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Marisa Uluski Year 5 of working on the Administrative Professionals Conference brought our team to Seattle! We had our hands in many different aspects of the event. From main stage production and live streaming to event coverage with photo & video to in-room captioning and more. This meant lots of prep work. From background and stage design to education sessions with the Diversified team to understand options for captions, we were truly an extension of their team throughout the planning process.
Here’s how we brought the 2025 Administrative Professionals Conference to life.
We often talk about being an “A/V translator” for our clients. But what exactly does that mean?
Leading up to the event, we were involved in the planning conversations with the client and the convention center A/V team to make sure everything went according to plan. We helped advocate for the clients’ needs to ensure that their event met their vision and goals. It also meant we helped in the decision making process regarding stage design, trouble shooting the best way to do captioning, speaker prep and more.
On site, we helped stage manage and produce for the main keynote ballroom. This meant making sure that everything rolled on the screens when they needed to, speakers were told when to go up on stage, and even the details like specific walk-up music were sorted out ahead of time.
One of the days of main stage events was also live streamed to a remote conference audience. It included an awards ceremony, a sponsor session, and a panel discussion. The goal was to bring the conference materials to a broader audience, but also show them what they could experience if they had attended in person.
Our team switched the stream to make sure that, for the audience at home, everything that occurred on stage flowed seamlessly. For the panel discussion, there was live active engagement so that at home viewers could comment, ask questions of the in-person presenters and participate in polls. The goal was to make sure that the remote audience felt like they had a similar experience to the in-person audience.
Part of our teams’ job was to capture the excitement of the event through photos and videos. We bounced from the keynote ballroom to breakout sessions to the vendor booths with our cameras to capture speakers, networking opportunities and more. This also included conducting a handful of interviews with staff and attendees to help capture content for post-event marketing.
While on site, we edited video to be used real-time on social media and during the show on the screens. In addition, we pulled photo selects each day for the team to use on social media, and exported photos with the event watermark for attendees to post.
Leading up to the event, we also had meetings with the Diversified team to identify what their goals were for their marketing materials. That made our jobs easier while working on site! We knew what social reels they wanted to create, what they wanted the photos to look like, and what fun things we wanted to try (like using a 360 camera)!
Often over the course of the event, there were at least 10 simultaneous breakout sessions happening at once. Our job was to provide captioning for each of those rooms to ensure accessibility for attendees. We set up a separate monitor next to the stage for captions. That way, those who needed it could sit close to the monitor and follow along. It allowed for captions to be shown full screen, rather than just tacked onto the top or bottom of a speaker’s slides.
The event producer, the American Society of Administrative Professionals, runs a podcast called The Admin Edge. The best way to record new content with their guests is to do it while they are all in one place.
We set up a podcast booth complete with a table and chairs and a branded step-and-repeat backdrop. We brought in microphones, an audio board, lights and cameras. This allowed us to record the audio and video for the podcast while on site at the event. We also set up speakers facing outwards so that attendees passing by could listen in to the podcasters, and even take a seat to watch if they wanted. Now, ASAP will have enough podcast content to fill another season of the Admin Edge.
One of the most popular booths year over year is our headshot station. It’s so popular that we bring along two photographers to get through the line quicker!
The headshot booth is an easy win for event planners. It’s a free value add for attendees; they spend 5 minutes with our photographers and walk away with new professional headshots. We had two backdrops set up where attendees stepped up, provided their name and email, smiled for the camera, and headed on their way to the rest of the conference. Attendees even frequently came back each day wearing a different outfit or hairstyle! The photos were made available to attendees via a Flickr album during the event, and they received personalized emails with their photos post-event.
Last, but certainly not least, we ran a photobooth for attendees at the reception and party. The photobooth allowed attendees to take photos with their colleagues to show that not only were they learning a lot at APC, but they were having fun doing it! Attendees were also able to send these photos to themselves instantly. The photos were complete with APC branding so that if attendees posted these photos, everyone would know what event they came from. These kinds of event engagement opportunities are what helps make the attendee experience memorable.
Want help bringing your next event to life? We’d love to help!