Evolve Activation

Introduce your business and what you do there.

I’m the events and marketing coordinator for Nutrawise Health & Beauty, a health and wellness products manufacturer. We own Youtheory, a health and beauty supplements brand. I’ve been doing event marketing for approximately two years.

What challenge were you trying to address with Evolve Activation?

We needed help with event marketing for our trade shows and expositions, so we hired Evolve. Our goal was to achieve a different, unique, and comfortable feel for those events.

What was the scope of their involvement?

We work with Evolve on a lot of our expositions, trade shows, and social events. Their team mainly helps us with our outside activations for shows like Expo West and Expo East, as well as for certain events for which we’re sponsors. These events include the World Surf League (WSL), the Ohana Festival, and the Country Thunder festival. Evolve’s event marketing services also include event planning, setups, and PR.

For our Expo West, Evolve has used a Volkswagen orange dub trailer as a cafe to hand out samples of pastries and coffee using our products, such as collagen powder and sport probiotics. For the WSL, they developed a display of a game.

We sponsored the Ohana Festival a couple of years ago, and obviously, its theme was Hawaiian. Evolve was the one to suggest our participation in the festival, and they created a palate wall with our company’s logo made out of flowers.

Due to the location of one of our events, our owner wasn’t comfortable with us walking around for dinners and social gatherings after it. Therefore, Evolve rented a van and hired a driver for us to drive us around and ensure we were safe. This person also helped us run some errands during the event, getting items and products for us to restock our display to help us keep handling samples. It was a unique request, but they made it happen.

Currently, Evolve is working with us on the upcoming Expo West, which will be held in March 2023. Additionally, we’re looking to participate in the ECRM event, which will also take place in March 2023, and we’ll work with them again for the next WSL event, which will happen around August 2023.

What is the team composition?

We usually work with a core team of six people from Evolve on our events because they already know our products. This team includes Daniel (Account Executive), who is our main point of contact, Melissa (Account Coordinator), and a lead brand ambassador.

How did you come to work with Evolve Activation?

When I joined the company, Evolve was already working with us, so I wasn’t part of the vetting process. However, our leadership is very particular about hiring service providers, so I’m almost sure that Evolve was recommended by someone they knew.

How much have you invested with them?

We spent around $200,000 with Evolve last year.

What is the status of this engagement?

My company has been working with Evolve since around 2017.

What evidence can you share that demonstrates the impact of the engagement? 

Every time Evolve helps us with one of our events, we see an increase in our site traffic and sales. They’re great at representing our products, especially the new ones, and they always ensure to attract people to our booth to try them. They also take the time to explain what our products do and their health benefits. Additionally, they suggest to our booth visitors where they can buy the products, which helps us be more successful.

For example, Evolve did such a great job on the WSL event that we’re sponsoring it again next year. The display game they created was beautiful and drove a lot of attention. Moreover, the palate wall with our logo made out of flowers for the Ohana Festival was also beautiful and attractive, which made it easier for us to present our products, hand out samples, and get more people to know and try them.

For the Country Thunder festival, Evolve was able to recreate the ring and hook game and create a fun environment, which attracted a lot of attention. This display allowed us to do many giveaways and present our products, ultimately getting more people to know and follow our company and buy our products.

How did Evolve Activation perform from a project management standpoint?

Evolve’s strategies are always on point, and they work with us and do their best to meet our needs. For every event, they take the time to organize our activations, starting with the planning process months in advance. Throughout the process, they provide us with constant updates, and we ask them various questions to ensure we’re all on the same page.

Once the events take place, Evolve provides us with a final deck with pictures and very detailed information about the event and the items that were handed out. This information comes in handy for the following year in order to prepare for the same event.

Evolve does everything in a very organized manner, helping our different event marketing pieces fall into place, which makes our activations very successful. Moreover, they provide us with great customer service. Their team gives us a lot of attention, listens to our ideas, and gives us solutions based on our budget. They’re also very careful with who they hire to help us with our events, which is great.

