Share this Success Story
VMware Explore on Tour is Broadcom’s flagship practitioner conference, bringing together IT professionals, developers, and enterprise technology leaders to explore the latest advancements in VMware Cloud Foundation (VCF), private AI, and infrastructure automation.
The Sydney event at Sofitel Sydney Wentworth was a sold-out, full-day conference featuring keynote presentations, hands-on labs, certification exams, sponsor activations, and multiple concurrent tracks, mirroring the complexity and format of major technology world tours.
The Explore on Tour Sydney demonstrates our capability to manage complex, layered programs where multiple sessions run simultaneously across different venue levels.
The event sold out with an engaged practitioner community eager to learn about VCF 9 and connect with peers. Attendees filled sessions, earned certifications, and participated in hands-on labs alongside VMware software experts. Feedback was resoundingly positive, celebrating both the smooth event experience and the strong sense of community throughout the day.
Best Case Scenario was engaged to deliver comprehensive event logistics for a multi-level, multi-track conference with simultaneous programming across five venue levels. The event required precise coordination of plenary-to-breakout turnarounds, dedicated hands-on lab environments with 22 individual workstations, certification exam rooms meeting Pearson VUE compliance requirements, a half-day Sovereign Cloud Summit, government and health sector briefings, sponsor pod activations, and an evening networking reception. The complexity demanded meticulous run-of-show planning, AV coordination across multiple rooms, and seamless delegate flow management.
Multi-Level Venue Coordination
Management of event footprint across three venue levels (Levels 3, 4, and 5) at Sofitel Sydney Wentworth, coordinating room allocations, turnarounds, and delegate flow between plenary, breakouts, hands-on labs, certification rooms, executive briefings, and networking spaces.
Plenary & Breakout Production
Delivery of a 392-person cabaret-style plenary in the Wentworth Ballroom, followed by a 30–45 minute turnaround into three simultaneous breakout rooms (Sydney, Melbourne, Perth) seating 128–136 each. Pre-set stages and foldback monitors enabled rapid reset while maintaining broadcast-quality production standards.
Hands-On Labs Environment
Configuration of a dedicated 22-station hands-on lab in the Brisbane Room, including laptop, monitor, keyboard and mouse hire via Hire Intelligence, dedicated SSIDs with auto-connect for each workstation, concealed power cabling, check-in desk, moderator station, and in-room AV operator throughout all sessions.
Certification Exam Coordination
Setup and management of certification exam rooms on Levels 4 and 5, configured to Pearson VUE requirements with individual mini PCs, monitors, Ethernet connections, and power strips for 24 and 14 candidates respectively. Check-in desks with three-station laptop setups and moderator oversight ensured compliance and smooth candidate flow.
Executive & Sector Briefings
Coordination of invite-only programming including the Sovereign Cloud Half-Day Summit (50 pax theatre style with CorpCast stage risers), Government Briefing, Health Sector Briefing, Taiwan Delegation Briefing, and VMUG Breakfast, each requiring distinct room configurations, catering packages, and AV setups.
Sponsor & Exhibitor Activation
Management of the Level 3 pre-function space including registration desk, four sponsor pods, five VMware pods, two table-tops, and catering stations positioned to create optimal delegate flow. Connectivity coordination included hardwired registration, power strips for all pods, pillar wraps, totem screens with digital agenda, and room LCDs at each breakout entrance.
Run of Show & Production Management
Development and execution of detailed run-of-show documentation for the keynote session, including timing for expert videos, opening sequences, Acknowledgement of Country, executive presentations, customer fireside chats, live demos (Infrastructure at the Speed of Developer, Private AI, Cyber Resilient Data), and voice-over scripts for all announcements including emergency protocols.
AV & Technical Coordination
Comprehensive AV management across all spaces including lecterns, lapel and handheld microphones, projectors, screens, comfort monitors for presenters, autocue, LED screens, and floating AV crew. Hardwired connectivity splits for breakout rooms and dedicated filming setup in James Cook Room with CorpCast crew for content capture.
Share this Success Story
