami Beach (a modern and luxurious hotel housed in a truly unique building).

Miami proved to be an ideal location – from the beautiful weather, to the incredible venue to the seamless running of the event (even in the middle of a pandemic!) – at The DMC Collective, we pride ourselves on our ability to deliver on every client need and desire. Find out more today.

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