With only 12 hours for set up, UK-based specialist in temporary inflatable structures, Evolution Dome, deployed 137 private meeting pods for a 1500-person, three-day healthcare conference at the Gaylord Palms Hotel in Orlando, Florida, 01-03 April 2025.

Working in partnership with Total Destination Solutions (TDS), Evolution Dome transformed the hotel’s exhibition hall into a fully functional meeting hub, installing 137 5m x 6m office pods for a major pharmaceutical brand. With just 12 hours available for set-up, the Evolution Dome team completed the installation in just 10 hours, delivering a soundproofed solution within a very tight timeframe.

The inflatable “Office Pods” were strategically arranged inside the venue’s expansive exhibition hall to accommodate 1,500 attendees across 137 breakout rooms, each hosting between 8 and 15 delegates. Designed for discretion and acoustic performance, the pods’ sound-baffling properties enabled confidential and disruption-free meetings, crucial for the event’s success.

“Instead of using 137 hotel sleeping rooms spread throughout the venue, with multi-day charges, separate BEOs, and costly furniture removals, our client was able to hold all district breakouts in one central location,” said Rance Brown, VP of Sales at TDS.

“One entry point, one lounge area with F&B and furnishings, and one BEO—this was a game-changer for them, and they loved it!” He added.

Evolution Dome’s inflatable structures offered particular advantages over other options: rapid deployment, minimal logistical burden, and acoustic containment. Each pod featured adjustable fans, keeping them inflated without noise overhead, and the open-top design maintained ambient temperature with the surrounding space. The rapid deployment and de-rig eliminated the need for extended venue hire and provided significant cost savings while enhancing the attendee experience.

“The privacy, professionalism, and flexibility the meeting pods offered impressed our client,” said Ash Austin, Director at Evolution Dome. “The overwhelmingly positive feedback has once again proven the power of innovation in the meetings and conference market.”

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