Synergetic Event Case Study

P R E F A C E

The Pennsylvania Commission for the United States Semiquincentennial (America250PA) was established by the legislature and Governor in 2018 to plan, encourage, develop, and coordinate the commemoration of the 250th anniversary of the founding of the United States, Pennsylvania’s integral role in that event, and the impact of its people on the nation’s past, present, and future. A celebratory closing dinner was held at Memorial Hall to commemorate the 250th anniversary of the First Continental Congress at Carpenters’ Hall in 1774 and to honor Philadelphia’s unique importance to the founding of the United States.

T H E   C H A L L E N G E S

The event faced several challenges, including a tight window for load-in, setup, and rehearsals before guests arrived (including the delivery and tuning of a Steinway grand piano), a complex run of show with numerous presenters, videos, live performances, and a fireworks display all required meticulous planning. Additionally, ensuring smooth collaboration with multiple vendors and staying within a set budget added to the complexity of the event.

Presenter Stage

T H E   S O L U T I O N

To overcome the tight timeline, we ensured constant, clear communication with the client through regular check-ins. This allowed us to stay updated on the evolving run of show and address any changes in real-time. Having two dedicated project managers on-site, along with a show caller, helped keep operations organized and provided the flexibility to manage last-minute adjustments efficiently. We proactively loaded in a portion of the stage the night before to ensure ample time for the delivery, setup, and tuning of the Steinway piano, avoiding delays on the event day.

Memorial Hall Interior

Given the complex show flow, we conducted thorough rehearsals with all presenters and performers, ensuring smooth transitions between live performances, video playback, slide advances, and lighting cues. To ensure optimal sightlines and audio coverage for all 600 guests, we strategically placed screens and speakers throughout the venue. This setup ensured that every guest had a clear view of the stage or screens and could hear both speeches and musical performances clearly, enhancing the overall experience.

Former Governor Tom Wolf

We also coordinated closely with a cable TV channel to live stream the event, ensuring a seamless broadcast without technical issues. Collaborating effectively with other vendors, including catering and fireworks teams, was crucial to aligning the logistics of the event’s various elements. Throughout the process, we maintained diligent budget management, delivering high-quality AV solutions while adhering to the client’s financial constraints, ultimately producing a visually and audibly impressive event without overspending.

T H E   R E S U L T

The America250 Closing Gala was an outstanding success. The audiovisual quality met all expectations, with no guest complaints about sound levels. The client was thrilled with our execution, communication, and ability to adapt to evolving demands. We successfully delivered a high-quality experience that honored the significance of the event and Philadelphia’s historical importance.

Grand Finale Fireworks