The Challenge:

Designing and executing a three-day internal conference for a remote engineering team to foster team building, community, and celebrate the firm’s recent acquisition and growth.

The Outcome:

A vibrant multi-day event packed with collaboration, creativity, and celebration. From sunset boat tours on the San Francisco Bay to Lightning Talks envisioning the future of AI, Sway partnered with Matterport to create an unforgettable experience. Through strategic planning and seamless execution, we delivered a dynamic, engaging event within a manageable budget.

The Story:

Matterport, a leader in real estate technology, approached Sway in early 2024 with an ambitious vision: a three-day hackathon and internal conference designed to bring their remote engineering and design teams together. The event aimed to celebrate Matterport’s recent acquisition by CoStar, showcase innovative projects, and solidify team camaraderie.

The team at Matterport, having shifted to a remote-first culture post-pandemic, sought to move their internal conference away from their Sunnyvale headquarters. Their goal was to create a larger, more impactful event that would blend professional development with meaningful social interactions.

Planning the Event

Sway’s collaboration with Matterport began with a deep dive into their goals and vision. Together, we identified October 2024 as the target timeframe and established a $150,000 budget. With these parameters in mind, Sway scouted venues in San Francisco, San Jose, Marin County, and Walnut Creek. After evaluating seven potential sites, the iconic Fisherman’s Wharf in San Francisco emerged as the ideal location, offering a perfect blend of professional amenities and vibrant surroundings.

The venue needed to accommodate 180 attendees with diverse requirements: planning sessions, breakout rooms, dining spaces, and lodging. It also had to provide opportunities for off-site excursions to foster team building. Ultimately, we agreed to pursue an agreement with the Argonaut Hotel in San Francisco’s famous Fisherman’s Wharf neighborhood due to the hotel’s upscale yet approachable character, and its longstanding history as a great hotel. Sway negotiated with The Argonaut to secure flexible room block contracts, curated menus for various meals, and complimentary suites for Matterport’s VIPs.

Crafting the Experience

With logistics in place, Sway focused on co-creating an event schedule that balanced work and play. Highlights included:

• Hackathon Showcases: Teams presented months of collaborative work, showcasing their ideas to leadership and peers.

• Customer Success Panels: Clients shared their experiences with Matterport’s innovative technology.

• Team-Building Excursions: Attendees explored San Francisco through bike tours, food tours, and cultural walks, capped by a sunset cruise on the Bay.

Managing the Challenges

As excitement about the event grew within the company, headcount swelled from 100 to 180. Sway quickly adapted, renegotiating room blocks, adjusting catering orders, and recalibrating the budget to accommodate the larger group without exceeding financial constraints.

Throughout the planning process, Sway acted as the central hub, coordinating with the hotel, audiovisual teams, and external vendors. By streamlining communication, we ensured that the client could focus on their vision without being bogged down by logistical details.

The Result

The event was a resounding success. Attendees connected on a deeper level, shared innovative ideas, and celebrated their achievements as a team. Matterport’s CEO, a veteran of global tech companies, praised the event as “the best business event” he had ever attended.