Brought in with twelve weeks to go. Attendance nearly doubled.
A 2024 film industry conference in Los Angeles brought film commissioners and entertainment professionals together from around the world. With three months left and the plan behind schedule, CTC was engaged as a consultant, then took over onsite delivery. Attendance finished 98% up on the previous year.
Film industry associationFilm & EntertainmentConference2024Los Angeles, CA
+98%
Attendance against the previous year
12
Weeks from the first call to opening day
3
Conference days delivered onsite
01 – The brief
Three months out, and the plan needed help.
With just three months left to finalise a three-day conference, the organising team needed expert support to stay on track and within budget. CTC was brought in as a strategic consultant in May, with responsibilities expanding to onsite management for the August event. The objectives:
- An efficient stage layout for presentations and panel discussions
- Speaker coordination, so that transitions and schedules ran without interruption
- A streamlined registration and check-in process
- Meeting the event goals without exceeding the budget
02 – What we did
Start as the consultant. Finish as the crew.
What began as a consulting engagement grew into a broader partnership as the event neared. With the client’s own team fully occupied onsite, CTC took charge of the areas that decide whether a conference runs.
Fix the sequence first. Stage layout, run of show and speaker transitions were planned as one timeline, so that presenters knew exactly where to be and when.
Own registration. Check-in logistics were rebuilt for a hassle-free arrival, which is the first thing attendees judge.
Take the operational load. Vendors, shipping and receiving, decor, venue and food and beverage were managed by CTC so that the client could focus on their delegates.
Solve for the budget. Every decision was made against the financial constraints, with cost-effective alternatives found rather than scope cut.
03 – The results
Nearly twice the audience, and a plan that held.
The conference did not just recover its schedule. It grew.
- Attendance up 98%, on the previous year
- Registration, staging and speaker transitions, ran without interruption
- Strong attendee feedback, on event flow, organisation and professionalism
- Delivered within budget, through cost-effective problem-solving rather than cuts
04 – Services
What CTC delivered.
- Consulting
- Onsite Management
- Speaker Management
- Registration
- Vendor Management
- Stage Management
- Shipping & Receiving
- Décor
- Venue Management
- Food & Beverage
05 – More case studies
Year three of California CASA’s State Conference: 44% under the original estimates
Three years into the partnership, California CASA's State Conference beat its attendance goal every year and came in 44% under the original estimates in 2026.
56% off the original quotes, and a summit that came together in under three months
A film industry association's new studio summit in Hollywood came together in under three months across five venues, with renegotiated costs 56% below the original quotes and early-bird registrations 57% over target.
2x the sponsorship and 41% more exhibit revenue for WTUI’s 35th
Two years into the partnership, the WTUI Annual Conference in Long Beach drew more than twice the sponsorship revenue and 41% more exhibit revenue than the year before CTC.
06 – Start here
Tell us the date and the budget.
We will tell you what is possible.
This one started with a phone call twelve weeks out. Earlier is easier, but later is not too late.