BREAKOUT ROOMS GET EXPERT TREATMENT AT 3DExperience

OVERVIEW

Category:

Audio/Visual

Client:

Dassault Systèmes

Event:

3DExperience 2024

Location:

Kay Bailey Hutchison Convention Center – Dallas

Objective

Dassault Systèmes conducts an annual conference called 3DExperience where they feature their SolidWorks design tools and software products.

As the longest-running vendor of the 3DExperience conference, AV Images offers our expertise in breakout rooms, aspects of the trade show floor, and installing monitors outside breakout rooms.

When it comes to the rooms, we serve three elements: Product end-user break out rooms, reseller breakout rooms, and meeting rooms for hands-on workshops (HOW) with people seeking product certification.

When the 3DExperience began, it had 600-700 attendees. In 2024, 4,600. This year we created 20 meeting rooms.

Challenges & Approaches

Location limitations. Dealing with the Kay Bailey Hutchison Convention Center Dallas, where the meeting space was limited and needed a facelift, we were challenged by the aesthetics and size. Though the resellers and HOW rooms could each have their own area. The user rooms we had to split among different areas.  

Truckin’. Using a box truck, we could cross load on the dock to move cases from the A area, because that was a half mile away. By not having each area to independently move materials to each area, using the truck saved time and manpower. 

Mics on mics on mics. Being in a downtown area next to TV stations, our challenge was to work around the open available frequencies. In addition, we couldn’t compete with public safety communications where first responders have their own broadband network and are given priority and preemptive access in an emergency.

Go with the flow. To keep the process smooth, we installed Discord communications so we could communicate directly to the rooms. Also, we streamlined the monitor installation process by going with two sizes. 

Project management. We did a site survey nine months prior to the event, and then out weekly calls with all vendors starting six months out.

Safety first. Due to the high risk of theft at any trade show, we ensured there was security where we needed it and we picked up and stored all the projectors each night. 


Outcome

Our innovative problem-solving and ability to adapt to new challenges not only reaffirms our reputation as a trusted and reliable partner for Dassault Systemes at 3DExperience, but ensures a successful conference, year after year. As is apparent from the growth in attendees, 3DExperience continues to provide us an ever-expanding space for more learning, collaboration, and innovation, and we’re excited to be a part of bringing their user experience to the masses.