Venue Management for Duolingo’s 2021 Virtual Duocon

The primary objective for Duolingo was to secure a venue that had the technical and aesthetic requirements needed to produce pre-recorded branded content for their upcoming virtual Duocon that would include a keynote speech by the CEO. This involved:

• Selecting and preparing an appropriate venue.

• Coordinating with Duolingo’s internal producer and a third-party production team remotely.

• Handling on-ground logistics including local personnel, lighting, sound, and receiving their custom set fitted for the selected venue.

Process

• 1. Venue Selection and Specification Communication

  After being approached by Duolingo, I presented our two potential venues and selected our 350-seat proscenium theater, the Kelly Strayhorn, because it matched the technical and aesthetic requirements Duolingo needed for Duocon. I communicated the venue’s specifications and in-house capabilities to Duolingo’s internal producer and the third-party production team, ensuring all parties were aligned with the technical possibilities and limitations.

  2. Local Team Coordination

  I took charge of hiring local production assistants (PAs), and technicians for lighting and sound.

  3. Fabrication of Platforms and Set Design

  The fabrication of custom platforms for the film crew and the delivery of a custom set involved:

  • Collaborating with local set designers to create a layout that reflected Duolingo’s branding and the virtual event’s theme.

  • Coordinating the logistics of a secure and on-time delivery of the set at the venue, keeping tight control over schedules to ensure readiness before the event.

Challenge

• Fixed Theater Seats: Because the theater seats are fixed, we needed to build 3 platforms to cover the seats for the best camera positions.

Results

The virtual Duocon was successfully filmed, featuring a seamless presentation by Duolingo’s CEO from the prepared venue. Ensuring that Duolingo’s production team was able to produce their content on time and within budget. Key achievements included:

• Effective remote management ensured that all aspects of the venue and production setup met Duolingo’s high standards.

• Timely setup of a custom-designed set that visually enhanced the presentation and aligned with Duolingo’s branding.

• Positive feedback from Duolingo on the professional handling and execution of the filming logistics.

Lessons Learned

• Importance of Communication: Regular and clear communication among all parties is crucial, especially in a remote management setup.

• Flexibility and Contingency Planning: It is essential to have contingency plans, particularly for logistics involving custom fabrications and technical setups.

• Pre-event Testing: Conducting full-scale technical rehearsals can significantly minimize the risk of unexpected issues during the live event.

Conclusion

This project demonstrated the effectiveness of thorough planning, skilled remote management, and strong coordination between various teams.