Turning a Setback into a Comeback for ASA
INFINITY collaborated with conference organizers and vendors to create an inviting and engaging Exhibit Hall experience at the 2024 African Studies Association (ASA) Annual Meeting despite challenges.
CHALLENGE
When spatial constraints at the event venue forced the Exhibit Hall to be located on a separate floor from the main conference programs, the INFINITY team developed a strategic plan for drawing attendees to the Exhibit Hall and ensuring optimal engagement between exhibitors and attendees.
SOLUTION
INFINITY evaluated all aspects of the program in collaboration with the conference organizers and coordinated with the decorator to design a floor plan that allowed for seamless flow and accessibility to exhibitors.
- A Coffee Break was staged in the Exhibit Hall to attract attendees, creating a steady flow of participants from the start.
- A pop-up sandwich kiosk was placed adjacent to the Exhibit Hall, tempting attendees to grab a bite for lunch while encouraging them to explore the booths and mingle with other attendees.
- Program highlights, including unique exhibits, discounted book sales, and networking activities, helped create a dynamic atmosphere in the hall.
- Exhibitor logos were prominently showcased across various platforms including the conference website, mobile app, and onsite signage, amplifying their brand presence and recognition.
- Leveraging the mobile app to spotlight exhibitors heightened excitement around the Exhibit Hall and enhanced engagement between attendees and exhibitors.
- Charging stations with plenty of seating were added to create foot traffic opportunities, providing both a technical service to attendees and supporting networking.
- The Exhibit Hall was placed on the same floor as the Registration Desk, providing a great first stop for attendees as they checked in.
RESULTS
The conference boasted just over 1700 attendees and the Exhibit Hall was buzzing with excitement and energy, thanks to steady foot traffic. The thoughtfully designed layout created an inviting and engaging experience as soon as attendees entered the space. Highlights like the coffee break, sandwich kiosk, charging stations, and smart use of the mobile app not only kept the momentum going but also added a networking element, drawing more people into the Exhibit Hall.
Partner with INFINITY to Plan Your Next Conference
Setbacks are common during the planning process or onsite, and there are some risks that just cannot be anticipated. It is especially during these times that INFINITY team members show their spirit and problem-solving chops by springing into action to recommend practical and creative solutions, based on your budget. If you’re looking for a partner to plan your next conference, reach out to us to learn more about our approach.