We’re in constant communication on a weekly basis based on our upcoming trade shows, using Zoom, email, and phone to communicate. During our meetings, we come up with and discuss ideas and plans.

Evolve is also very responsive and easy to get a hold of. Daniel answers the phone very quickly, and we can easily schedule Zoom meetings. Melissa is also the same; she answers the phone and responds to emails quickly.

What did you find most impressive about them?

Evolve doesn’t simply focus on doing their work; they go above and beyond their line of duty, which is impressive. Their team is very open to ideas, and they’re always aware of new trends, so they constantly know what works and what doesn’t. Those qualities are very helpful because they know if our ideas will work or won’t, and they give us their reasons, which makes things easier for us.

Do you have any advice for potential customers?

Have a clear idea of what you want to do, and be realistic about your budget and what you can accomplish with it. Evolve is great at working with your budget and coming up with solutions to achieve your goals. Still, event marketing requires spending some money, but ultimately, you’ll represent your brand. Branding is what creates sales, so see it as an investment.

Please describe your company and your position there.

I am a SVP, Client service for a leading promotional agency. We specialize in product sampling, branding, and generating product awareness, purchase and goodwill for brands.

For what projects/services did your company hire Evolve Activation, and what were your goals?

Goal was to introduce a new line of enhanced beverages to millennial consumers in a variety of locations. Evolve was required to provide staffing that met strict client criteria, train and educate the staff, select staff that were available in a variety of target markets and to do so during a busy time of the year with a short turnaround

How did you select this vendor?

Based upon conversations with multiple vendor options available to our agency, Evolve provided the management quality and experience, access to a wide array of potential staff for program execution, and overall access to all key locations that we required and did so in a cost effective and high quality manner

Describe the scope of their work in detail, including any steps and the final deliverables.

Hire staff in key markets that met client criteria/train staff/all staff arrived at key venues and events as planned/staff set up event on-site and provided all materials required for turnkey program execution/staff sampled targeted consumers at venues and events/staff encourage research feedback and social media postings/staff shared photos, feedback, and event interactions and impressions/Evolve program managers provided summary program report compiling all individual event and venue activity into fully detailed and summarized program report

How many people from the vendor's team worked with you, and what were their positions?

5- senior account manager, account manage, SVP account management, director of staff procurement, and partner

Can you share any outcomes from the project that demonstrate progress or success?

Program generated over 70% increase in purchase intent and significant increase in social media activity

Describe their project management style, including communication tools and timeliness.

100% engaged on a daily basis from program design, budget, contract, staff selection and hiring, onsite delivery and execution and post event reporting until completion- entire project was designed and executed in less than 60 days

What did you find most impressive or unique about this company?

Communication, quality of staff available in all markets, response to challenges posed by client and venues/event staff, and reporting. Their willingness to adjust program deliverables instantly as needed was also very impressive.

Are there any areas for improvement or something they could have done differently?

No, based upon my 30 years of agency experience, Evolve represents the best event and promotional execution partner available in the industry

Introduce your business and what you do there.

I’m an executive at a dessert brand.

What challenge were you trying to address with Evolve Activation?

We wanted to create engagement and brand awareness around our business.

What was the scope of their involvement?

Evolve Activation has been helping us with field and experimental marketing activations to support our innovation launch for an ice cream product. They partnered with my team to develop a concept and campaign to drive awareness and trial with the consumer. We’ve held multiple activations, and Evolve Activation has been our strategic partner to support the launch. 

What is the team composition?

We’ve been working with 5–10 members of their team.

How did you come to work with Evolve Activation?

We did an RDP before working with them, and Evolve Activation submitted their proposal. We chose them because they understood that we’re an emerging brand with a limited budget, and they still could identify key outputs that would drive success and return to our business.

What is the status of this engagement?

We started working together in May 2021, and the engagement is ongoing.

