Case Studies

Group 1 Automotive 2024 Annual Meeting: General Session, 15 Breakouts and Two Awards Dinners in Orlando

For Group 1 Automotive’s 2024 GM20 Annual Meeting, held February 18–20, 2024 in the Newport East and West ballroom at Disney’s Yacht & Beach Club Resort in Orlando, NAVP produced the general session, 15 breakout rooms, a women’s incentive lunch and two awards dinners. NAVP’s production team flew in from Houston and ran the full three-day program.

At a glance

Client	Group 1 Automotive
Event	2024 GM20 Annual Meeting
Venue	Disney’s Yacht & Beach Club Resort, Orlando, Florida (Newport East and West)
Dates	February 18–20, 2024
Rooms	1 general session ballroom, 15 breakout rooms, 1 incentive lunch room
Program	Welcome session, two days of general meetings, an OEM awards dinner, and a reception and awards dinner
NAVP scope	Video, audio, lighting, set, breakout AV, videography, crew and travel

What did the meeting need?

The meeting needed one ballroom that could switch between a general session and a formal awards dinner each day, plus AV in 15 breakout rooms on the main meeting day, all at a resort in Florida, far from NAVP’s Houston warehouse. Group 1 Automotive, a Houston-based automotive retailer, had worked with NAVP on company meetings since 2022, including a February 2022 meeting at The Woodlands Waterway Marriott.

What did NAVP deliver in the general session?

NAVP built a three-screen stage in the Newport East and West ballroom. A 13′ × 24′ center rear-projection screen sat between two 11′ × 20′ outboard screens, each driven by a 12K-lumen laser projector, with a Resolume media server managing content across all three. Lit truss towers framed the screens, and LED uplighting ran along the 16-foot black drape line.

• Video: three 12K-lumen laser projectors, rear-projection screens, a digital video switcher rack, playback laptop and a 55″ confidence monitor for presenters
• Audio: six Shure wireless microphones (four lavalier, two handheld), a slim podium mic, a 16-channel digital mixer with digital snake, eight powered speakers and two subwoofers
• Lighting and set: 16 LED ellipsoidal fixtures on black truss, LED uplights along the drape line, a clear acrylic podium, and bar stools and chairs for panel segments
• Videography: a videographer for two days of interviews and B-roll

How were the breakout rooms handled?

NAVP equipped all 15 breakout rooms in the Cape Cod, Newport and Grand Harbor salons in a single load-in day. Each room had a 5,000-lumen projector, a 96″ tripod screen, a powered speaker, a mixer, a wireless microphone, a flipchart and a presentation remote. Six breakout technicians set the rooms on February 18, four staffed them through the February 19 sessions, and six struck them that evening. A separate audio package with three wireless microphones covered the women’s incentive lunch on February 20.

What did the three-day schedule look like?

Day	General session ballroom	Breakouts and other rooms
Sun, Feb 18	Load-in 7 am–4 pm; welcome session 4:30–5:30 pm	15 breakout rooms loaded in
Mon, Feb 19	Rehearsals 10 am; general meetings in the afternoon; OEM awards dinner in the evening	Breakout sessions all day; breakouts struck that evening
Tue, Feb 20	Morning meeting; afternoon program; reception and awards dinner; load-out after 9 pm	Women’s incentive lunch

Who was on NAVP’s production team?

NAVP’s production team included a production manager, lead video and audio engineers with assistants, four stagehands and six breakout technicians. Seven crew members traveled from Houston, and the lead video, audio and production manager positions worked 12- to 14-hour show days so the ballroom could turn from meetings to dinner each evening without a separate crew.

Related services

This project is an example of NAVP’s Conference & General Session AV. For energy-industry meetings, see Energy-Sector Conference AV. More projects are on the Case Studies page.