Volt-Age Conference & Gala in Montreal
Overview:
Client: Volt-Age, Concordia University Date: May 2026 Venues: Palais des congrès de Montréal and St. James Theatre, Montreal, QC Event Type: Research Conference and Gala Duration: 3 days Total Guests: 450
Where Research Meets Celebration
Some conferences are about selling. This one was about ideas. For three days in May, researchers, industry partners and energy professionals gathered in Montreal to share the work shaping Canada’s path to a carbon-neutral future.
The host was Volt-Age, Concordia University’s electrification research program, which brings together researchers across building technology, energy storage, smart grids and transportation electrification. We coordinated the conference at the Palais des congrès de Montréal and then designed a closing gala at the historic St. James Theatre. The two needed very different moods: one focused and professional, the other artistic and celebratory.
What We Delivered
Conference catering coordination and management
Speaker coordination and poster session logistics
All on-site technical and audiovisual needs
Gala concept development and creative design
Local vendor coordination and management
Detailed budget management
On-site event execution and coordination across all three days
The Conference: Built for the Science
A Professional Setting at the Palais des congrès
The conference was purely scientific, so the setting needed to keep attention on the research. We managed the on-site production, from staging and screens to lighting, so every welcome address, keynote and panel was clear and easy to follow. The room was set with round tables that allowed delegates to listen, take notes and talk between sessions. It was a space designed to keep the focus on the speakers.
Speakers and Poster Sessions
With a full program over three days, speaker coordination had to run smoothly behind the scenes. We managed the logistics that kept sessions on time and presenters ready when they were called. Poster sessions gave researchers a chance to share their work up close, and we made sure those spaces were organized and easy for delegates to move through.
Catering and Logistics
We coordinated catering for 450 attendees around a busy conference schedule, so breaks and meals fit the program instead of interrupting it. Our team handled the on-site logistics and local vendors, giving Volt-Age’s organizers one point of contact for the details. That let them focus on their guests and their research.
The Gala at St. James Theatre
After three days of science, the gala was a chance to celebrate. The St. James Theatre, a historic landmark in Old Montreal, gave us an extraordinary room to work with: ornate stone walls, tall arched windows and a sense of grandeur that fit the occasion.
Inspired by the Summit’s Colours
We built the gala’s creative direction around the summit’s brand colours, blue and yellow, and gave it a more artistic feel than the conference. Tables were dressed in white linen with gold candlesticks, tall white tapers, and centrepieces of yellow roses and blue blooms. Beams of light swept across the theatre’s historic architecture, and the room felt warm and elegant from the moment guests walked in.
Art and Performance
Art pieces from Concordia, each inspired by energy, were displayed throughout the evening, connecting the night back to the research at the heart of the conference. A live theatre performance added another layer and made the gala feel like an experience, not just a dinner. It was a fitting way to close three days dedicated to the future of energy.
Bringing it all together
The conference and the gala called for completely different experiences. One needed structure and focus. The other needed warmth, artistry and a sense of occasion. Delivering both for 450 attendees, and making them feel like parts of the same event, is what made this project so rewarding for our team.
Planning a conference or gala? Browse our case studies to see more of our work.
About TEA
The Event Agency is a full-service event planning and production company delivering extraordinary corporate and private events with strategic precision. From brand activations and experiential marketing to annual company meetings and bespoke corporate experiences, TEA combines creativity, business acumen, and meticulous attention to detail to surpass client expectations every time.
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