What evidence can you share that demonstrates the impact of the engagement?

The campaign in New York City and Los Angeles has been very successful; it has driven many impressions towards our business and has generated a lot of user-generated content.

How did Evolve Activation perform from a project management standpoint?

Their project management is great — that’s one of their best features. They’re very organized in terms of budget and deadlines, and they’ve ensured to keep us updated on the process. Additionally, they always ask if we need assistance to jump in and take care of it.

Regarding communication, we use email, phone calls, Zoom, Google Meets, and weekly and biweekly meetings.

What did you find most impressive about them?

Their willingness to be a dedicated partner and have a strategic lens and dynamic execution are outstanding. Also, they pay attention to detail, are organized, and handle a friendly approach; Evolve Activation’s team is open to dialog and feedback if there’s a challenge they need to face. I feel comfortable saying that they’ve proven to be capable of handling the business and delivering according to our expectations.

Are there any areas they could improve?

I don’t think there’s anything they can improve on. We’ve faced some challenges throughout the project, but the world was going through a COVID-19 pandemic. After the first campaign, they were able to identify opportunities, challenges, strengths, and weaknesses to quickly turn around everything and make updates.

Do you have any advice for potential customers?

Ask questions about the project; they’ll answer everything and are also open to pushing back and receiving feedback. Their team wants to know how to improve and be a better partner.

Introduce your business and what you do there.

I’m the marketing manager at Sunderstorm, a science-based cannabis brand.

What challenge were you trying to address with Evolve Activation?

We needed their design expertise for a company event.

What was the scope of their involvement?

We set up an onboarding call with Evolve Activation, wherein I presented our vision board and budget proposal to their team. They then relied on the vision board as they crafted the initial design solutions for our booth setup, furniture selections, and other event elements.

What is the team composition?

We worked with John (Director of Operations) and his representative.

How did you come to work with Evolve Activation?

I found them online while searching for potential design agencies to onboard for this project.

How much have you invested with them?

We spent about $42,000.

What is the status of this engagement?

The project ran from July–September 2021.

What evidence can you share that demonstrates the impact of the engagement?

Evolve Activation’s expertise leveraged our brand among our competitors during the event. Their team set up our booth innovatively — we were impressed with how they incorporated our core vision and business identity into the presentation. Since Evolve Activation accurately encapsulated our image into their work, we secured more orders and investments on the event.

How did Evolve Activation perform from a project management standpoint?

We mainly communicated via email and Google Meet. Evolve Activation maintained their unreserved involvement throughout the project. They delivered results and responded within quick turnaround times.

What did you find most impressive about them?

We were most impressed with their willingness to take on new challenges and meet our design standards.

Are there any areas they could improve?

They could benefit from refining their third-party management pipeline.

Do you have any advice for potential customers?

Trust their communicative and diligent team to give you an excellent working experience.

Please describe your company and your position there.

At the time I partnered with Evolve, I was working for Equinox and my role was to oversee all marketing and event related efforts for the West Coast.

For what projects/services did your company hire Evolve Activation?

We hired Evolve to help design, produce, and manage our onsite activation efforts at Zuma Beach for the Malibu Triathlon.

What were your goals for this project?

Our goals were to connect and engage with as many attendees (both athletes and spectators) as we could. We wanted them to enter the Equinox tent and experience all the things Equinox had to offer related to movement, nutrition, and regeneration.

How did you select this vendor?

I worked for several years with John Fox while at Event Management & Promotions and Momentum. John's track record of hard work and creativity made it an easy decision for me to hire Evolve to manage our execution efforts.

Describe the scope of their work in detail.

We asked evolve to take a 20x20 space and design an experience that would engage consumers and have them participate in a variety of activities. We tasked them with developing an experience that would represent what an experience would feel like inside one of our clubs. They handled all procurement, design, creation, set-up, tear down, staffing, reporting, and execution.

