Solving Healthcare EQUITY Challenges Downeast
When a visionary client set out to host their first-ever conference in the stunning backdrop of Dedham, Maine, they turned to Acuity Events to bring their vision to life. With our expertise in planning and execution, we transformed their ambitious idea into a seamless and memorable event. 
Objective:
The event's goal was to unite thought leaders and decision-makers to explore opportunities for digital innovation in healthcare while creating spaces for attendees to network and collaborate on projects aimed at addressing critical issues in healthcare equity.The Result:
Despite the logistical challenges posed by limited conference venues and services, Acuity Events successfully fulfilled its promise to inspire, connect, and foster impactful collaborations. Through meticulous attention to every logistical detail, the event became a remarkable success, earning five-star ratings and high praise from attendees for the exceptional experience delivered.Attendee review
The client commended Acuity Events for their efficient problem-solving, attention to detail, and ability to adapt under pressure. The success of this Summit led to a multi-event partnership for future conferences, solidifying our role as a trusted event planning partner.The Venue
The Summit was held in Dedham, Maine, a serene location ideal for in depth thinking, problem solving, and reflection. The selected venue provided a tranquil setting but had limited capacity for sleeping accommodations, which posed challenges as the event scaled.The Challenge
Due to overwhelming interest, the number of attendees nearly doubled, far exceeding the original 20-person plan. The event grew over 100% in the midst of the planning phase. This unexpected growth created an urgent need for additional accommodations, as the primary venue could not house all attendees. It also created a strain on the technical capability of the venue, and required transportation to mobilize attendees from additional locations. 
The Execution
Accommodation Logistics: Acuity Events quickly secured an additional room block at a nearby hotel, ensuring all attendees had comfortable accommodations.Transportation Coordination: Shuttle services were arranged to provide seamless transportation between the main venue and the additional hotels, as well as transportation required for local activities and excursions.Networking and Collaboration Spaces: The pre-selected venue by the client was a challenge given the growth and interest in the event and the relevance of the programming. Designed dedicated spaces within the venue for attendees to network and collaborate on healthcare innovation projects, ensuring the event fostered meaningful connections and actionable outcomes.Communication Excellence: Clear and consistent communication with the client and attendees eased concerns about split accommodations, ensuring everyone felt valued and informed.Partnership Management: Collaborated closely with both hotels to optimize room arrangements and support attendee needs.
“An event is not over until everyone is tired of talking about it.”