Event Management

Gathering 4 Gardner

Event Management

The Challenge

Our nonprofit client needed help with logistics on a massive upcoming event – and needed to coordinate everything with an all-volunteer event staff.

  • Event spanned 4 days and 2 locations, with around 325 attendees

  • Over 150 private and public sessions each required logistics for digital presentations, videography, signage, check-ins, informational materials, promotional items, and more

  • Tight timelines and schedules meant logistics were often last-minute or forgotten: some veteran volunteers were so burnt-out they avoided logistics discussions entirely


The Solution

We devised an entirely new process for volunteer work to revamp the staff experience and improve the schedule. We hired a videographer and drew on our own experience to shoot, edit, produce, and publish all required event footage.

  • A revamp of volunteer hours and a brand-new orientation process greatly improved staff experience and kept event schedule on track 

  • Attendee waiting lines for registration and exchanges — which lasted hours in previous years — were virtually nonexistent thanks to new logistics practices

  • Over 150 professional videos, with consistent branding and editing, provide a comprehensive record of the event

Various attendees and volunteers commented that this event was well organized and one of the best that they’ve attended. Thanks to our professional experience with event management, we were able to re-organize a chaotic and complicated event to run like clockwork, all through the help of a dedicated — and re-inspired — volunteer community.

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1135 Heatherstone Drive, Suite #8

Fredericksburg, Virginia 22407

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