What was the team composition?

Working with the team was a pleasure in that they were extremely engaged from Day 1, making themselves readily available for calls and meetings and always had solutions.

Can you share any outcomes from the project that demonstrate progress or success?

We ended up exceeding our goals and expectations with the number of people who visited our tent by 22%. The comments received onsite and number of social posts shared highlighted the overall success of the event.

How effective was the workflow between your team and theirs?

The workflow was extremely successful. Their whole team was always coming to meetings with ideas and suggestions at different budget levels which allowed us to create the look and feel that we wanted and a price point that suited our budget. They were extremely responsive and friendly and an overall pleasure to work with.

What did you find most impressive about this company?

Their overall can-do attitude and flexibility to pivot at any time if need be, whether during the planning or onsite during the event. They were an absolute pleasure to work with and I would highly recommend them.

Are there any areas for improvement?

We were honestly extremely satisfied and didn't identify any areas of improvement.

Please describe your company and your position there.

The original American original, Cypress Grove, was founded in the 80's by Mary Keehn, self-proclaimed "serious hippie" and single mother of four in search of wholesome milk for her children.

Now known for award winning cheeses that make you want to do the happy dance, and of course for the highest selling goat cheese in America, Humboldt Fog -- Cypress Grove innovated the goat cheese movement for America.

As a Marketing Manager for Cypress Grove, my focus was to build the brand through an effective event portfolio and find creative opportunities for our consumer base to be immersed in our brand, through both taste and unforgettable experience.

For what projects/services did your company hire Evolve Activation?

Evolve was hired as a support partner to our first ever experiential program, Cheeseboards for Dinner. This program was a pop-up series consisting of 3 cities, a long list of partners, and of course--so much cheese.

What were your goals for this project?

Cheeseboards for Dinner aimed to provide our consumer base with a brand experience that leaves them a Cypress Grove enthusiast with a new tool in their week-day meal tool-kit. We wanted to see an increase in brand awareness, sentiment, product recall, and intention to purchase.

How did you select this vendor?

We selected Evolve based on their clear ability to be nimble, provide custom support both on strategy and execution, and be a flexible partner while prioritizing meeting our (high-maintenance) needs.

Describe the project in detail.

Evolve provided initial strategy and planning support and was able to offer both time and expertise as we shaped what the final program would look like. They were able to make suggestions based on years of knowledge and experience, and even help us to get the most out of their partnership in terms of how we could activate their support, and for what areas that we might have been missing.

As we neared activation, I began to work closely with their logistics team who further impressed me with level of detail, dedication, and ease at which they operated.

Evolve performed site visits in our target cities for numerous venues on our behalf, did extensive research, outreach, & negotiations to help us land strong venues--and was always willing to listen to feedback and react quickly to any needed adjustments.

What was the team composition?

I worked with their client manager during the RFP process, and was quickly connected to the Directing Leadership once signed on as we discussed strategy, needs etc.

They have an extensive team that covers all specialties within experiential marketing, so depending on what area we would be tackling--I often would be looped in with someone to directly execute on that piece. As we neared activation I connected in with their logistics crew and worked closely with my lead contact through the full series. They have a great balance of both consistency, and effective "who needs to be at the table" strategy.

Can you share any outcomes from the project that demonstrate progress or success?

Results illustrated that the event experience was having the influence on attendees and extended audience that we'd hoped to see. Evolve was instrumental in keeping the logistics tight, following up on details, and keeping the bar of quality raised high so our team could be lazer-focused on the experience we were delivering.

How effective was the workflow between your team and theirs?

The collaboration process and work-flow worked really well. They were flexible on plans, and made themselves available nearly any time I needed something. They are easy to work with, flow with, change with, get creative with.

What did you find most impressive about this company?

They were entirely dedicated to us and to our goals--even while we were really only one small client in their portfolio. These are the kind of partners you want, no matter how big or small you are.

Are there any areas for improvement?

