The Asana SKO Digital Treasure Hunt in Orlando

The Brief

Stride, an Irish event company working with Asana, approached us about running a scavenger hunt as part of Asana's Sales Kickoff in Orlando.

The activity would take place around the grounds of the Hyatt Regency Grand Cypress Resort in Orlando and needed to work for a large conference group.

We had previously delivered a scavenger hunt for Asana in Sydney, and Stride asked us to build on that experience for Orlando.

By the time of the event, 650 people were taking part across 75 teams.

Planning the Venue Adventure from Ireland

Before anyone arrived in Orlando, we needed to make sure the Venue Adventure worked around the resort itself.

We plotted the initial GPS locations using our mapping system and then provided Stride with a demo game to test at the venue. Based on that testing, we refined the route before the event.

Once our MD, Niall O'Connor, arrived in Orlando, he tested the game again on-site before the 650 participants took part.

The activity was also customised for Asana using the conference branding, Asana's Celebration Creatures and questions supplied by Asana.

650 People, 75 Teams, One Start Time

The activity was scheduled immediately after the main briefing.

At 8:15pm, Niall briefed the full group from the conference stage. Ten minutes later, all 75 teams started the Venue Adventure at the same time.

Stride had already divided participants into teams and communicated their team numbers through the conference app. Participants had also been told in advance to download the game app.

After the briefing, everyone moved from the theatre-style conference room into the hotel's large lobby to find their teammates. Stride had placed numbers 1 to 75 around the lobby, giving each team its own meeting point.

With 650 people moving through a large resort, not every team member reached their meeting point at the same time. Participants used the app's messaging function to communicate with teammates and find each other before continuing with the activity.

The Venue Adventure ran from 8:25pm until 9:55pm, giving the teams 90 minutes to play.

Supporting 75 Teams During the Event

Niall remained on-site throughout the Venue Adventure to deal with participant queries in person.

At the same time, four members of the Dynamic Events team supported the event remotely from Ireland, monitoring and responding to messages through the app. A Zoom call remained open between Niall and the remote team so they could communicate throughout the event.

Despite 75 teams playing simultaneously, our Event Manager's post-event report recorded no technical issues of note.

When the game finished, we provided the relevant results links to Stride so they could present them later as part of the wider Sales Kickoff.

Large-Group Team Building for Sales Kickoffs

The Asana event shows what a Venue Adventure can look like when it becomes part of a much larger conference programme.

In this case, 650 participants played simultaneously across 75 teams, with one Event Manager on-site in Orlando and additional Dynamic Events support provided remotely.

The preparation happened well before the stage briefing. The route was plotted, tested at the venue, refined and tested again. Team allocations and participant communications were coordinated with Stride, while the game was customised around Asana and its SKO.

If you're organising a Sales Kickoff or large company event and need an activity for hundreds of participants, tell us your group size, venue and schedule. We can advise on how a Venue Adventure or other large-group team building activity could fit into the event.