Downeast Digital:
Strategic Event Execution to Drive Impact in Health Equity
Background: A Vision for Change
A senior healthcare executive with a mission to tackle persistent inequities in the U.S. healthcare system had a bold idea: convene leaders from across the healthcare, tech, and policy sectors to co-create innovative, scalable solutions. With a clear vision but limited bandwidth, they needed a partner who could bring that vision to life—seamlessly and with excellence.
That’s where Acuity Events came in.
The Challenge
This was not just another healthcare conference. The stakes were high:
The guest list had to be curated carefully, pulling together senior executives, policy influencers, investors, and grassroots innovators.
The agenda needed to drive action, not just discussion—every session had to be intentional and outcomes-focused.
The experience had to feel personal and purposeful, from the first invitation to the final session summary.
And all of this had to be executed in a remote, boutique location in Maine that offered both inspiration and logistical complexity.
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 Acuity Approach
Acuity Events partnered closely with the client to shape and deliver every aspect of the Health Equity Innovation Summit. Here’s how we made it happen:
🛏️ 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.
📍 Location & Logistics: Coordinated all transportation, lodging, and hospitality for a national audience traveling to a rural setting—ensuring comfort and ease.
🛠️ Onsite Support: Executed seamlessly—from orchestrating registration and managing every guest touchpoint to integrating technology and solving challenges in real time.
🤖 Innovation Integration: Supported AI platform RozieAI to provide real-time summaries and data insights from sessions, enhancing post-event deliverables and continued collaboration.
The Results
The summit exceeded expectations:
Diverse, high-level attendance: Senior executives from healthcare systems, investment firms, startups, and public agencies attended.
High-value engagement: Attendees co-created actionable business models to address health inequity—moving beyond talk into tangible next steps.
Flawless execution: From welcome to wrap-up, every element ran smoothly, allowing the host to focus on content and connection.
“An event is not over until everyone is tired of talking about it.”