From Conference Room to Fully-Equipped Event Space

How Architex Transformed the Events at the Aspen Institute, a Preeminent Think Tank in Washington, DC

This article has been published with the expressed written consent of the Central Communications department at the Aspen Institute.

Hybrid event with Architex designed graphics slate.

Executive Summary

Over the past few years, Architex has positioned itself within The Aspen Institute to become the AV vendor for all virtual and onsite events at their Washington, DC, Headquarters. The partnership was born out of Aspen’s desire to have higher-quality events, specifically with a focus on the increasing demand for hybrid and virtual spaces. What started as one-off contracts for high-priority events has turned into a multi-year partnership where Architex has become their in-house event team, offering a range of services from a simple in-person meeting to multi-day events requiring broadcast from multiple venues. While Architex prides itself in the quality provided to Aspen in event services, there are key stages that lead to the iterative success and ongoing maintenance of their event infrastructure. 

Architex is a preeminent event production firm that prioritizes the people at the heart of organizations and communities. Utilizing collaborative design processes and cutting-edge technology, the work and organizational processes Architex brings to the table amplify clients’ messages and elevate the quality of any event. By translating creative vision and event goals into technical execution, we curate experiences where innovation meets purpose.

The Aspen Institute is a think tank with offices in Aspen, but headquartered in Washington, DC. As stated on their website, their intended goal for events “...aim to deepen knowledge, broaden perspectives and enhance the capacity to solve problems faced by leaders.” Architex interacts primarily with its Central Communications team, but is in contact with event and program leads as events are scheduled. The list of programs we consistently do work with includes but is not limited to: 

• Ascend

• Aspen Digital

• Aspen Community Programs

• Aspen Global Innovators Group

• Aspen Strategy Group

• College Excellence Program

• Community Strategies Group

• Economic Opportunities Program

• Financial Security Program

• Sports & Society

Hybrid event with former Aspen virtual branding.

Background

Architex as Aspen Institute’s In-House Provider

Architex and Aspen began a fruitful relationship during the Global Inclusive Growth Summit hosted by Mastercard in 2023. Though strangers to one another at the time, the two companies found common ground with a sense of pride in producing high-quality events. It was on June 12, 2023, with Aspen’s annual Employee Ownership Ideas Forum that the relationship began to take shape. Held at the US Capitol, this high-profile event was the opportunity to showcase Architex's competencies and value through process systems, customer service, and ability to execute under pressure. 

There was an identified need for Aspen to improve the quality of their events. While the structure of their event services worked, it could be clunky at inopportune times, and event quality would drop. Having established Architex’s work ethic through previous events, a conversation started to phase out Aspen’s current event services and phase in Architex. 

Webinar without branding, using zoom integrated lower thirds.

Changeover and Systems Upgrade

While it was easy for Architex to improve the webinar experience for Aspen programs and their attendees, the in person and hybrid event systems took time to build out. Starting in September 2023, Architex would join existing event staff (who were also tasked as IT Services for the DC Office) for onsite events to provide additional coverage and professional event knowhow to more complex programmatic asks. Over the next 4 months, a plan was devised to improve systems and for Architex to provide a complete picture of functionality moving forward.

It is certainly possible to provide event services to organizations with existing event infrastructure, but it will never be ideal and is often using dated equipment. In 2025, it has become a world of high definition and high fidelity and event attendees expect as much. Aspen Institute’s DC office has a primary and secondary event space, and given the capital costs to fully upgrade a space, their feature event space was prioritized. 

Previously, Crestron was used to control both event spaces separately - controlling the projectors, microphones, and video/audio feeds. This system attempts to be as easy as possible, but with ease comes limitations. By installing a full sound board, video switcher, and other upgrades, Architex has added flexibility to how Aspen events are run, expanded their programming capabilities, and made the overall event experience more seamless. 

From the initial agreement, it took roughly 1 year to fully install and upgrade existing equipment. 

Timeline of relationship 

• 5/25/2023: Initial site visit and systems assessment at Aspen HQ in Washington DC

• 6/12/2023: First OFFsite event at the US Capitol

• 6/13/2023: First ONsite event at the Aspen Institute building with rented gear similar to eventual install design (proof of concept)

• September 2023: first contracts are signed for continuing event support

• 1/1/2024: Full week of installing, upgrading, and programming equipment

• 1/9/2024: First event with new and improved setup

• 3/29/2024: Phase 2 equipment upgrade 

• 8/19/2024: Phase 3 equipment upgrade 

• 9/23/2024: Phase 4 equipment upgrade 

• 1/1/2025: Year two of continuing event support begins

Control room with Architex-installed upgrades

Current Operations

While contracts are signed annually, Architex creates an agreement with each of Aspens’ programs, for each of their events. Architex now provides support for all in-person, hybrid, and digital events. This includes recordings management, video and promo editing, and all production elements that go along with an event. We pride ourselves in the pre-production work we do, and are sure to provide program leads with ample information to ensure all needs are met. 

Alongside the expertise that comes with an event services company, Architex employs two T

technicians that are onsite for every event, and a Production Manager to work with program leads, disseminate necessary information, and adjust to last last-minute changes. This system has proven successful, and although some additional permissions and adjustments were necessary, Aspen has put the team into their non-profit structure to access email, Zoom, and IT services. 

Virtual event with Architex designed lower third name and title.

Working Relationships : Programs & Security

At the inception of this project, Architex formed a strong working relationship with the Aspen Institute Central Communications department with the idea that we would provide strong support to upgrade the quality of event and video production. As the relationship grew, we became an integral support service to the more than 150 discrete programs at the institute. Not only does Architex have a responsibility to work collaboratively alongside central comms, but to foster and nourish relationships with all 150 of these programs. Some of these programs use Architex support more than others, but the same remains true: we build trust and establish rapport time every time an event enters the queue.

While Architex has been permitted to operate and maintain all event necessary technology, there are still existing institutional relationships that need to be navigated due to security policies with the Aspen Institute. Architex works alongside IT, Building Services, the Communications Department, and Event Services to identify and respond to any challenges. Through our stated process, we always inform necessary parties ahead of time to gain system access for Architex and its contractors - Zoom, YouTube, Vimeo, etc. 

Conclusion

Architex recognizes and wants to work with clients to amplify your message. It can be hard to trust an external vendor; however, the benefits of utilizing an event services company over providing in-house are immediately apparent.

• Easier to analyze ROI by event 

• Increase the quality due to the range of expertise offered by a team

• Ability to “fit in” current infrastructure and expand/contract as needed

What started as a vendor/vendee relationship with The Aspen Institute made its way to a healthy partnership through trust, quality of work, and the systems Architex provides. Rome wasn’t built in a day, and neither is a flawless event system.