The Amputee Coalition National Conference 2024

Case Study: Amputee Coalition National Conference 2024
Event Overview:

• Client: Amputee Coalition
• Event: National Conference 2024
• Dates: August 8–10, 2024
• Location: Philadelphia, PA
• Event Features: Main sessions, breakout sessions, trade show, and exhibit hall.
• Attendees: Over 1,200 attendees, including amputees, healthcare professionals, advocates, and exhibitors.

Challenge

The Amputee Coalition sought to host their annual National Conference, bringing together a diverse audience for a meaningful, engaging, and accessible experience. However, several challenges arose:

1. Diverse Needs of Attendees: Many participants required accessible facilities, accommodations, and mobility aids, necessitating seamless integration of ADA-compliant solutions.
2. Complex Schedule: With multiple concurrent breakout sessions, keynote addresses, and a trade show, the logistics required precise coordination to avoid scheduling conflicts and ensure smooth transitions.
3. Branding and Engagement: The Coalition aimed to enhance its brand presence, foster a sense of community, and promote meaningful interactions in both physical and digital spaces.
4. Exhibitor Relations: The event needed to accommodate 50+ exhibitors while ensuring their setup aligned with the conference's accessibility and branding goals.

Solution

The event planning team worked collaboratively with the Amputee Coalition to address these challenges and deliver an exceptional experience:

1. Accessibility-First Approach:
   • Partnered with the venue to ensure all spaces, including breakout rooms and the exhibit hall, were ADA-compliant.
   • Provided on-site mobility aids, interpreters, and closed-captioning services for all sessions.
   • Developed a user-friendly event app with accessibility features like voice navigation and enlarged text options.
2. Detailed Logistical Planning:
   • Designed a master schedule that evenly distributed sessions to avoid overcrowding and conflicts.
   • Incorporated buffer times for transitions, particularly between the main sessions and breakout rooms.
   • Utilized dedicated zones for exhibitors, balancing foot traffic flow and accessibility.
3. Innovative Branding and Community Engagement:
   • Created a centralized networking lounge, "The Connection Zone," to foster casual interaction among attendees.
   • Deployed branded signage, kiosks, and an interactive photo wall featuring empowering messages and photos of the amputee community.
   • Leveraged social media with branded hashtags and live streaming for virtual attendees.
4. Exhibitor Experience Optimization:
   • Provided exhibitors with tailored support, including a setup guide with accessibility considerations.
   • Designed booth layouts to ensure wide aisles and easy navigation for all attendees.
   • Hosted an exhibitor appreciation reception to strengthen relationships and encourage future participation.

Outcome

The Amputee Coalition National Conference 2024 exceeded expectations, delivering measurable success across key metrics:

1. Enhanced Accessibility: Over 95% of attendees reported satisfaction with the event’s accessibility measures, making it one of the most inclusive conferences in the organization’s history.
2. Smooth Operations: The well-coordinated schedule and seamless transitions received high praise, with minimal delays reported across the three days.
3. Community Building: Attendee engagement soared, with over 3,000 posts using the event’s hashtag on social media and a 25% increase in app downloads compared to the previous year.
4. Exhibitor Satisfaction: Exhibitors experienced a 20% increase in traffic compared to past events, and 85% expressed interest in returning for the 2025 conference.

The conference strengthened the Amputee Coalition's mission to empower and connect the amputee community while demonstrating the power of thoughtful, inclusive event planning.

This case study highlights how detailed planning, a focus on accessibility, and innovative engagement strategies can transform a challenging event into an extraordinary experience.

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