Corporate Event Planning | Corporate Event Denver

Taking a Corporate Meeting Virtual

This corporate event was a blast to plan for the third year in a row!​ We have had the amazing opportunity to begin every year, for the past 3 years, with this wonderful corporate event! 2021 looked a little different, but we were happy to help this corporate client to pivot (this was a coined term in 2020, right?) their event and deliver the content to their base with a safe, virtual event.

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In order to plan this unique, virtual event during the beginning of 2021 we needed a large enough space to spread out those attendees, guests, speakers, and supporting staff safely. Not only were steps taken for social distancing measures (6 feet folks) into consideration, but we also needed to have an ‘eye’ for the stage set ups that would be streaming live to attendees. ​

Overview of the event/scope of work

Stage Set Ups for Virtual Conference

Each of the stages, which would typically be one main stage for speakers throughout the day, turned into multiple stages with different designs and furniture arrangements. Each speaker and stage set up was created with the virtual attendee and view in mind. This design concept was more of a TV set rather than a main stage as had been the case in past years. Our eye for detail changed from our typical, in-person main stage to TV style sets with eye-catching furniture, plants, draping, and lighting. All the stages and sets were much smaller scale, and were different based on the different elements of the virtual conference. The sets each had features of the client’s design and logo, but again, needn't be scaled for 300 plus attendees, but rather small enough and placed in an area that would be cohesive for a computer or TV screen. Each of the stages were set so speakers (on set) were spread out per social distancing requirements, as well as lots of additional audiovisual elements!

Not only were the TV style sets a twist on this year’s conference, but the set up for those in attendance was also changed. The different sets, and those in attendance were all set in a large conference room at the Gaylord Hotel in Denver. Each of the stage sets were placed throughout the room, and the back of the room was set with school boy tables and seating along with electrical elements for each person. In a usual schoolroom set up, there would be 2 attendees per table, and this year each table was set for an individual and placed 6 feet a part. The tables were set to view the different stage sets, as well as TV monitors set around the room so they could easily view what those ‘at home’ were viewing. 

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Staying Safe & Technology

As the staging and layout of the event was switched up, our audiovisual components also changed. With each of the stages and sets set throughout the ballroom, our AV partner, PSAV, created a set up with many different cameras and lighting that would best suit a live-streamed event. Cameras were set on staging throughout the room as well as trellis with mobile lighting. 

As everything was live streaming, we were also diligent in ensuring additional sounds were kept to a minimum so we posted signage around the ballroom, and outside the ballroom, that the recordings were in progress. 
The biggest swivel and pivot we made this year was the ability to invest in the AV components and really make this virtual event one that kept attendees engaged and still joining us, even from afar. 

Cheers to 2022 when we’ll be back with this client and the return of both their conference and After-Conference Reception. We can’t wait!​

Full Corporate event gallery

Colorado Corporate event vendor team

Meeting Venue & Catering - Gaylord Rockies Hotel & Conference Center
Audiovisual - Encore Global (formerly known as PSAV)
Staging - Colorado Party Rentals
Plant Rental - Denver Plant Delivery
Furniture Rentals - CORT 
Photographer - Lucia De Giovanni Photography
Corporate Event Planning & Coordination - Sapphire Celebrations