Event Case Study
A multi-year project to host three annual Events that fuel local journalism and guide industry leaders
EVENT CASE STUDY
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EVENT CASE STUDY |
About the client
The National Nonprofit makes grants to nonprofit news organizations, partners with communities to launch new organizations, and coaches leaders as they grow and sustain their newsrooms.
Beth Lawrence Meetings & Events worked with the Client for (3) years on this project, including three annual Events. BLME provided destination & site selection, event project management, logistics support, stakeholder experience management and day-of event management services to the National Nonprofit and its multi-day convening in Cleveland, Ohio; Minneapolis, MN and New Orleans, LA.
About the project
Primary Objective
Strategic Event Development
Secondary Objectives
Destination & Site Selection
Event Project Management
Event Logistics
Vendor Management
Stakeholder Experience
Day-of Event Management
Post-Event Reporting
Our Processes
Beth, as the primary contact for this event, initially met with the National Nonprofit planning team to recap the 2022 event, including post-event surveys, anecdotal feedback and internal team feedback. Using that data, we narrowed down the destination option to 6 selections before determining that Cleveland would provide the optimal experience for the Client’s attendees, especially when considering their grantee portfolio.
Each year, Beth worked with the Chief of Staff and Marketing team to develop the RFP, and narrow down the options for destination and venue. Working in conjunction with local CVBs and HelmsBriscoe, Beth conducted site inspections of cities, hotels, and ancillary venues in anticipation of the multi-day on and offsite event.
The event itself contained several programmatic elements, including an offsite welcome reception, dinner and program; a half day of programming for grantees and philanthropists; (3-4) multifaceted and guided community experience tours; a dinner co-hosted by a committee of local grant recipients, philanthropists and community leaders, and a half-day workshop and celebration for grant recipients.
Once the destination was selected, Beth served as primary event logistics contact with the hotel and other vendors, including transportation, audio/visual, catering, bakeries, tour operators, photographers, videographers, printing houses and more. Finally, Beth worked to secure transportation and lodging arrangements for the Dinner’s VIP speakers when needed.
Pre-event, we worked with the Client to secure swag items, arrange printed materials, and set up staff headshots and a staff opening lunch for the event. Beth served in a day-of event management capacity for the duration of the events each year, ensuring that the National Nonprofit and their partners and grantees were thrilled with the experience and that the event and experiential elements came to life as envisioned.
From Cleveland to New Orleans, it was clear that the National Nonprofit’s mission lives on through its events, and that gatherings like this have lasting impact on the grantees and stakeholders as a whole.
The Results
Aligned National Nonprofit’s larger strategic goals with the event goals, and helped to execute the Leadership Team’s vision.
Prepared a foundational event project management system that has expanded with the event, allowing the Client to achieve greater results regardless of any limitations on resources.
The event remains intimate in attendance, but has become one of the most sought-after invitations in their industry, and a benchmark for what future conferences could look like. For example, we supported the organization as they saw a 36% increase in invitees who RSVP ‘yes’ from 2023 through 2025.
Planned and executed a plated dinner, program and after-party spaces for over 240 guests, including local partners of the National Nonprofit and their grant recipients.
Arranged transportation and logistics for afternoon tours and offsite community visits, as well as offsite evening events.
Provided hands-on, human-centered community experience opportunities for the attendees.
Negotiated multi-year agreements with vendors across cities, for cost-saving and partnership purposes.
Planned a citywide Second Line, in memoriam of a key figurehead and founder of the organization, in 2025.
“There's no way the event would have been the overwhelming success without you on it as the event planner. You are a WIZARD! You have the ability to jump from strategy to details at the tip of a hat, and I appreciate both how quick you are and how thoughtful you are.”
Jennifer Mizgata
Hi, I’m Beth!
I’m an award-winning event expert and Certified Event Planner powered by helping nonprofits and large community-driven corporations host unforgettable event experiences.
Your event will benefit from my:
natural attention to detail
love of efficient systems (Hi Airtable 👋)
passion for expanding networks through mutually beneficial connections
Let me help you build the high-quality, high-impact event your audience will be excited to put on their calendars.