Overview
The conference brings together industry experts, Info-Tech analysts, and leading solution providers to deliver cutting-edge insights in technology and business transformation.
In 2025, Best Case Scenario (BCS) partnered with Info-Tech Research Group to deliver a seamless, impactful conference experience. By combining strategic planning, meticulous logistics management, and proactive communication, BCS ensured the smooth delivery of Info-Tech Live, supporting every facet of the event from venue management to speaker coordination.
Key Outcomes
- Flawless event execution with minimal disruptions
- Streamlined speaker management ensuring impactful presentations
- Enhanced attendee experience with seamless registration processes
- Successful sponsor engagement with all deliverables met
- Budget maintained with clear tracking and proactive issue resolution
Alan Neal, Division President, SoftwareReviews at Info-Tech
Becca Mackey, PMP, Senior Vice President at Info-Tech
Our Approach
BCS delivered comprehensive event support across several critical areas to ensure a seamless experience for Info-Tech Live attendees and stakeholders.
1. Project Management Excellence
The BCS team developed a comprehensive event plan that ensured all milestones were met and stakeholders remained informed throughout the project. Key project management initiatives included:
- Creation of a detailed WIP (Work in Progress) timeline to track milestones, roles, and responsibilities
- Weekly update calls with Info-Tech to ensure clear communication
- Proactive identification of potential risks and mitigation strategies
2. Venue Management & Logistics
BCS managed all venue logistics, ensuring a flawless event setup across multiple spaces. This included:
- Coordinating room layouts and technical requirements
- Ensuring seamless food & beverage service with dietary requirements accounted for
- Managing on-site logistics for staff, volunteers, and suppliers
3. Sponsorship Management
BCS supported Info-Tech’s sponsorship efforts by managing deliverables and ensuring sponsors had everything they needed to make their presence impactful. Our role included:
- Sourcing AV and furniture add-on’s to support their onsite experience
- Ensuring sponsor booths and collateral were correctly set up
- Managing onsite sponsor logistics and troubleshooting
4 . Creative Design Support
While all designs were created by Info-Tech, BCS provided vital support in sourcing suppliers, obtaining quotes, and overseeing installations. Our team ensured:
- Branded assets were printed, delivered, and installed on schedule
- Collaboration with in-house AV teams to align design elements with production needs.
5. Seamless Registration Process
To ensure a smooth check-in process for attendees, BCS:
- Managed the badge printing and registration process
- Meet and greet guests and provide concierge services
- Provided on-site troubleshooting to ensure a stress-free experience for guests
6. Speaker Support & Management
Managing speakers was a crucial part of delivering a high-impact conference. BCS supported Info-Tech by:
- Sourcing exceptional speakers to complement the program
- Collating and managing presentations for seamless delivery
- Briefing speakers and ensuring they felt supported throughout the event
7. Audio Visual (AV) & Production
BCS utilised their in-house AV Production team to deliver a flawless production experience. This included:
- Developing an AV budget and managing approvals
- Creating comprehensive production runsheets to guide rehearsals and live show flow
- Coordinating bump-in/bump-out schedules to minimise downtime
8. Supplier & Vendor Coordination
BCS managed all supplier communications and deliverables, working with:
- Booth builders
- Printers
- Branding asset providers
- Photographers and videographers
Our proactive management ensured suppliers delivered on time, contributing to a seamless event experience.
9. On-site Management
On the day of the event, BCS ensured every element ran smoothly. Our team provided:
- Room setup and layout coordination
- Staff and volunteer briefings
- On-the-ground troubleshooting to resolve issues quickly
10. Budget Management
BCS maintained control of all budget elements, working with Info-Tech to ensure:
- Real-time budget updates
- Tracking of expenditures and cost-saving opportunities
- Transparent financial reporting to keep Info-Tech informed
Conclusion
Our partnership with Info-Tech Live resulted in a seamless and engaging event experience, reflecting Info-Tech’s commitment to empowering IT leaders. By combining strategic planning, meticulous logistics management, and creative production support, BCS helped Info-Tech deliver a conference that left a lasting impression on attendees and sponsors alike.
Contact us today to discover how we can support your next event with end-to-end management solutions designed to enhance attendee engagement and streamline operations.