Looking back it would likely have been helpful for us to talk through our plan to make the series successful and well-attended. We had a strategy here and were not looking to Evolve to support this area at the time, but hearing a draft promotional pitch may have opened us up to the benefit of both of us pushing the event out, both for on-site attendance and digital sharing.

We did discuss a few digital platforms as add-ons, but having a larger discussion of what Evolve could offer during contract negotiations may have helped build support into the agreement and take the panic off of ticket sales market to market.

Evolve is a nimble partner and allowed us to tell them what our custom needs were, but as industry experts it can be useful, especially to first-time clients, to propose suggested support based on what we outlined in the RFP.

Introduce your business and what you do there.

I'm work in marketing at a food production company.

What challenge were you trying to address with Evolve Activation?

We needed people to hand out samples and talk about our products at our booth during an event.

What was the scope of their involvement?

They hired people to stand at the front of our booth, hand out samples to people, engage with customers and people passing by and introduce them to our product.  They also handled prepping the samples and putting them out there. All I had to do was prepare one sheet about our product, expectations, and guidelines.

What is the team composition?

I work with 2-3 people from their team, including a project manager.

How did you come to work with Evolve Activation?

They were recommended to our division by another division internally.

What is the status of this engagement?

We began working with them in August 2017, and wrapped up in November 2018.

What evidence can you share that demonstrates the impact of the engagement?

I was very impressed. Everyone that they've ever hired for us has been warm, friendly, and willing to do whatever's necessary.

How did Evolve Activation perform from a project management standpoint?

They all have great attitudes. I've contacted them only a few weeks before my events in the past and they've been available and able to pull things together for me.

What did you find most impressive about them?

They make things really easy. I give the hires a quick overview and they don't really need any other guidance or monitoring. They take care of everything so you don't have to worry about it.

Are there any areas they could improve?

No, they're a very efficient organization. 

Do you have any advice for potential customers?

The more details you have, the better the project will turn out. If you're confused about what exactly it is you're looking for, just ask them. They're very creative.

Please describe your company and your position there.

I am the CEO and founder of Beyond Experiential. We are a turn key entity that offers all inclusive services to brands direct,PR , and Ad agencies for experiential projects.

For what projects/services did your company hire Evolve Activation?

I have known the good people at evolve in one capacity or the other for the better part of the last decade. This particular project was the biggest I've brought to the table yet. A 5 Market tour promoting a new Amazon Prime original film called The Aeronauts that came to me at the last minute that needed an extraordinary amount of work and magic to come to life.

What were your goals for this project?

Beyond was tasked with every aspect of bringing the concept of this tour to life. Building, tracking , mamamagnent of tour budget, full-scale production, event permitting, scouting of locations, on-site management, staffing of performers, brand ambassadors, and labor.

How did you select this vendor?

As previously stated I've known JT and John Fox at Evolve for over a decade and when this project came to me they were the obvious choice of a preferred partner

Describe the scope of their work in detail.

We work together in detail on every aspect of the above-mentioned services my company was hired to provide for this major scale tour.

What was the team composition?

Myself as executive producer and a team of 4 people from Evolve who marshalled multi duties and responsibilities of the tour.

Can you share any outcomes from the project that demonstrate progress or success?

In short the tour was a success! We had less than two and a half weeks to plan a 5 Market all inclusive marketing tour that didn't even have locations cleared with the clients yet when it came to me. Everyone was thrilled with the success and results of the tour.

How effective was the workflow between your team and theirs?

In my nearly 15 years in this business Evolve Activation stands at the top of the list of the best partner I could have ever hoped to find

What did you find most impressive about this company?

Their deep knowledge and unmatched integrity on and off the field ,a 24-hour seven-day-a-week commitment to myself and my clients to make sure that whatever was needed to have happen would happen. Their team were all 5-star generals and had a deep knowledge of this industry with proven relationships and a network of vendors and staff that is very impressive.

