NDRN 2025 Annual Virtual Conference

Project Overview

Brookwood provided comprehensive virtual event production support for the National Disability Rights Network (NDRN) during its 2025 Virtual Annual Conference. Spanning four days and featuring approximately 58 sessions, the conference required seamless coordination, technical precision, and consistent staffing to ensure an accessible and engaging experience for 1400+ participants. 

Brookwood deployed four experienced virtual producers to support the event — the same dedicated team throughout the conference — ensuring consistency and familiarity across sessions. Each producer was responsible for managing three live sessions per day, including technical setup, speaker support, and live troubleshooting. 

Pre-Event Support

In the two weeks leading up to the event, Brookwood producers partnered with NDRN and their speakers to ensure every session was fully prepared. This included: 

  • 48 technical rehearsals (12 per producer) conducted with session presentation teams 
  • Planning and coordination with NDRN to finalize the producer guide, session assignments, Zoom access, and agenda logistics 
  • Preloading Zoom polls, CE code displays, and SurveyMonkey links for participant feedback 
  • Coordination of accessibility features, including Spanish and ASL interpretation 
  • Verifying all Zoom Meeting settings were properly configured for each session 

Rehearsal scheduling was managed by NDRN using SignUpGenius, and all preparations were executed remotely. 

Live Event Production

Brookwood’s producers were actively involved in each day’s live delivery, providing end-to-end support across all assigned sessions: 

  • Pre-session setup: Reviewed technical settings, verified polls and CE codes, and ensured all content and backup files were ready 
  • Room management: Opened Zoom rooms 30+ minutes in advance, admitted speakers early for final preparation, and started sessions promptly 
  • Speaker and attendee support: Managed waiting rooms, enabled captions and interpretation, addressed technical issues, and assisted with screen sharing 
  • Session management: Monitored chat, facilitated Q&A, ensured CE code display, recorded sessions to Zoom cloud, and provided backup support for presentations and video playback 

Each session was delivered using NDRN’s Zoom Meeting licenses, with user registration and attendee communications handled by NDRN staff. 

Results

  • 58 sessions successfully delivered over four days 
  • Hundreds of participants per session supported with professional, seamless virtual production 
  • Zero session disruptions, with all accessibility features and technical components operating as planned 
  • Positive feedback from speakers and attendees for smooth execution, especially on producer responsiveness and professionalism 

Conclusion

Brookwood’s experienced virtual event production team enabled NDRN to deliver a high-volume, high-impact virtual conference that upheld their standards for accessibility, participant engagement, and technical reliability. By handling complex logistics, proactive rehearsals, and live support across concurrent sessions, Brookwood helped ensure the 2025 NDRN Annual Conference was a resounding success. 

Testimonial

"Once again the Brookwood production team has come through for us with a fantastic event. Thank you all so much for your hard work this week and in preparation for our event. I know it was not always easy, and I appreciate your grace under pressure, adaptability, and calming influence. Thank you, thank you, thank you. It is always a pleasure to work with you all!"
Marcia Baldwin
Deputy Executive Director for Training and Operations National Disability Rights Network (NDRN)
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