The Community Advancing Digital Learning
Delivering Calm Amid the Chaos at DLAC 2025
DLAC is one of the country’s most influential events in digital learning, attracting over 1,500 attendees across K-12, higher education, and edtech leadership.
PASS Data Community Summit
Event: PASS Summit 2024
Location: Seattle, WA
Dates: November 4-8, 2024
Attendees: 1,800+
PASS Summit is the go-to event for data professionals, drawing over 1,800 attendees from around the world to learn, connect, and explore the latest in data management and analytics. For the 2024 summit, the stakes were high—not only did registration need to run like clockwork, but lodging coordination and session attendance tracking had to be handled with equal precision.
Executivevents was selected to manage the entire registration and lodging lifecycle, from advance setup to onsite execution, including technical support, staffing, and session scanning management.
The PASS Summit isn’t just an event—it’s a high-speed, high-stakes ecosystem. Attendees expect a polished and frictionless experience from the moment they register to the second they leave the closing session. Our team managed six major components to deliver this:
1. Site Build & Registration Testing: We partnered with the client to test and fine-tune the digital registration portal to ensure all backend integrations were functional ahead of launch.
2. Advance Registration & Lodging Coordination: EE managed attendee data, hotel bookings, confirmations, and customer service touchpoints pre-event.
3. Onsite Registration & Lodging Help Desk: From credential pick-up to last-minute hotel questions, our team supported both check-in and lodging questions in real time.
4. Temp Staffing & Management: We sourced, trained, and managed a team of onsite staff, ensuring consistent, quality support throughout the event.
5. Session Scanning: EE implemented and managed session scanning logistics to help organizers track attendance and session engagement metrics.
“Our onsite team was quick to learn and jumped in wherever needed. We checked in over 700 people in the first two days!”
— Maddy & Kailie, Onsite Leads
Our onsite staff adapted quickly, handling badge printing, lodging questions, registration materials, and session scanning all while staying calm, collected, and collaborative. The team’s cross-functional training meant that any question could be handled by any staff member, offering the client a seamless experience no matter who was at the desk.
“We’ve gotten so good at being interchangeable. We don’t worry who’s asked what—we know each other can handle it.”
This level of team cohesion and redundancy ensured coverage even during rush periods and gave the client confidence in our capacity to manage multiple touchpoints at once.
Despite the wins, no event is without its friction points—and our ability to adapt under pressure was once again on display.
Multiple production team and crew members arrived without having registered in advance, requiring onsite badge creation and data cleanup on the fly. This influx could have created bottlenecks, but our experienced team handled it with grace and speed.
The client repeatedly requested staffing beyond scheduled hours, despite previously confirming understanding of our 10-hour daily maximum policy. This created tension in scheduling and staff energy levels.
We addressed this by flagging the concern proactively, keeping communication transparent, and adjusting as much as possible without compromising staff wellbeing or contract terms.
“It’s difficult to stay under 10 hours/day when the client keeps asking for extended hours. They’ve acknowledged the overtime policy, but we need clearer boundaries and support in the moment.”
Going forward, this event highlighted the need for:
• Stronger pre-event scope control
• A client-facing overtime escalation process
• Clear talking points for onsite leads managing boundary-setting in real time
A minor but valuable insight came from our printer setup: be sure to account for cable and plug clearance when measuring counter space for registration printers—small detail, big impact.
• 700+ attendees checked in during first two days
• Multiple complex registration issues solved onsite, including late badge creation and lodging questions
• Fully managed session scanning implementation
• High satisfaction with staff flexibility, professionalism, and adaptability
PASS Summit 2024 showcased both the scale of our capabilities and the depth of our experience. From registration to lodging, session scanning to temp staffing, Executivevents provided a calm, capable presence amid the chaos of a large-scale tech conference.
Even when challenged with unexpected hours, last-minute logistics, and tech hiccups, our team delivered with professionalism and problem-solving expertise. It’s not just about checking people in—it’s about keeping the entire front-of-house operation running smoothly and representing your brand with excellence.
Ready to partner with a team that does more than just show up? Let’s talk.
• Site Build Support & Testing
• Advance Registration Services
• Lodging Management
• Onsite Registration & Lodging Management
• Onsite Temp Staffing & Management
• Session Scanning 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.
Our experienced team of corporate event planners handles every detail with precision
Find out how Executivevents can help make your dream event a reality today. Book a call with an event expert.
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