Client: NOSSCR
Type of Event: Annual Conference
Location: Nashville, TN
Attendee Count: 1,000+
Registration Platform: Cvent
Live Captioning & Transcription: Verbit
Video: Event Recap

Introduction to NOSSCR

The National Organization of Social Security Claimants’ Representatives (NOSSCR) provides support, education and resources to attorneys and other representatives of individuals seeking disability benefits. NOSSCR plays a vital role in advocating for the rights of those navigating the complex Social Security disability system, and strives to ensure that individuals with disabilities have access to the benefits they deserve. NOSSCR also aims to empower its members to represent claimants and promote policies that protect the rights of individuals with disabilities.

The Objective

This event is an annual conference for NOSSCR, serving as the premier event for their members to learn, network and receive industry-specific resources. It includes a wide range of highly-qualified presenters, as well as opportunities for attendees to engage with industry professionals and peers. In addition to networking at this event, attendees also can earn Continuing Legal Education (CLE) credits through participation in the sessions.

Our objective at this event was to create a comprehensive audiovisual experience for all attendees at the conference, as well as capturing content for the clients’ use after the event.

Pre-Event Preparation:

Understanding a client’s vision is key, especially when scaling an event to accommodate hundreds more attendees than in previous years. At Utopia, we usually take the lead on event planning. For this event, however, NOSSCR has a long-standing partnership with TaylorMade, so we worked closely with them to keep everything running smoothly. While our team focused on production and on-site equipment, we were also there every step of the way with TaylorMade, making sure all teams and volunteers were aligned and ready to go, and offering extra support whenever it was needed.

One of their biggest desires was to incorporate audiovisual technology throughout the event, and we jumped to the task. We developed a plan to use large LED walls on all stages and in the welcome area, Vertical HD TVs in place of printed signage, programs to videochat with offsite speakers, and cameras recording all sessions.

Planning the layout for the conference was a bit of a puzzle. The Broadway Ballroom needed to be divided by an air wall for sessions all day Wednesday. That night, the wall had to be removed to convert the space into a large room for a mainstage general session the next morning. After the session, the room needed to be transformed back to the original layout within just one hour! This required careful planning to ensure we had enough staff and equipment to handle the quick turnaround efficiently.

Week of event:

We had an entire day to set up all of the stages and video walls for the large rooms, working with Elite Multimedia, a local event lighting company to assist in LED wall construction and rental. We utilized six large LED walls for the stages in each of the ballrooms, and an additional LED wall in the welcome hallway. TV screens were also strategically placed through the event. Speakers were set up in each room, and a PA system was installed in the exhibitor area.

Once all TV screens and video walls were in place, we tested each to ensure video and sound quality was up to Utopia’s standards. Each TV needed to display panel schedules, as well as a rotating list of NOSSCR’s sponsor logos and other messages. LED walls would display powerpoint presentations, play video, utilize image magnification, and host video calls with off-site speakers. These elements not only impressed guests with their wow factor but also allowed for sponsor integration at every phase of the conference.

This event also featured a special guest speaker, Martin O’Malley, the Commissioner of the Social Security Administration. To ensure he and the NOSSCR felt at ease on show day, we met with his team in advance, reviewed the run-of-show to build confidence, and made sure Mr. O’Malley had a microphone he was comfortable with.

The Results

Utopia’s integration of advanced technology significantly elevated the conference experience, leaving both NOSSCR attendees and main stage speakers impressed.

“NOSSCR has put on more than 80 national conferences over 45 years. This year, we worked with Utopia. Our attendees overwhelmingly report this was our best event ever. Our speakers—including one who ran for President—were extremely impressed by the quality of the work done by Utopia. 100% recommended!” – NOSSCR Leadership

Looking Ahead

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