GoGather teamed up with a leading company in the car wash industry to plan their 2024 National Leadership Conference in Tucson, Arizona.
This four-day event gathered mid-to senior-level leaders from across the country, giving them the chance to network, connect, and learn.
They chose GoGather to manage all the logistics, trusting us to deliver an elevated level of hospitality that would impress their attendees from start to finish.
Challenges: Balancing Brand Identity with a Tight Budget
We needed to plan a four-day conference that stayed true to the client’s brand but had to stick to a tight budget. The challenge was making sure the event felt high-quality without overspending.
It was a very hands-on process, with regular calls to figure out where we could allocate more funds and where we could scale back.
For example, a balloon arch wasn’t in the initial plan, but after some brainstorming, we were able to make it happen by adjusting other areas.
The client also wanted to incorporate fun activities for their active leadership team. Originally, we considered things like hiking, biking, or food tours, but those activities added up quickly.
Solutions: Incorporating Gamification and Getting Creative
To keep things engaging without breaking the bank, we got creative and hosted an in-house “Olympics” instead of spending $15,000 on outside activities. By doing it ourselves, we kept costs to around $2,000—and attendees loved it!
We split everyone into 20 teams of eight, letting them come up with their own flags and team names. They competed in fun games like cup stacking, Jenga, and even a car wash-themed round of Pictionary. We wrapped up with an awards ceremony, handing out gold, silver, and bronze medals to the top teams.
We transformed the general session space and used breakout rooms for the games, so there was no need for extra venue rentals. This approach kept things fresh, stayed on budget, and made for an unforgettable, gamified experience!
Challenges: Creating a High-Impact, Hospitality-Focused Event
Our client placed a high priority on hospitality and wanted every detail of the event to reflect that.
- Music was important—it set the tone and energy for both the general session and evening events. They wanted their curated playlist timed just right.
- Decor was a big focus – they wanted their event to have a strong presence and inviting ambiance.
- Efficiency mattered—no long lines at the bar, no clutter or dirty dishes around attendees.
Most importantly, they aimed for branding excellence, with everything from walk-up songs to F&B service customized to match the event’s programming and content.
Solutions: Delivering a Customized Event Experience
We worked closely with the AV team to ensure the music was in point, perfectly timed, and in sync with the client's vision. This wasn't a simple playlist— it was a customized selection to match the flow of the event,
We also stayed proactive in coordinating with hotel staff, making sure housekeeping and F&B were fully prepared to meet the group’s needs.
The GoGather team focused on the small but important details, like making sure every place setting was perfect and each meal was visually appealing.
We took over tasks that the client’s internal events team usually handled, like assembling registration packages with name tags and bags, so their team could relax and enjoy dinner.
Challenges: Pivoting Locations and Site Selection
Our client initially began planning the conference in Texas and had progressed far into site selection when the decision was made to move the event to Arizona.
The shift was driven by cost concerns—hosting in Texas would have required flying attendees in, adding more than $150k to the budget.
Logistically, Arizona also made more sense since the client’s headquarters were there, but the sudden pivot meant we lost a month of planning time.
Solutions: A Strategic Shift
GoGather quickly stepped in to manage the shift, working with our hotel partners to revise contracts and secure a new venue without compromising on quality.
We were able to lock in the JW Marriott Tucson Starr Pass Resort & Spa much faster than expected, ensuring the event stayed on track.
In the end, moving to Arizona worked out even better for the client. It allowed them to integrate a visit to their headquarters into the program and host an offsite dinner at their facility—something that wouldn’t have been possible in Texas.
Challenges: Needing Logistical Expertise
The client had previously managed their conferences internally, but as their company grew, they needed help with organizing a larger event.
- Their goal was to allow their internal team to focus more on messaging and content, rather than getting caught up in logistics.
- Being a company with a strong focus on customer service, they wanted to elevate the event experience for their leadership team, which included regional managers and district leaders from their nationwide stores.
- They also wanted the event to reflect their commitment to hospitality, with elements like thoughtful gifting and high-level keynote speakers who could address hospitality and leadership.
However, their small team, already juggling day-to-day responsibilities, didn’t have the time or resources to handle an event of this scale, so they needed outside support.
Solutions: Full-Service Event Management
GoGather took over all the logistics, from hotel coordination and contract negotiation to vendor sourcing, acting as a trusted third party that advocated for the client and ensured a high-touch experience.
Our project management team handled:
- Housing: Managed the rooming list, VIP arrangements, and tracked hotel attrition.
- Venue Management: Coordinated the event agenda and collaborated with the onsite venue team to finalize logistics and flow, including hotel contract negotiations.
- Set-up & Signage: Oversaw the design and installation of all event signage, including logos and banners.
- Registration & Attendee Support: Sourced lanyards, assembled registration materials, and prepared gift bags onsite.
- Food & Beverage: Collaborated with the client to pick menus and handled all F&B logistics with the hotel.
- Vendor Management: Sourced local vendors for decor, transportation, and entertainment, including balloons, branding, stage decor, and Jenga.
- Activities Planning: Strategized games, sourced materials, and ensured they fit within the event space.
- AV companies: Partnered with the hotel’s in-house AV team to create a custom backdrop, execute content and show production, and handle lighting and music for an outdoor event.
Results
By allowing GoGather to handle all the event planning logistics, the client’s internal team could focus on engaging with attendees and creating meaningful connections—exactly what this event was all about.
Attendees had a fantastic experience at the conference, enjoying delicious food and top-notch hospitality from the venue.
With the client’s emphasis on branding, we successfully transformed the event space, creating an atmosphere that felt more like an exciting car wash meeting space than your typical hotel venue.
Ready to plan your next event? Let's talk about how GoGather can make your next leadership conference one you'll never forget.
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