Creative production for a live conference
Freelance conference support · 2026
For the Society for PAs in Pediatrics (SPAP), I create promotional content and production materials for the October 7–9, 2026 conference in Austin. This freelance project is separate from my UT role.
My role: content planning, social copy, graphic design, video creation, speaker coordination and final-file preparation, in collaboration with the conference chair and contributors.
The challenge: keep promotion, speaker submissions, badges, screen assets and revisions aligned across several formats.
Delivered work: social creative, short videos, an 84-second ACL break video, speaker recording instructions, a social-follow screen and badge files.
One conference, several ways to connect
Instagram feed, Instagram Story, and event screen
The early-registration creative puts the deadline first: “Early pricing ends July 15.” A second line turns the date into an immediate decision: “Just 2 days left.” Austin imagery gives the event a sense of place while the date and location stay easy to find.
I adapted the message for the feed and vertical Story format, then created a separate follow screen that carries the conference audience into SPAP’s social channels.
My contribution: promotional design, copy presentation, format adaptation, and final asset preparation.
Selected 2026 campaign materials. Promotional dates shown are part of the original work.
Published caption opening:
“⏰ Just 2 days left to register at the early rate.”
The caption spells out the $50 price change, reinforces the three-day pediatric CME program and points readers to registration.
Process & collaboration
From first request to final handoff
Plan the story. Connect the conference program and Austin setting through captions, graphics and video concepts.
Guide contributors. Write clear recording instructions, track speaker submissions and coordinate review.
Prepare production files. Organize names and roles, Canva assets, screen formats and export versions, then resolve corrections with the conference chair.
Close the loop. Deliver reviewed files and confirm the handoff. The chair handled badge printing and cutting.
A brief that makes recording easier
Speaker video instructions · July 31, 2026
I wrote a short brief that the conference chair could forward directly to speakers:
Film vertically on your phone.
Keep it around 15–20 seconds.
Share your name, what you’ll be speaking about and one fun fact.
Record somewhere quiet with good lighting.
Do not add music, captions or filters.
“A casual, conversational video is perfect.”
This excerpt from my original instructions shows how I make the request approachable while leaving room for consistent editing and captions.
ACL conference-break video
Conference screen · 84 seconds
I created this video to connect SPAP’s Austin setting with the nearby ACL Festival. Large on-screen text and a consistent navy, white and green visual system make it readable during conference breaks.
My contribution: video creation, creative direction, revisions and final export.
Asset credits: Pexels stock footage; Creative Commons photographs by Anna Hanks, Raph_PH, Julien Peytard and Quintin Soloviev; music by Alejandro Magaña (A. M.) via Mixkit. Photo attributions also appear in the video.
A speaker gives the invitation a human voice
Speaker promotion | 23-second vertical video
This speaker-led promo introduces a session through the person delivering it. The direct-to-camera format and on-screen captions make the invitation easy to follow in a social feed.
My conference work included sharing recording instructions, tracking speaker submissions, and coordinating video content and reviews. The speaker supplies the on-camera contribution; my role connects those contributions with the wider promotional plan.
Published caption opening:
“💬 Vaccine conversations with parents can be difficult, especially when they feel awkward or confrontational.”
The caption introduces Chris Barry’s experience, names the session’s practical benefit and closes with the conference details and an Instagram-specific registration prompt.
Making the destination part of the story
Austin destination promo | 21-second vertical video
This short montage gives prospective attendees a sense of Austin beyond the conference room. It complements the speaker-led invitation with a place-focused reason to pay attention.
The campaign brought several formats together: social copy, graphics, speaker contributions, short videos, and conference-screen content. My work connected content planning and video coordination with the practical review and delivery process.
Published caption opening:
“A look around Mueller. ✨”
“Walkable streets, green space, coffee shops, and plenty to do outside the conference itself. It’s part of what makes a few days in Austin feel easy.”
The caption connects the neighborhood montage to the conference dates, location and registration invitation.
Small details that matter on event day
Speaker badge | final production file
A badge has to make the right information easy to recognize at a glance. This speaker version uses the conference identity, a prominent name, and a clear role label within a consistent layout.
I organized badge data and Canva files across attendees, speakers, board members, and exhibitors, then worked through corrections, exports, and handoff. The conference chair handled printing and cutting.
The sample is from the final 3.5 × 2.25-inch speaker badge set for the October 7–9, 2026 conference.
Deliverables & outcome
Prepared for the next stage
Completed deliverables included badge files, the ACL break video, and a social-follow screen slide, with revisions, exports, and files organized for handoff.
Delivered ahead of the October 2026 conference, these materials show how I connect creative work with contributor communication, detailed production files, and an organized handoff.