Event: Medicarians 2025

Location: Las Vegas, NV

Date: March 31, 2025

Services Provided:

• Registration Project Management & Planning

• Temp Staff Sourcing & Management

• Onsite Registration Management

• Vendor Payment Processing

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Overview

Medicarians is the premier gathering for senior health executives, brokers, investors, and innovators shaping the future of Medicare, senior health, and retirement planning. As one of the most complex and high-traffic healthcare events in the country, Medicarians 2025 brought together more than 4,000 attendees in Las Vegas for an intensive, insight-packed experience.

The Executivevents team was brought in to manage end-to-end Registration Services—from pre-event planning to onsite execution. Our team of seasoned professionals helped create a smooth, high-volume registration experience under pressure while navigating the challenges that come with any live event.

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The Challenge

Medicarians is a fast-paced show with a high-value audience. That means first impressions matter, and registration is the first touchpoint attendees experience. It must feel polished, professional, and efficient.

Executivevents was responsible for managing:

• Comprehensive planning of the registration process

• Recruiting and managing a skilled team of temp registration staff

• Executing onsite badge printing and attendee check-in

• Vendor coordination and payment processing

In high-volume registration environments like Medicarians, the margin for error is razor-thin. With a tight schedule, thousands of arrivals, and multiple third-party vendors involved, the pressure was on.

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The Executivevents Approach

Our team approached Medicarians 2025 with a dual focus: precise planning and agile execution.

Pre-Event Prep

We collaborated closely with the client in the weeks leading up to the event to map out every detail of the onsite registration flow—from staffing needs and equipment layout to badge design and third-party vendor timelines.

We sourced and staffed a team of trained, professional temp staff, led onsite by Executivevents registration veterans who had worked Medicarians before. Having familiar faces at the helm ensured confidence, calm, and continuity.

Onsite Management

Our team arrived early to execute setup and oversee final testing of equipment and internet connectivity. While registration technology is highly reliable, no plan survives contact with reality—and in the case of Medicarians, a sudden internet outage hit right as a peak check-in period began.

Thanks to our proactive team, the situation was under control in minutes.

“We checked in about 4,000 badges today. The internet went down during a high check-in period and we were able to get back up and running within 10 minutes. The lines were quickly cleared, and a bigger crisis was averted!”

— Kailie Hartman, Onsite Lead

What could have derailed the experience turned into a quiet win. Our onsite lead Carrie kept her cool under pressure, directed the temp team calmly, and ensured attendees barely noticed the hiccup.

“Carrie is so professional onsite and a proactive problem solver. She had every reason to panic when the internet crashed, but she stayed calm and made us look great in front of the client. She’s a great fit for this show.”

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Lessons & Highlights

Experience Builds Trust

This wasn’t our first Medicarians—and it showed. Kailie, our Registration Lead, had managed over a dozen Medicarians events and brought institutional knowledge to every aspect of planning and execution. That deep familiarity meant fewer surprises, tighter communication, and a “well-oiled machine” of a team.

“At this point, I’ve done over 12 shows with this client. It feels like riding a bike. This is a well-oiled machine that we keep subtly tweaking to achieve perfection.”

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Handling the Unexpected

The event wasn’t without its challenges. A miscommunication between the WiFi vendor and the tech provider—caused by Executivevents being left off a few key emails—resulted in a last-minute WiFi format change that required a new launch just before doors opened. But our team adapted, solved the problem, and kept the focus where it belonged: on the attendee experience.

Teamwork and Professionalism

The strength of our internal team collaboration, along with the trusted relationships we’ve built with third-party vendors, allowed us to navigate hiccups without drama. It’s not just about delivering a service—it’s about becoming an extension of the client’s team.

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Outcome

• Over 4,000 badges printed and checked in smoothly on Day 1

• Crisis management in real time, with internet recovery and queue control completed in under 10 minutes

• A consistently calm, professional front that enhanced the client’s brand and attendee satisfaction

• Seamless coordination of vendors, temps, and stakeholders under a tight schedule

Medicarians 2025 was another strong example of the Executivevents difference: detailed planning, smart staffing, and steady hands under pressure.

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Final Thoughts

Whether you’re welcoming hundreds or thousands of attendees, registration is where your event’s story begins. At Executivevents, we bring the tools, the people, and the processes to make sure that story starts strong—no matter what.

Want registration to be the smoothest part of your next event? Let’s talk.

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Executivevents is the leader in event management

At Executivevents, we provide end-to-end corporate event solutions designed for impact—so you can focus on the big picture while we bring your vision to life.