Client: 42
Project: Presence and activation at ICLR 2026, Rio de Janeiro
Solutions: Full-service planning and executive production, with local interface with suppliers, supervision of stand assembly, onsite operation, management of bilingual hosts, activation support for engagement and lead capture, plus creation, production, and logistics of custom giveaways.
Project highlights:
About the event:
ICLR, the International Conference on Learning Representations, is one of the most relevant conferences in the world for artificial intelligence and machine learning, bringing together researchers, engineers, students, and companies at the forefront of the field.
About 42:
42 is an independent AI research lab, built around the art of asking questions, focused on foundation models for prediction and decision-making in complex, dynamic systems. To take part in ICLR 2026 in Brazil, 42 needed a local partner capable of ensuring international-standard execution, operational predictability, and brand consistency.
The challenge:
Deliver a premium presence in Brazil for an international company, ensuring:
Compliance with pavilion rules, deadlines, and local requirements
Real interaction at the stand, with activation and contact capture
Interface with suppliers and project management with clear responsibilities
Inventory control and giveaway dynamics with clear criteria
Smooth onsite operation to serve a highly qualified audience
Development of custom, off-catalog giveaways, maintaining premium standards and alignment with the brand guide
The Vision solution:
Vision led the planning, coordination, and complete execution of 42’s presence at ICLR 2026, taking on local governance and full-service operation.
To ensure a premium standard from the outset, Vision’s CEO, Luiz Lopes, traveled from Sao Paulo to Rio de Janeiro before opening, oversaw the assembly, and stayed through Day One to make sure every detail was perfect.
Daily operations were led by our Master Producer, responsible for coordinating the stand dynamics, team routines, restocking, and execution of the plan during the critical period.
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Stand coordination and supervision:
Onsite operation:
Activation and audience journey:
Activation, engagement, and contact capture:
The stand experience was structured to encourage the audience to connect with the brand through guided interactions and a quiz-based activation.
Our bilingual hosts guided the audience throughout all visitation days, directing registration, participation, and flow, checking scoring results, and handing out the corresponding giveaways according to defined criteria, maintaining consistency of service and experience.
The entire operation was carried out under the supervision of Yulia Ermolina, who orchestrated the work with Vision from the start of the project and acted continuously to ensure 42’s exceptional presence at the event.
Custom giveaways and the stand mood thermometer:
At an event with a high concentration of qualified audience, the giveaways needed to go beyond promotional items.
They had to reinforce brand identity, sustain a premium experience, and work as a practical element of engagement. Part of the challenge was that some desired items were not available off the shelf in the Brazilian market, requiring custom development, aligned with the brand guide and the finishing standards defined by 42.
Vision took on the curation and led the complete process of creating and producing custom giveaways, including:
In addition, we implemented a visual dynamic based on colored candy aligned with the brand guide, organized in specific compartments and continuously restocked throughout the day. In practice, this solution worked as a stand mood thermometer, offering an immediate read on audience behavior and supporting the interaction strategy in a simple, consistent, and operationally controlled way.
The result was a set of giveaways and a distribution dynamic that strengthened the premium perception, increased engagement, and sustained the stand operation with organization, predictability, and brand consistency.
How to run an event in Brazil safely, for foreign companies:
Events in Brazil require local governance, since there are particularities that directly impact schedule, costs, and compliance. At ICLR 2026, Vision acted as the operational bridge for 42, ensuring predictability across all fronts.
Critical points covered:
For international companies, this model reduces uncertainty, lowers operational friction, and protects the final delivery.
RESULTS:
Premium execution and a fully operational stand: Consistent presence with a standard of finishing, organization, and operational stability throughout the visitation days.
Strong engagement with the right audience: Active interaction with visitors, guided flow, and activation running continuously.
Organized operation and material control: Structured distribution of giveaways, inventory control, and planned restocking, with a daily routine.
If desired, we can add quantitative data, such as interaction volume, contacts captured, and volume of giveaways distributed, according to what 42 authorizes for publication.
CONCLUSION:
At high-level AI events, presence is not just about occupying a space. It is about attracting the right audience, being sharp in the message and the interaction, and turning foot traffic into results.
In the end, it is all about presence. It is about claiming your space, attracting the right audience, being sharp in the message and the interaction, and turning foot traffic into results. That is what Vision is on the field for: execution, consistency, and delivery with a premium standard.
Proof of execution:
Vision documents its projects with Proof of Execution, gathering records of what was executed, photos, and videos for traceability and internal presentation.
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Vision runs full-service projects for trade fairs and events in Brazil, with local governance and a premium standard.
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