Mayer

Challenge: A Multi-Faceted Event with High Stakes

With hundreds of attendees, the TDAC 3rd Annual Conference required more than flawless AV production – it needed comprehensive event management. The problem? This conference had 1 person managing it all. To elevate their event by coordinating travel and lodging logistics, managing catering for multi-day sessions, and ensuring a smooth attendee experience alongside the conference’s dynamic programming, avad3 was poised to come to the rescue and take on the event management needs.

Solution: Comprehensive Event Planning and Execution

Our team at avad3 embraced the challenge, stepping into a broader role to coordinate every aspect of the conference while maintaining our hallmark AV excellence.

Integrated Travel and Lodging Coordination: We collaborated with Mayer LLP to arrange travel and accommodations for attendees arriving from across the country. From securing hotel blocks to ensuring a streamlined check-in process, we prioritized attendee convenience and comfort.

Catering for Every Moment: We partnered with local catering teams to design menus that accommodated diverse dietary needs while enhancing the overall event experience. From coffee breaks to networking dinners, every meal impressed attendees.

Immersive AV Production: Our team ensured the conference’s technical execution was flawless. Scaled back audio, video, and lighting solutions supported keynote presentations, panels, and breakout sessions. The goal was clear: amplify every speaker’s message and keep attendees engaged.

Attendee Experience Enhancement: To create a cohesive and welcoming environment, we designed and executed thoughtful touches such as branded signage, hand-selected lounge furniture, and onsite support staff to handle real-time needs. This ensured a professional experience from arrival to departure.

A Story From a Special Attendee

Robert Palm, a returning attendee, shared how this event deeply impacted him. Robert’s nonprofit, Truckers Final Mile, was inspired by his own experiences with tragedy in the trucking industry. Having faced personal loss, injury, and adversity, Robert channeled those challenges into a mission to serve others. Today, Truckers Final Mile supports 670 trucking families with programs addressing loss of life, severe injury, medical events, and more.

Reflecting on the conference, Robert said: “It was very welcoming from the first moment walking in. Right there were the event planners, and they said, ‘Welcome back, Mr. Palm.’ I was like, ‘What?! Holy Cow.’ They had my ID badge ready. It was fantastic.” He added, “avad3’s Event Planner listened to me and my story, and it was phenomenal. And she had candy, which never hurts!”

Results: An Elevated Experience That Left a Lasting Impression

By managing travel, lodging, catering, and the attendee experience alongside AV production, avad3 transformed the TDAC 3rd Annual Conference into a holistic success. Attendees praised the seamless logistics and high-quality production, noting how these elements enhanced their ability to focus on the event’s content and networking opportunities.

Key outcomes included:
• High Engagement: Crystal-clear audio, vibrant visuals, and dynamic lighting kept attendees engaged.
• Streamlined Logistics: Attendees enjoyed stress-free travel and lodging arrangements.
• Positive Feedback: Post-event feedback highlighted the smooth execution and attention to detail from both the attendees and our client.

For Mayer LLP and the TDAC community, the event exceeded expectations, setting a new standard for future conferences.

At avad3 Event Production, we believe successful events require more than technical expertise—they demand a commitment to service and a passion for creating unforgettable experiences. By going beyond AV to manage every aspect of the TDAC 3rd Annual Conference, we delivered on our promise to serve with excellence and professionalism.