An 80 person summit for a fully remote crypto team, sourced and run end to end in upstate New York
NEAR is a globally distributed crypto org with no in-house events team. They wanted to bring around 80 people together for a week long Pagoda Summit, in one place, on a clear budget. We sourced Tarrytown House Estate just outside New York City, locked the room block and meeting space, and then ran the full planning cadence with their lead through to the event: rooming lists, shuttles from JFK and Newark, breakouts, BBQ night, an offsite dinner at Hudson Prime, and a Corporate Olympics afternoon.
A remote team that needed one place to land
NEAR runs almost entirely virtual, so the summit was the one week the whole group would be together. The brief was clear: somewhere near a major airport hub, room for around 80 people, real meeting and breakout space, and a budget that held for a globally dispersed team flying in from everywhere.
Tarrytown, sourced and locked
We landed on Tarrytown House Estate, close enough to JFK and Newark to keep travel simple but tucked away enough to feel like an offsite. We blocked the rooms, held the general session and breakout space, and built the agenda around it: welcome reception, keynote, breakouts, a private BBQ on the terrace, and a farewell dinner in the main dining room.
The logistics we carried
From May through the September dates, their lead worked a single trip designer and event planner. We handled the rooming list, banquet orders, AV in every breakout, shuttle scheduling for the JFK and Newark arrivals and the Friday departures, the offsite dinner at Hudson Prime, and a Corporate Olympics afternoon. They got an attendee web page with the agenda, weather, menus and a Tarrytown map, so the team always knew where to be.
One summit, fully handled
NEAR brought its whole remote org together for a week without standing up an events function internally. Sourcing, contract, banquet orders, transport and the run of show all sat with us, with a 12% commission credited back on the guest room portion of the package.
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