Cvent’s AV Production Glow-Up in San Antonio
Reimagining Cvent 2024: A Fresh Take on a Flagship Event
When a tech company like Cvent calls, you know it’s going to be a big one. They’re an industry giant in event management software, bringing together thousands of meeting planners each year to connect, get trained, and explore what’s next in event tech (meta right?). But in 2024, they weren’t just planning another conference. They were looking to level up.
The Cvent team was tired of the same-old, same-old. Same sets. Same photos. Same vibe. They wanted to break the mold and shake things up with a partner who could bring a new look and a sharper perspective. That’s where we came in.
The Scope: An Epic Hybrid Event
It was no small production. Held at the Henry B. González Convention Center in San Antonio, Cvent Connect 2024 was a full-blown hybrid event with:
- 5,000 in-person attendees and 5,000 virtual viewers
- A general session for over 3,500 people with (2) 100-foot curved screens and 7 additional distinct screen surfaces
- A mini-general session called the Stream Stage for over 500 VIP's, Awards, and more intimate general sessions, all of which were live streamed
- 16 breakout rooms, including a high-production “elevated breakout” with its own full crew
- 300+ monitors across the trade show floor
- Digital signage, private meeting rooms, and pre-configured laptops provided by Clarity, customized to meet Cvent's secure software and firewall needs
- A product pavilion called the Innovation Pavilion to showcase Cvent technology including personalized product demos using headset technology for a quiet, focused setting
- Hundreds of lighting instruments, top-tier sound systems, and state-of-the-art video gear
Seem like a lot? From a tech standpoint, it was stacked. From a production standpoint, it was a marathon. But we live for this shit!
Vendor Fatigue to AV Production Dream Team: Why Cvent Chose Clarity
Cvent wasn’t always our partner. In fact, 2024 was the first year they decided to work with Clarity. Cvent didn’t want another audio visual vendor. They wanted an AV production partner. One that matched their energy, shared their obsession with details, and could roll with the chaos of live events.
They’d worked with the same companies for years, but the events were starting to blend together. The energy was flat. The vibe was “safe.” So when they met with us, we got right into it. They loved that we asked a ton of questions. We wanted to understand what they were trying to accomplish, not just what gear they wanted. Our creative approach, flexible pricing, and people-first mentality checked all their boxes. And the connection? Immediate. Both teams share that “work hard, play hard, and celebrate harder” mentality. We knew it was a fit.
A Few Curveballs (Because That’s Live Events)
Nothing ever goes 100 percent according to plan. But that’s where our team thrives. For example, during the CEO keynote, his wireless mic started dropping out. A frequency issue; totally normal, but always ill-timed (Lady Gaga at Coachella 2025). Our crew sprinted out a handheld within seconds, and the keynote continued like nothing ever happened.
Another fun challenge: One of the breakout sessions exploded in popularity onsite. Attendees were flooding in to catch the session and the room couldn’t hold them. Within five minutes, we decided to stream the content into an adjacent room: camera, slides, and audio, giving everyone the full experience. This is why your Audio visual production provider should plan on bringing extra gear, just in case of events like these.
Then there was the “backstage” video moment. Not scripted. Not planned. Our team came up with the idea to film a behind-the-scenes tour that ended with a live walk-on. The video cut to black, the speaker stepped on stage, and the crowd loved it. A spontaneous idea turned into one of the most talked-about transitions of the show. Why did we think about doing this? Because it was cool and we wanted to see if we could make CONNECT even more fun. We had the gear, so why not?! This wasn’t exactly a challenge, but a great example of what your AV partner should be: your partner.
Big Events, Small Things, Great Production
The Cvent team told us this was their best-produced event ever. That’s the kind of feedback we love. They noticed the small things like the fact that we had a dedicated speaker room operator, something they’d never had before. For us, that’s just part of the service. But to them, it stood out. They loved the gear, the team, the responsiveness, and the ability to pivot when needed. They told us they felt supported, heard, and like we were part of their internal team. That’s what success looks like for us.
And the best part? We’re already planning for Cvent 2025 (June 9-12 in San Antonio, live & virtual) even bigger, bolder, and with even more ways to surprise and delight.
Work With Clarity Experiences
Let's make your event awesome! We're the go-to team for taking the stress out of planning conferences and events of any size. Think of us as your secret weapon for creating memorable attendee experiences without breaking a sweat. We get the ins and outs of live events, so you can chill and watch your vision come to life. Want to reimagine your flagship event like Cvent did? Let’s build something remarkable.
Great Production Starts With Great People
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