Skip to main content

The Busiest Week of the Year

By December 18, 2023December 19th, 2023Event Planning, Events

With five events in six days, our team was in execution mode from October 22 to 27.

From raising funds and boosting business, to generating awareness and amplifying causes, we hustled indoors and out to help our clients put their best foot forward. In total we engaged nearly 6,000 attendees across about 80 hours of programming. How’d we pull it off? We asked our event leaders about the events, the challenges they faced, solutions, and the accomplishments our clients attained.

October Event Location Headcount Event Manager
22 National Brain Tumor Society Walk Carson Beach 2,000+ Annie
26 National Grid Energy Solutions Summit Gillette Stadium 700+ Kathleen
26 Adopt-A-Student Foundation Gala Seaport Hotel 250 Caroline
26 The New England Council Annual Celebration Omni Boston Hotel 1,200+ Katelyn
27 Boston Irish Honors Luncheon Seaport Hotel 250 Rachael

As the National Brain Tumor Society’s New England Walk approached on Sunday, October 22, so too did a windy forecast. To help keep its more than 2,000 participants safe, “we prepared for the worst case scenario and made sure to have enough sandbags on order, and communicated to participants, staff, and vendors that the event would take place rain or shine,” said Senior Account Executive of Sports Events, Annie Zampitella. As the sun poked through on event day, the wind was down and fundraising was up—more than $415,000 was raised. “It was very rewarding to see the attendees and clients enjoying themselves after months long of planning and prep.”

A few days later in Foxborough, our Vice President of Sales and Marketing, Kathleen Chrisom wrangled more than 700 guests for the National Grid Energy Solutions Summit at Gillette Stadium on October 26. In its first return since 2019, “the biggest challenge was anticipating the number of attendees and guaranteeing the food and beverage numbers,” said Chrisom, who relied on her instincts as the date drew closer. “In our first year back after the pandemic we were unsure on how turnout would fare. In the final two weeks, we tracked the numbers daily, and based on the trends and our calculations, guaranteed more than 200 over our original estimate. We hit it right on the nose. Our client was thrilled and said the event exceeded their expectations. We knew the event was not only pandemic-proof, but alive and thriving.”

The Summit was one of three events for Conventures on October 26. That night we checked in 260 fundraisers at the Adopt-A-Student Foundation Gala in Boston’s Seaport Hotel. Caroline Strouss organized the vendors, staff, and the full run-of-show. “Logistically, there are a lot of moving parts and the fundraising tracking can be immense,” said Strouss. “When everything comes together at the end of the night and the Cathedral High School students get to shine during the program, it makes it all worth it”!

Less than a quarter mile away, our team moved more than 1,200 guests through a reception and program at the Omni Boston Hotel for The New England Council 2023 Annual Celebration. Led by Account Director Katelyn Jaroszewicz, “the biggest challenge with this event was to nail the event timing with the hotel and AV team. By having comprehensive pre-production planning meetings, I felt that everyone knew their role and expectations on event night.”

“I was most proud of the flow of the speaking program. With multiple speakers at an event, it can be challenging to keep the audience engaged. By reviewing the speakers’ speeches in advance, the team was able to order the speakers appropriately, and adjust sound and lighting to optimize the guest experience.”

After a busy night, the Conventures team leaned in for one final event of the week, and back at the Seaport Hotel. Senior Account Manager Rachael Patten led the way at the Boston Irish Honors Awards Luncheon on Friday, October 27. “We’re very familiar with the venue and with our client, but every year’s event is different, and requires new solutions,” said Patten. “Thanks to daily communication with our vendors, host, speakers, and guests, we were able to provide a seamless experience for all who came.”