The initial challenge
A production was required that could respond to the needs of a high-level event, with both in-person and virtual attendees, multiple workspaces, an academic agenda, and a staging concept aligned with the ALC-UE institutional image.
From the planning stage, our goal was to ensure a seamless experience for every audience: special guests, speakers, attendees, media representatives, and organizing teams.
Our solution
We developed an end-to-end production approach that covered every stage of the event: from the technical site visit and space review to setup, live operation, and minute-by-minute support throughout the agenda.
Our team worked on the creation and adjustment of visual assets, production design, contingency plans, entrance logistics, database validation, badge delivery, agenda development, technical coordination, and content production for the different event spaces.
Before the event, we carried out detailed planning to ensure that every element was aligned with the forum’s objectives. This included technical site visits, production design review, definition of technical requirements, creation of visual assets, setup logistics, contingency plans, and security planning.
During the event, our team supported attendee entry, accreditation delivery, minute-by-minute agenda execution, technical operation of the rooms, scenographic production, and the closing show.
Technical production for hybrid events
We implemented a technical solution designed to ensure visual, sound, and operational quality across every event space. The main room featured a large-format curved LED screen, professional sound, microphones, a lectern with screen, panel furniture, stage platform, perimeter lighting, and permanent technical support.
In addition, the breakout rooms were equipped with LED screens, fixed camera points, sound consoles, microphones, panel furniture, and a translation system, allowing each session to run with clarity, order, and continuity.
Scenography and staging
We created a sober, institutional, and visually impactful staging concept. The main stage integrated a 10 x 4 meter curved screen, a black backdrop curtain, a black-covered platform, front stage printing, hanging banners, perimeter lighting, and a lectern with a screen.
Each element was designed to reinforce the event’s visual identity and create a professional experience for attendees, panelists, and virtual audiences.
Rooms and workspaces
The event included different spaces designed for plenary sessions, panels, and academic meetings.
Main Room: The forum’s central space, equipped with a 10 x 4 meter LED screen, professional sound, microphones, panel furniture, a lectern with screen, and perimeter lighting.
Kiosko Room: A space for 70 people, equipped with a 2 x 1.5 meter LED screen, fixed camera point, sound, microphones, panel furniture, and a translation system.
Masinga Room: A space for 100 people, equipped with a 4 x 3 meter LED screen, fixed camera point, sound, microphones, panel furniture, and a translation system.
Lago Room: A space for 100 people, equipped with a 4 x 3 meter LED screen, fixed camera point, sound, microphones, panel furniture, and a translation system.
Registration, accreditation, and merchandising
To strengthen the attendee experience from the very first touchpoint, we developed customized registration and merchandising elements aligned with the event’s identity.
Participants received badges with their names printed on them, designed to facilitate accreditation and recognition throughout the forum. Sustainable options were also considered, such as cardboard badges with seeds inside, which could be planted after the event.
Throughout the day, attendees received a personalized agenda and pen featuring the event logo, reinforcing brand recall and the usefulness of the materials provided.
Results and impact
The ALC-UE Civil Society Forum was developed as a comprehensive, organized, and visually cohesive experience, capable of connecting both in-person and virtual participants around institutional dialogue and international collaboration.
The production made it possible to coordinate multiple spaces, technical requirements, brand elements, and moments of interaction, while maintaining a smooth operation throughout the entire event.
For organizations looking to innovate, connect audiences, and transform institutional gatherings into memorable experiences, we develop comprehensive solutions that combine strategy, creativity, technical production, and flawless execution.
At Sosadiaz, we create events that do more than follow an agenda: they build presence, generate brand recall, and connect people.
Are you ready to transform your brand like we did with ALC-UE?
At SOSADIAZ, we combine creativity, technology, and strategy to drive your business toward success. Contact us and let’s work together on your next great success story.
Working with Sosadiaz marked a before and after for our brand. Their strategic approach and ability to understand our needs allowed us not only to improve our digital presence, but also to connect more effectively with our clients. The results exceeded our expectations.
Co-Founder & Chief Executive Officer Palletized eHub
