STRATEGY STUDIO

Following thorough site visits, Team Happily confirmed that the capacities of the venues contracted by the client were insufficient to accommodate a doubled increase in attendees. This capacity issue applied not only to the main conference venue but also to the after party. One venue that had already been selected was Quorum by Convene in Midtown West, New York.

This brand new site was still undergoing finishing touches during pre-production, and the VC Platform Global Summit would mark its inaugural event. The original agreement with Convene stipulated a maximum capacity of 400, with stringent safety regulations in place. Considering the opportunity to upscale, we carefully weighed the advantages and disadvantages, recognizing that there were both pros and cons associated with this decision.

After careful deliberation and detailed floorplan planning, we advised for a more moderate upscale approach: a significant 140% increase (525 participants) instead of a crammed full 200% (700 participants). The deciding factor for our Strategy Studio was the 'Sell Out vs Sold Out' mindset; aimed to strike a balance between maximizing ticket sales and delivering a rewarding and highly sought-after experience for attendees. Based on our guiding principles, this solution felt like the optimal choice for the event.

CREATIVE STUDIO

The Happily Creative Studio and Creative Director established a unique event identity and brand expression for the summit. By reimagining the existing brand assets and introducing fresh elements like vibrant colors, bespoke event logos, and captivating iconography, we elevated the overall visual identity to make a lasting impression.

Through close collaboration with the VC Platform team, we developed a clean design style that resonated with their audience. Inspired by the team's profound industry insights, we centered the design concept on the idea of rediscovering one's network, infusing the entire visual narrative with a sense of connectivity and engagement.

Convene offers a cutting-edge environment filled with immersive elements, screens and digital totems, providing an ideal canvas for our Creative Studio. The standout feature was the awe-inspiring 270-degree digital screen, known as 'The Ribbon', located in the Grand Hall. We maximized The Ribbon’s potential with custom motion graphics, carefully crafted compositions, and bespoke creative assets tailored specifically for this remarkable display.

By recruiting a seasoned Creative Director with a successful track record in spearheading Apple product launches, we leveraged their expertise as a motion graphic designer to maximize the potential of environmental technology. This strategic hiring decision not only allowed us to harness cutting-edge technological advancements, but also enabled us to reallocate budget from fabrication and build components, redirecting it towards other key areas of the project.

WEB STUDIO

The Happily Web Studio crafted a custom microsite specifically for the summit, acting as the central hub for all summit-related activities. Its seamless registration process generated an overwhelming response, leading to a significant number of registrations. Moreover, the microsite functioned as a comprehensive information resource, providing detailed session schedules, speaker profiles, and FAQs, consolidating all essential information for attendees in one centralized platform.

Happily also coordinated a customized event app that offered attendees a seamless experience. This user-friendly app from EventMobi provided easy access to essential information, including an interactive agenda and venue maps, ensuring that participants could navigate the event easily.

The app offered a valuable feature of sending timely reminders for program items, keeping attendees informed and engaged throughout the proceedings. Additionally, event organizers could effectively communicate with all participants by delivering important announcements directly through the app, enhancing overall communication.

BROADCAST STUDIO

The Happily Broadcast Studio convinced the event committee to take a bold approach by ditching the traditional stage setup and opting for a captivating ‘Theatre in the Round’ concept in the Grand Hall, marking a pivotal highlight of the production.

This innovative decision created a dramatic focal point with the stage at the center. As we like to think of it, Happily brought a literal platform to VC Platform and made that the focal point. Speakers were able to freely move around, facilitating intimate conversations among panelists, and provided an enveloping experience with an immersive 360° view complemented by The Ribbon.

By embracing the 'Theatre in the Round' concept, we fostered a strong sense of community among the audience as they faced each other and actively engaged with those around them, breaking away from the traditional stage-facing-audience setup. Embracing the bold and unconventional 'Theatre in the Round' concept aligned with our guiding principles for this community.

To elevate the viewing experience across different areas, our Broadcast Team implemented a strategic approach using video feeds from the Grand Hall. These video feeds served three purposes: providing alternate angles of the round stage on ‘The Ribbon’, displaying content on screens in overflow spaces within the venue, and enabling remote viewing through a dedicated webstream.

By leveraging the remote controlled cameras available at the Convene venue, we successfully maximized seating capacity while eliminating the need for floor camera operators. Throughout the process, our Broadcast Studio kept the guiding principle of prioritizing the onsite experience for attendees at the forefront of all decision-making.