Integrated Presentation Management Solution
A digital presentation ecosystem enhanceing events and conferences management and supporting end-to-end event workflows, from online preparation to on-site delivery
Industry
Media
Team
12-16 members
Launched
2023
Country
USA
200
workstations managed simultaneously
40%
time reduction for event preparing & coordination
25-30
working hours saved for management team per event
About our Client
AVFX is a U.S.-based provider of audiovisual and event production services with a strong nationwide presence. The company delivers events for local businesses and large enterprises, including Philips, HomeGoods, and Medtronic.
Founded in 1961 in Colorado, AVFX now operates from offices in Boston, Denver, and Orlando, supporting conferences, exhibitions, and large live events with advanced technical setups. Their mission is to help organizations deliver immersive, reliable audience experiences, which makes dependable presentation management a critical part of their service offering.
Client’s Business Goals
To improve the quality of their services, our client needed to transform its outdated presentation management system with a modern custom solution connecting online event preparation with on-site execution. They sought a reliable tech partner to:
Build a custom presentation management platform to streamline event workflows, automate content operations, and replace the outdated legacy system with a scalable, business-aligned solution before Q1 2024.
Launch the new platform within the shortest possible timeframe to replace the legacy system before a major event planned for December 2023. The main objective was to deliver a stable, tested solution in time for the event.
Adopt a modern technology foundation to ensure the new system's maintainability and scalability. The goal was to support simultaneous work on 70+ workstations from the start, with the capacity to scale up to 200+ as the platform grows.
Cooperation Process and Outcomes
We built our partnership around a phased approach. It began with Discovery to define requirements and align goals, then moved through two development phases that transformed ideas into a functioning product.
Planning Stage
The project started with a Discovery phase where we analyzed AVFX’s workflows, defined architecture drivers, and documented constraints such as a single language across web and on-premise apps, serverless scaling, and offline-first requirements.
Collaboration combined formal checkpoints and day-to-day communication: email for decisions, Google Meet for structured workshops, and a dedicated Slack channel for quick questions and risk handling.
By the end of Discovery, the team had an agreed MVP scope, estimates for the first release, and a roadmap for subsequent phases. This setup allowed stakeholders to validate scope and technical choices early, reducing rework during development.
Key Discovery Phase deliverables included:
- UX and process assets: design concept, user flows, personas, BPMN diagrams
- Architecture assets: deployment, infrastructure, synchronization diagrams, Software Architecture Document, quality attribute scenarios
- Delivery assets: Feature Breakdown List, project plan with estimates, recommended team composition
Development in Detail
The development process was carried out in two main phases. In the first, we built the core functionality and delivered the MVP on schedule for a successful pilot event. In the second, we expanded the system’s capabilities, refined key features, and ensured smooth performance at large-scale conferences.
1st phase - Developing presentation system’s MVP
- Phase 1 started in September 2023 and focused on delivering the core presentation workflow in time for AVFX’s year-end events. The main technical challenge was real-time communication between the cloud-based web portal and the on-premise app suite while keeping the system maintainable over the long term.
- Our engineers designed a single JavaScript / TypeScript codebase across the web interface and desktop apps, using React for the portal and Electron for the on-premise suite. In the cloud, we implemented a serverless architecture based on AWS Lambda and Amazon S3, ensuring automatic scaling during peak loads and stable infrastructure costs.
- We introduced role-based access in the web portal for admins and presenters, and delivered the first version of the on-premise suite: a server application for admins and local workstations for presenters. Workstations were optimized for offline operation, so presentations could run even with unstable or absent internet connectivity.
By the end of Phase 1, the first release was successfully delivered on schedule, aligning with the client's Q1 2024 milestone. The solution was successfully tested at a pilot event in December 2023, where our representative was present on-site to provide immediate assistance and coordinate remote work from the Cleveroad team. The event received positive feedback from presenters and administrators, and the MVP became the foundation for further improvements.
2nd phase - Expanding system’s functionality
- The second phase focused on expanding functionality and preparing the system for larger events. We introduced customizable event pages for client branding and implemented database encoding and font support for non-Latin characters to enable international use.
- The architecture was improved with modular design and infrastructure-as-code practices, making the system easier to scale and update. We also enhanced synchronization between on-site and cloud systems to support large presentation volumes across multiple venues.
