Oxford Economics Global Forum
Corporate Conference Production
Client
Oxford Economics
Venue
Fontainebleau, Miami Beach
Role
Event Production & AV Design
Event Type
Corporate Leadership Conference and Reception
Objective
Design and deliver a seamless production environment that would:
• Support multiple presentation formats, including keynote speeches and panel discussions
• Maintain a visually sophisticated stage design aligned with the brand’s professional identity for general sessions, exhibits, and a gala
• Provide reliable audiovisual support for a multi-day corporate program with appropriate Wi-Fi distribution for 400 attendees
• Create an engaging environment for executives and industry leaders
• Provide anticipatory service to ensure the client is taken care of throughout the planning process, during the program, as well as for future partnerships.
Production Design
The stage environment was designed to balance clarity, professionalism, and visual impact.
Key design elements included:
• Rigging plan to provide optimal space with a clean and sophisticated look
• Large screens with high lumen projection for presentations and keynote speakers to share fine print financials and high-resolution videos
• Professional stage lighting to enhance visibility and create a polished visual experience, and a professional speaker system for optimal sound reinforcement
• Scenic stage layout designed to frame speakers and panel discussions and provide a unique look.
• Organized custom-designed team including project manager, stage manager, lighting and audio engineers, video operators, and more
Breakout rooms were also equipped with full audiovisual setups to support concurrent sessions throughout the program.
Execution
Working closely with planners and venue teams, the production plan included:
• Coordinating stage layout, AV infrastructure, and program team
• Managing setup and testing for presentation technology
• Supporting speakers and panelists during live sessions
• Overseeing production logistics across multiple rooms and event spaces
The event ran across several days with continuous programming, requiring precise technical coordination and on-site support.
Impact
Delivered a polished conference environment built for executive-level thought leadership — clean sightlines, precision AV, and a production design that let speakers command the room. When the sessions closed, the space transformed entirely for the Gala: new lighting, curated music, and an atmosphere that shifted the energy from boardroom to celebration. Attendees stayed well past the scheduled end time, and the client confirmed a continued partnership.
Key Production Elements
• Stage design and scenic layout
• Projection and presentation systems
• Professional lighting design
• Sound reinforcement and microphones
• Breakout room audiovisual setups
• On-site production coordination
Process
• Researched the company, clientele, and past and upcoming events.
• Scheduled an introductory call to clarify client objectives, including design, logistics, and budget.
• Pitched options with custom renderings and personalized proposals aligned with the client’s vision and company goals.
• Briefed the operations team on the confirmed program and served as the liaison among the client, technicians, vendors, and internal hotel teams, gathering and fine-tuning details such as the run of show and creating diagrams.
• Kicked off each portion of the program and stayed in contact with the project manager to ensure availability for last-minute needs.
• Sent a thank-you note with the technicians’ names so the client could request specific technicians they liked, included a photograph of the setup for future reference, and offered a post-call to discuss any feedback for next year’s program.
Behind the Scenes
Once the planning process was complete and the order was handed over to Kelsey’s operations team, she spent the day monitoring progress and making last-minute adjustments to ensure the client’s vision was fully realized. From setup to execution, Kelsey closely oversaw the Oxford Economics Forum as it came to life. Since then, Oxford has rebooked, and she looks forward to collaborating with the Oxford team again soon!