Atlanta, GA — 5 Days — 2,000 Attendees Per Day
About PolicyLink
PolicyLink is a national research and action institute dedicated to advancing racial and social equity across systems, institutions, and communities. Every several years, they convene thousands of leaders, advocates, policymakers, artists, and change-makers for the Equity Summit — a transformational gathering centered on justice, community, and collective action.
Project Background
With only five months’ notice, PolicyLink brought on Andrew Roby Events to fully replace the previous planning firm and execute its largest convening yet — a multi-day summit across Atlanta requiring complex logistics, high-profile talent coordination, multi-track programming, and deeply intentional design.
This was more than a conference.
It was a movement space — and it required production that honored that mission.
Event Goals
- Design an immersive, culturally grounded experience aligned with PolicyLink’s equity values
- Manage multi-day, multi-venue, multi-track programming
- Create moments of community, belonging, creativity, and rest
- Produce a major concert event with nationally recognized talent
- Ensure seamless execution for 2,000 attendees per day
- Build infrastructure that supported the depth of the content and the emotional weight of the gathering
Our Approach
1. Strategic Overhaul With a Compressed Timeline
With only months to plan, ARE:
- Built a master operations plan spanning general sessions, breakouts, off-site convenings, and daily staff briefings
- Established communication systems among dozens of vendors, hotel partners, venue contacts, AV teams, security, catering, and transportation
- Developed a unified programming flow that maintained energy without overwhelming participants
- Coordinated schedules across speakers, artists, community leaders, and partner organizations
We established a “daily operations rhythm” that allowed hundreds of moving parts to sync together.
2. Experience Design Rooted in Equity & Culture
ARE crafted installations and moments reflecting the heart of the Summit. This included:
- Scenic stage design that centered community voices and artistic expression
- Branded interactive environments such as a custom flower shop activation encouraging reflection, gifting, and storytelling
- Photo-moment installations for narrative sharing
- Restorative lounges supporting emotional and physical care
- Community-driven wayfinding and signage
Every design choice was intentional and mission-aligned.
3. Full-Scale Production Leadership
ARE provided high-level oversight of:
- Stage management
- Lighting + sound design
- Speaker rehearsals + show flows
- Accessibility accommodations
- AV integration across general sessions and workshops
- Scenic builds and specialty installations
We also supervised a 15-person operations team, ensuring each day ran with discipline and calm under pressure.
4. A Concert Experience Co-Produced With Live Nation
One of the Summit’s signature experiences was a Janelle Monáe concert, designed as a celebration of culture, joy, and collective liberation. ARE:
- Coordinated all artist logistics
- Integrated Live Nation production crews with Summit operations
- Managed staging, audio engineering, lighting design, and security
- Delivered a smooth artist‑to‑audience experience aligned with the Summit’s values
The concert became a defining moment of the entire week.
Results & Impact
1. A Seamless Large-Scale Gathering Delivered Under Intense Timelines
ARE executed one of PolicyLink’s most complex summits with clarity, grace, and precision.
2. Elevated Cultural & Emotional Experience
Attendees described the Summit as:
- “Transformational”
- “Grounding and creative”
- “A powerful reminder of what collective vision feels like”
3. High Operational Efficiency
- Multi-venue coordination executed without major disruptions
- Clear attendee flow each day despite heavy programming
- Production quality matched the weight of the Summit’s mission
4. A Deeply Memorable Artistic Moment
The Janelle Monáe concert drew widespread praise and reinforced the joy-centered nature of racial equity work.
Why This Work Matters
Events like the Equity Summit require far more than logistics. They demand intention, cultural competency, emotional intelligence, and operational mastery.
ARE delivered an experience that was not only flawlessly run but worthy of the movement it supports.
