First-time user conference for an AI software company.

Challenge #1: Finding the venue.

The client wanted a space that reflected their innovative brand and felt more creative than a traditional hotel ballroom setting. But finding a unique venue in San Francisco during a busy event season proved difficult. After conducting a day of site visits with our team, they ultimately chose the SFJAZZ Center. It was a beautiful space, but one with limited corporate event infrastructure.

Solution #1: Making the venue work.

GoGather took the lead on all venue communication and logistics to keep the process on track. The SFJAZZ Center was designed for performances, not conferences, so we worked closely with the client and the venue team to reimagine how the space could function for a full-day event.

We developed a new layout that supported both the main general session and smaller breakout discussions by creatively using side spaces, the lobby, and backstage areas. Our team coordinated transitions, signage, and flow to make it seamless for attendees to move between sessions.

To bring it all together, we brought in our trusted production partner, Brite Ideas, to handle A/V and staging — transforming a concert hall into a polished, professional, and engaging conference environment that felt built for this event.

Challenge #2: First-time conference.

Because this was their first user conference, the internal team didn’t have a roadmap. There were unclear timelines, competing priorities, and numerous questions about where to begin.

Solution #2: End-to-end planning.

Our project management team led every step of the process, from venue and vendor sourcing to F&B, design, and registration. We served as the liaison between the client’s branding, technical, and operations teams to align priorities and streamline communication. On-site, our team handled logistics, registration, deliveries, swag setup, and coordination, freeing the client’s staff to focus on speakers and VIP guests.

Challenge #3: Eco-conscious event.

The client wanted to avoid waste and unnecessary materials. No excess signage, no leftover swag, and no food going to waste.

Solution #3: Simple sustainability.

We replaced printed signage with our team serving as on-site guides, giving the event a more personal feel. Swag that wasn’t used was repacked and shipped home, and any leftover food was donated to local shelters. 

Challenge #4: Technical production.

As planning progressed, it became clear that the event’s audiovisual and production needs were more complex than originally anticipated. The client wanted dynamic lighting, high-quality streaming, and a seamless on-stage experience for their executive team. All elements that required careful coordination and technical direction.

Solution #4: Production expertise.

GoGather brought in a trusted technical producer to oversee every detail, from speaker preparation and stage cues to managing the live-stream and content transitions. Our team collaborated closely with the client’s design and marketing teams to ensure the presentations looked sharp, the timing felt natural, and the entire experience matched the energy of a high-caliber tech event.

The results.

The event was a success from start to finish. Attendance exceeded expectations, and feedback from attendees was overwhelmingly positive.

Highlights included:

• Sold-out attendance
• Overflow for hands-on sessions
• Seamless program flow
• Strong executive presentations
• Zero food waste

GoGather helped turn a first-time conference into a well-run, impactful event — setting the stage for the company’s future summits.