- We adjusted the team structure per client’s request to fit the new priorities, including the addition of an Electron developer and flexible involvement of DevOps and design resources. This enabled us to deliver new features more quickly while maintaining efficient resource usage.
The second release was validated at a large-scale event in August 2024, which involved 75 workstations operating simultaneously. With Cleveroad’s ongoing support, the system ran the event smoothly and showed clear headroom - ready to scale beyond 200 workstations for the next events in 2025. Throughout both phases, our experts maintained close collaboration with the client's team, staying available despite significant time zone differences and even providing support during weekend events.
Product Essentials
The product was designed as a modular ecosystem, where each part supports a different stage of the event process. Together, these modules enable seamless preparation, effective coordination, and reliable live performance.
Online Web Portal for Admins
Online Web Portal for Admins
The web portal for administrators serves as the central control point for managing events. It was designed to simplify preparation, coordinate presenters, and ensure all sessions run smoothly.
- Role-based access ensures that each admin only sees the tools they need, keeping the system secure and easy to use.
- Event management dashboard allows tracking of session timelines, presenter readiness, and uploaded materials.
- Presenter coordination tools make it possible to oversee submissions, request updates, and approve materials.
- Notifications and reminders keep presenters and reviewers aligned with deadlines, reducing last-minute risks.
Online Web Portal for Users
Online Web Portal for Users
The user-facing portal was built for presenters and reviewers, giving them intuitive tools to manage their work without technical barriers.
- Secure login provides quick access to personal accounts.
- Presentation upload and versioning allow presenters to submit materials, make edits, and finalize slides in time for the event.
- Reviewer functionality enables quick feedback and approvals, keeping the preparation process transparent.
- Customizable event pages let organizers brand sessions with logos, speaker bios, and other event-specific content for a consistent attendee experience.
On-Premise App Suite
On-Premise App Suite
The On-Premise App Suite was developed to guarantee reliable operations during live events, even in venues with limited or unstable internet access.
- Server application gives admins control over local workstations and monitoring capabilities during events.
- Real-time synchronization ensures that any changes made in the web portal are instantly reflected on-site.
- Centralized admin control helps manage all presentations, rooms, and timing from one interface.
- Offline stability ensures the event can continue without disruptions if the internet connection fails.
On-Premise Workstations
On-Premise Workstations
Workstations were designed to provide presenters with a seamless, stress-free experience during their sessions.
- Preconfigured desktops give presenters direct access to their finalized slides.
- Offline access allows presentations to run smoothly even without internet connectivity.
- Automatic synchronization updates content as soon as the workstation reconnects to the network.
- Integration into event flow ensures presenters can focus on delivery, while admins handle technical details in the background.
Technology stack
The technology stack was selected according to the project's requirements and business logic
Web architecture
Frontend
React.js
Tailwind CSS
Backend
Node JS
Type Script
AWS lambda
On-premise architecture
Desktop framework
Electron
Local database
SQLite
Value for Our Client
On-time delivery secured business continuity
Cleveroad released the first version of the product ahead of the client’s Q1 2024 deadline and in time for a high-profile event in December 2023. The successful pilot ensured AVFX could meet its commitments, preserve client trust, and retire the unreliable legacy system without gaps in service.
Platform opened new revenue opportunities
The solution supported events with growing complexity and device counts. In August 2024, AVFX ran a large event with 75 workstations under centralized on-premise control. The platform is now scaled for over 200 workstations, enabling AVFX to deliver larger events and pursue higher-value engagements.
Enhanced customer experience
Professional presenters who regularly use industry tools gave positive feedback about the system’s usability. They highlighted its straightforward interface compared to competing platforms, which helped AVFX differentiate its services, strengthen relationships with key speakers, and reinforce its reputation as a tech-forward events provider.
Reduced event management overhead
The new administrative tools allow staff to oversee preparation, monitor presenter readiness, and send automated reminders, rather than managing everything manually. As a result, coordination time was reduced by nearly 40%, saving approximately 25–30 staff hours per event and lowering costs.
Our Clients Say
USACEO of AVFX
“Cleveroad successfully delivered our custom presentation solution from scratch, on time and with all the required functionality.”