Lotusphere ‘Up Close’ By Cynthia Hornketh, Director Northeast Region From the very first Lotusphere launched in 1995, Lotus Development Corporation and the staff of Conferon’s Northeast Division have partnered to deliver what the information technology industry recognizes as one of the most significant user/partner events of the year. Every January, the event draws a sell out crowd of close to 10,000 participants to Orlando’s Walt Disney World® Resort. Here is a brief overview of the logistic challenges presented by this event. Every inch of meeting space in the Dolphin, Swan, Yacht & Beach and Boardwalk hotels is occupied by Lotus. The space is used for many purposes including a 200 company exhibit floor, software demonstration rooms, kiosk/messaging centers, press/analyst rooms, 12 concurrent sessions, and more. Working with Lotus’ core event team and individually with many project champions using this event to promote their products to customers and prospects, Conferon assigns the meeting space and communicates seamlessly with the hotels regarding room sets, electrical, telephone and network requirements. Managing traffic flow is a critical factor for success. Our staff coordinates the production and distribution of more than 200 directional signs, works with registration personnel to assign attendees to meal tents, and oversees the transportation schedule for the 12 overflow hotels and remote parking lots supporting the event. Registration takes place in a tent erected over a parking lot. This structure, with its computer networks, high traffic, and unpredictable climate conditions is one of four tents secured by Conferon; three additional tents serve as dining areas. Food and fun are a big part of the Lotusphere experience—and since many attendees are annual participants—variety and continuous improvement are a requirement. Our staff and the resort chefs work together to create morning and afternoon breaks, luncheon buffets and box lunch menus for the four day event. Additionally, there are more than 40 ancillary F&B functions held over the week. A themed opening night reception is held poolside, stretching across the Dolphin and Swan hotel properties. Over the years, we have managed Lotusphere gala events at Walt Disney World theme parks, SeaWorld, Universal Theme Park and this past event, a sports-lover extravaganza at Disney’s Wide World of Sports complex. Headliners including Chicago, The Pointer Sisters, and Earth, Wind & Fire entertain the audience at the end of the evening when everyone has had their fill of food, beverages and rides.