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Corporate conventions are among the most complex events to organize. They involve multiple tracks, dozens of speakers, hundreds or thousands of attendees, and a level of coordination that tests any event producer. In Medellin, the convention scene has grown significantly, with venues and infrastructure that now support events of international scale.
Choosing the Right Venue
Medellin offers several convention-grade venues. The most important factors when choosing are capacity for your largest session, breakout room availability (minimum one per track plus 20% buffer), loading dock access for exhibitors, built-in AV infrastructure (screens, sound, rigging points), and nearby hotel inventory within walking distance.
Convention Timeline
6 months before: Confirm venue, set date, launch call for papers or speaker recruitment. 4 months before: Open registration, confirm keynote speakers, design website or event app. 2 months before: Finalize agenda, confirm all speakers and their AV needs, order signage and printed materials. 1 month before: Close early registration, send logistics to attendees, brief speakers on format. 1 week before: Technical rehearsal, venue walk-through, final headcount to catering. Day before: Full setup, check-in system test, speaker briefing session.
Registration and Check-In
For conventions over 200 people, a digital check-in system is non-negotiable. QR code-based check-in reduces wait times significantly. Have separate lines for pre-registered attendees and on-site registration. Staff the check-in area with one person per 50 expected attendees.
Speaker Management
Speakers are the backbone of any convention. Create a speaker portal with technical requirements form, session details, bio submission, and travel logistics. Assign a dedicated speaker liaison for every 5-10 speakers. Collect presentations at least 48 hours in advance and have a technician review each one for format compatibility.
Exhibitor Area
If your convention includes exhibitors, allocate booth space based on sponsorship level. Standard booth size is 3m x 2m. Include power, basic table and chairs, and signage. Schedule dedicated exhibitor hours in the agenda when no sessions are running.
How wink Can Help You
We produce corporate conventions of all sizes in Medellin. Tell us about your event and we will create a production plan.
