Delivering a Standout Corporate Event at the 2024 AUA Annual Meeting

To produce a high-profile, brand-elevating evening event during the 2024 AUA Annual Meeting that would:

Draw top-tier HCPs and KOLs despite the highly competitive event landscape,

Strengthen relationships with key stakeholders, and

Position the client as a leader in the urology and biotech space.

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Meeting Logistics was engaged to manage a high-profile corporate event for a biotechnology client during the 2024 AUA (American Urological Association) Annual Meeting in San Antonio, TX. The event was designed to elevate brand visibility, foster HCP relationships, and create lasting impact during a highly competitive conference week. Scheduled for a prime Saturday evening slot, the success of this event depended on flawless logistics, compelling programming, and a strategic venue that would cut through the conference noise.

‍Strategic Venue Selection for Maximum Impact

Understanding that the venue choice would make or break the event, we meticulously scouted and selected a location that was both convenient for attendees and compelling enough to draw interest. The strategic venue selection of The St. Anthony, A Luxury Collection Hotel, San Antonio was crucial in standing out among the multitude of conference-related events, to drive HCP and KOL attendance.

Event Highlights: Keynote and Celebrity Engagement

Keynote: Delivered by the client’s Executive Chairman, reinforcing strategic messaging and executive presence.

Panel Discussion: Featured Terry Bradshaw and Curt Menefee, adding relevance, excitement, and increased draw—especially for attendees with an affinity for sports and wellness. Bradshaw’s personal connection to urology added authenticity to the evening’s theme.

‍Event Planning Services:

At Meeting Logistics, our wide range of services ensured our client’s event was successful and memorable.

• Strategic Venue Sourcing & Contracting: Expert venue sourcing to contract a venue in San Antonio capable of accommodating a wide range of activities during the event.
• Multiple Venue Site Inspections and Final Selection: Performed multiple site inspections to find the ultimate venue that met all requirements and expectations.
• Event Project Management: End-to-end project management from initial planning to final execution and follow-up.
• Comprehensive Event Planning: Full-service event planning to cover every detail of your event, ensuring a seamless experience.
• Communications & Attendee Management & Registration: Custom invitation, efficient online registration and accurate confirmation processes to streamline attendee management.
• Function Space Planning for Flow of Event: Strategic planning of function spaces to optimize the flow and experience of the event.
• Branded Event Design: Complete transformation of event space with décor, furnishings, and lighting to create an environment that aligned with the client’s vision.
• Banquets and Catering: Professional oversight of banquet services and menu planning to ensure a delightful culinary experience.
• Event Technology: State-of-the-art audio-visual solutions to enhance the event experience.
• Run of Show: Detailed run of show to ensure smooth event flow.
• Step and Repeat Design and Event Photography: Professional event photography to capture and preserve memorable moments.
• Special Guest Management: Comprehensive management of special guests, including liaising with talent agencies and handling special guest riders.
• On-site Execution: On-site execution to oversee every aspect of the event.
• Financial Management: Detailed financial management including budget creation, tracking, and final reconciliation.
• Event Compliance Close-out: Ensuring compliance and transparent reporting on aggregate spend.

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Results & Outcomes

100% flawless on-site execution, allowing the client to focus fully on content, HCP relationship-building, and strategic networking.

High attendance despite competing evening events—thanks to compelling content, high-profile speakers, and convenient location.

Strong brand impression with a professionally produced, on-brand environment and seamless guest experience.

Full compliance with reporting requirements and a transparent financial close-out process.

Positive stakeholder feedback and strengthened perception of the client as a leader in the urology space.

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A big thank you to the entire team at The St. Anthony, A Luxury Collection Hotel, and Event Technology Support, Inspire Solutions, for their dedication to supporting our event specifications. Your responsiveness and willingness to help were key in making our event a huge success.

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