The Art & Science of Event Design: How Event Content Informs Production with Cara Stahl and Audrey Buchanan

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Session Overview

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In this dynamic conversation, two arms in events collided - creative & operations.

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When creative & content teams intersect with operations: that's when event magic happens.

Introducing:

-Cara (Bubes) Stahl: event operations and logistics ninja

-Audrey Buchanan: expert in the curation and deliver of culturally relevant, meaningful content at events  

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They have built big, visionary events for Nike, Disney, Summit Series, WeWork, and more. And they are grounded in the belief that when creative and operations effectively blend it creates...

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...a bigger outcome and better experience at your events.  

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In this live conversation with Cara and Audrey we explored:  

1) Where creative meets operational: how to build a great partnership between content and production teams.  

2) Innovative content and session design: how session content should influence the creative design of production.  

3) Transformative audience engagement: how to create unparalleled event experiences by evoking deeper feeling, emotion, and learning at your event.

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Session Transcript

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Bryan Funk [00:00:00]

Welcome, Cara and Audrey. Fun fact: they’ve known each other for years, and their friendship and professional collaboration have created incredible outcomes. To kick things off, they’ll introduce each other.

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Cara Stahl [00:02:00]

Thank you, Bryan. I’m delighted to introduce my dear friend, former colleague, and current co-conspirator, Audrey Buchanan. Audrey has worked with world-renowned brands like Edelman, Nike, Disney, and NPR. She excels at event programming, strategic partnerships, and storytelling. Whether she’s collaborating with talent on documentaries or ensuring that events meet the cultural moment with authenticity, Audrey pours her heart and soul into every project. She is now the founder of The Woods Productions, where she continues to create impactful experiences and messages.

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Audrey Buchanan [00:04:00]

Thank you, Cara. I’m so lucky to know Cara professionally and personally. Cara started her career at Bisnow Media and later played foundational roles at Summit Series, WeWork, and Chief. Her expertise in event logistics and operations is unmatched. She’s a true logistics ninja who understands how to balance creativity with strategy. Now, as the co-founder of Aura Experiences, Cara is building something extraordinary. She has always been the person I would call for any high-level production challenge. Her ability to seamlessly merge operational precision with creative vision sets her apart.

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Bryan Funk [00:06:00]

Beautifully said. Let’s dive into the heart of today’s discussion: where creativity meets operations. What makes your collaboration so effective?

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Cara Stahl [00:06:30]

In the events world, you often have people who are either highly creative or highly operational. Audrey and I have a bit of both. Where one of us might lack, the other steps in to support. It’s about mutual respect and understanding that each skill set is equally important to creating a successful event.

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Audrey Buchanan [00:07:30]

Absolutely. We both have highly imaginative minds, but we’re also practical. Our collaboration thrives because we can co-imagine how something will look and feel and then figure out how to bring it to life. It’s about speaking both the creative and operational languages fluently.

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Bryan Funk [00:08:30]

That’s fantastic. Let’s talk about the ethos behind event outcomes. Can you share a practical example of when this synergy created something bigger than expected?

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Audrey Buchanan [00:09:00]

Sure. One example is our approach to designing intimate yet impactful experiences. We love to start with a big visionary idea and then whittle it down to something accessible. For instance, we think about what a seventh grader could understand. This ensures that the magic we envision is relatable and engaging for all.

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Cara Stahl [00:10:30]

From an operations perspective, it’s about meeting fundamental needs. Think of Maslow’s hierarchy of needs—food, safety, comfort. If attendees aren’t comfortable, they can’t fully engage. For example, I’ve seen incredible events dampened by logistical oversights like inadequate transportation or lack of snacks. These details matter.

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Bryan Funk [00:12:00]

Great points. Let’s shift to content strategy. How do you ensure simplicity and accessibility in event programming?

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Audrey Buchanan [00:12:30]

Simplicity is key. I often work on distilling complex ideas into clear, resonant messaging. Whether it’s scripting for speakers or crafting session themes, it’s about using plain language that connects with the audience. I love creating moments where attendees feel seen and inspired without being overwhelmed.

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Cara Stahl [00:14:00]

Operationally, it’s about creating spaces that enhance connection. For instance, smaller rooms can foster intimacy and energy, while thoughtful layouts encourage interaction. Details like aisle widths and seating arrangements can make or break the sense of community.

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Bryan Funk [00:16:00]

Let’s talk about vulnerability and its role in memorable events. How do you create spaces where attendees feel safe to connect?

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Audrey Buchanan [00:17:00]

It starts with respecting the audience. Shorter, impactful programming allows for reflection and interaction. Speakers can share personal stories and leave audiences with actionable takeaways. Creating a “safe container” for these moments ensures attendees feel comfortable engaging authentically.

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Cara Stahl [00:18:30]

From a logistics standpoint, comfort is key. Simple things like having enough seating, blankets for outdoor events, or ensuring smooth transportation can set the tone for deeper connections. When basic needs are met, attendees can focus on the experience.

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Bryan Funk [00:20:00]

What are some of the most innovative session designs you’ve implemented?

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Cara Stahl [00:20:30]

I love formats that break the mold. For example, using speakers-in-the-round or creating physical spaces that feel intimate yet dynamic. One memorable idea was a “hugs over handshakes” initiative that shifted the tone of an event from corporate to community-focused.

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Audrey Buchanan [00:22:00]

Another example is simplifying session themes. Instead of generic tracks, we focus on feelings or questions that spark curiosity. This makes the content more engaging and relatable.

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Bryan Funk [00:24:00]

Before we wrap up, any final advice for event professionals?

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Audrey Buchanan [00:24:30]

Respect your audience and your team. Be willing to adapt and meet the moment. Vulnerability and authenticity create lasting impressions.

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Cara Stahl [00:25:00]

Build a great team. Surround yourself with people who complement your skills. And never underestimate the power of snacks and comfort!

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Bryan Funk [00:26:00]

Thank you, Cara and Audrey, for sharing your insights. And thank you to everyone who joined us today. This session has been recorded, and we’ll share key takeaways soon. See you next time!