The brief
A Fortune 500 SaaS company had just launched its product update in the US. They wanted the APAC version live in Bengaluru in fourteen days. Same production value as the US event. Press, analysts, key customers, the CEO flying in.
The challenge
Fourteen days is not a window, it is a sprint. Venue hold, production kit, creative, content, PR, badge printing, translation review, all had to run parallel instead of sequentially. Keynote speaker was landing 48 hours before doors. Aftermovie was expected on LinkedIn the same night.
Our approach
We tore the usual 6-week process into three parallel streams: Venue + Logistics, Production + Creative, Content + Comms. Each had a daily 20-minute sync with the client. Decisions had a 24-hour clock, no open items carried past end-of-day.
Keynote rehearsal was built as a fallback: we rehearsed with a stand-in speaker reading the CEO's deck, so the lighting, sound, and slide timing were locked before he landed.
The execution
Day 1 to 3: brief locked, venue booked, run-of-show draft 1. Day 4: kit mobilised from Chennai to Bengaluru overnight. Day 5 to 8: content creative + PR shortlist + rehearsals with stand-in. Day 9: CEO lands, two back-to-back rehearsals. Day 10: silent run-through. Day 11: doors open at 9am, keynote at 10:30am, breakout tracks to 4pm, press room live.
Post-show: aftermovie rough cut by 7pm, final edit approved by 9:30pm, live on LinkedIn at 11pm. Same evening.
The outcome
Launch went live on schedule. CEO called out our floor director in his wrap speech. LinkedIn aftermovie clocked 3x the engagement of their previous APAC launch. Client signed us for next year's event before they left the venue.
