The C3 Summit, hosted by Hark for the Excellerate Foundation, is a pivotal event to foster collaboration among leaders and organizations across Northwest Arkansas. Focused on driving change and inspiring action, this annual summit brings together stakeholders from nonprofit, government, and business sectors to discuss innovative solutions for the region’s challenges. With such a critical message, Hark knew they needed top-tier audiovisual production to ensure every detail of the event landed perfectly with the audience.
That’s where avad3 Event Production came in.
Challenge: A Vision That Needed Seamless Execution
With over 200 attendees and a packed schedule of keynotes, presentations, and breakout sessions, the C3 Summit required flawless technical execution. Hark needed more than just basic AV—they wanted a standout production that would elevate the experience. In particular, they envisioned a custom stage design that would make the speakers’ messages pop and keep the audience fully engaged throughout the day.
Additionally, the venue itself presented unique challenges. The space has rarely, if ever, seen the size and scope for this unique design while maintaining equal excellence with audio, live feed recordings, and lighting.
Solution: Custom LED Stage Design and Collaboration with the Venue
Our team at avad3 started by working closely with Hark to understand their goals for the event. It was clear that the Summit’s success would hinge on creating an immersive experience for the audience, and the custom LED stage design became the focal point of that effort.
Custom LED Stage Design: We designed a fully tailored LED stage that allowed Hark to showcase their content dynamically and professionally. High-resolution LED panels provided crisp, vibrant visuals, ensuring that every presentation and video was sharp and engaging, regardless of where attendees were seated. The stage became more than just a backdrop—it was an active part of the storytelling, amplifying the speakers’ messages.
Flawless AV Execution: From the main session’s microphones, displays, and live video feeds, to outdoor live music, we left no stone unturned in ensuring that every piece of technology performed flawlessly. Audio clarity was a top priority, given the importance of dialogue and collaboration at the event. Our team deployed a state-of-the-art sound system to ensure that every voice, whether on stage or in the audience, was heard clearly.
Venue Collaboration: The venue had specific constraints in terms of layout, but our early collaboration with their team allowed us to preemptively address potential challenges. Working together, we optimized the room’s layout, ensuring that the LED stage was visible from all angles and that sound carried evenly throughout the space. This collaboration made setup and execution smooth, leaving no room for technical hiccups on the day of the event.
Preemptive Problem Solving: Anticipating the fast-paced nature of the Summit, we prepared for real-time transitions between speakers and sessions. Our team was stationed strategically to handle any issues on the fly, ensuring that the program flowed seamlessly from one segment to the next.
Results: A Seamless Experience That Amplified the Message
The custom LED stage design, flawless AV execution, and collaboration with the venue ensured that the C3 Summit was a resounding success. Attendees were fully engaged, and the audiovisual elements only enhanced the event’s impact. Post-event feedback was overwhelmingly positive, with the sharp visuals and crystal-clear sound receiving particular praise.
By the end of the Summit, the collaboration between Hark for Excellerate Foundation, the venue, and avad3 resulted in an event that not only met but exceeded expectations. The AV production wasn’t just functional—it elevated the entire experience, allowing Hark’s message of community and collaboration to shine.
At avad3, we believe that when AV is done right, it becomes an integral part of the storytelling. For the C3 Summit, we were proud to bring that vision to life, partnering with Hark to deliver an event that made a lasting impact.