Are there any areas for improvement?

I cant think of any , I'm over the moon pleased with them.

Introduce your business and what you do there.

I’m the director of events and experiences at a lifestyle company.

What challenge were you trying to address with Evolve Activation?

We worked with Evolve Activation to execute our retail launches and to coordinate event logistics.

What was the scope of their involvement?

Evolve Activation provided a turnkey set up for us. We gave them a brief including tactics and expectations. Then, their team turned around a proposal including full logistics and executed against it flawlessly. At the event, we had a robust line of individuals who came up to receive their gift bags that Evolve Activation had planned as well as learn more about the grand opening, which was our goal.

What is the team composition?

We worked with between 5–7 individuals. Three people were corporate and, depending on the need, we had 3–5 people on the ground.

How did you come to work with Evolve Activation?

Evolve Activation was recommended by a local agency in San Francisco.

How much have you invested with them?

We’ve spent under $100,000 on their services.

What is the status of this engagement?

We started working together in September 2019 and have an ongoing relationship.

What evidence can you share that demonstrates the impact of the engagement? 

The event was organized. They enhanced the experience of those standing in line. The support that they offered was helpful by keeping the space clean and active at the same time.

How did Evolve Activation perform from a project management standpoint?

Their team was able to meet and address all deadlines as well as anticipate any challenges that could arise. Their team communicated well. They provided spreadsheets, rationale, and details. Evolve Activation was helpful and a true partner along the way.

What did you find most impressive about them?

Evolve Activation’s ability to think strategically as well as creatively alongside our brand’s unique. Also, their responsiveness was impressive.

Are there any areas they could improve?

For the most part, they were a great partner that was able to deliver upon our needs.

Do you have any advice for potential customers?

Be clear. Rather than dictating expectations, work with Evolve Activation as a partner. There should be a dialogue because their team can provide expertise to counterbalance the expectations that a brand has.

Introduce your business and what you do there.

I’m a VP for an e-sports consulting firm. We provide merchandising, content creation, and advising services for the e-sports industry.

What challenge were you trying to address with Evolve Activation?

We needed help with staffing and organizing a trade show appearance for one of our clients.

What was the scope of their involvement?

The goal was to drive brand awareness and sign-ups for a client’s new product that hasn’t been released yet. Evolve Activation provided us with energetic staffing to meet those goals over the three-day trade show. 

Our client first provided a brief to find brand ambassadors, which Evolve Activation was responsible for. They managed to achieve extra branding content opportunities to promote the client’s brand on social media channels. 

What is the team composition?

We worked with three executives and four brand ambassadors.

How did you come to work with Evolve Activation?

I’d worked with one of their executives for many years. I reached out to him and asked if Evolve Activation had the capacity and time frame to help our client on short notice. Thankfully, they did, and once we received the client’s approval to push forward and hire their staff, we went from there.

How much have you invested with them?

We spent about $3,000.

What is the status of this engagement?

The engagement lasted from late June until September 2019.

What evidence can you share that demonstrates the impact of the engagement?

Evolve Activation was highly professional. They were on time, on track, and on budget on their side, and they followed up with us to make sure we also were on schedule. When the event came around, they also suggested back-up options in case one of the chosen brand ambassadors wouldn’t be available. They really do care about their clients. 

How did Evolve Activation perform from a project management standpoint?

It was a straightforward engagement, so we didn’t need any communication tools besides email and phone calls in case we needed attention in real-time. They always were thorough in following up with the brand ambassadors and us to keep communication as clear as possible.

What did you find most impressive about them?

The executive team checked in on our project regularly just to see how things were going. That extra touch to their services was something I appreciated. 

Are there any areas they could improve?

They could improve some of their profiles, but that’s all I can think of.

Any advice for potential customers?

I’d recommend Evolve Activation to anyone looking for brand activation services for an event against a tight deadline. They are professional, timely, and easy to work with.