A conversation with event planner Pablo Zacarias
Event planner Pablo Zacarias has produced a variety of events with thoughtful, well-executed experiences that blend creativity with strong operational execution. His background as program manager at Bespoke Events allowed him to refine his talents and skills in delivering elevated, brand-aligned events. Having recently launched Zacarias Event Consulting LLC, Zacarias shares his approach to creating meaningful, intentional events rooted in authenticity and focused on attendee engagement and exceptional experiences.
How do you approach designing events that create memorable experiences for attendees?
I approach event design by starting with purpose and clarifying the goal, audience, and desired emotional takeaway. From there, I design each touchpoint intentionally, including flow, sensory elements, programming, and opportunities for attendees to interact, creating a cohesive and engaging experience. For example, I produced a purpose-driven event using experiential storytelling, intentional space transitions, and interactive moments to guide attendees through the experience. Rather than passive participation, guests were actively engaged throughout, resulting in strong energy, meaningful connection, and lasting impact tied directly to the event’s message.
How have you used innovative technology or interactive/experiential elements to enhance attendee engagement?
I strive to use technology and experiential elements in ways that feel intentional rather than distracting. This includes interactive installations, real-time audience participation through live polling or prompts, and curated digital content related to storytelling before, during, and after an event. I focus on creating moments designed to invite connection and reflection, not just consumption.
To ensure accessibility and inclusivity, it’s important to design with flexibility and choice in mind, offering multiple ways for attendees to engage and delivering clear instructions and thoughtful pacing. I also collaborate with vendors in considering attendees’ mobility, sensory needs, and communication access so all attendees can participate comfortably and meaningfully.
How do you measure attendee engagement during an event, and what metrics or feedback do you rely on to improve future experiences?
I measure attendee engagement through a combination of real-time observation and post-event feedback. During events, I pay close attention to energy levels, participation in interactive moments, flow between spaces, and how long attendees remain engaged in programming. Afterward, I rely on surveys, attendee feedback, client debriefs, and qualitative insights to assess what resonated most. In one instance, attendee feedback highlighted a desire for more intentional connection and less passive programming.
In response, I adjusted my planning approach to prioritize interactive formats, clearer transitions, and built-in moments for reflection and dialogue exchange, which has resulted in events with stronger engagement and more meaningful attendee experiences.
What strategies do you use to ensure the event experience resonates with different types of audiences or attendees with varying interests?
I ensure event experiences resonate with diverse audiences by designing around attendees’ preferences (based on surveys) and shared goals while allowing flexibility in how attendees engage. I use layered programming, varied formats, and intentional pacing so participants can connect in ways that feel natural to them. To add personalization without overwhelming or excluding anyone, I focus on offering optional experiences, clear pathways, and inclusive design elements at different comfort levels, learning styles, and interests. This approach allows attendees to feel “seen” and engaged while maintaining a cohesive, welcoming experience for all.
Can you describe a time when you faced challenges engaging attendees at an event? How did you overcome them and still create a positive experience?
I once worked on an event where attendee energy was lower than expected due to schedule fatigue and competing priorities. Recognizing this in real time, I adjusted the flow by shortening segments, introducing more interactive elements, and creating space for informal connection. These shifts helped re-engage attendees and improve the overall atmosphere. The experience reinforced the importance of adaptability and reading the room. It shaped how I approach events, now prioritizing flexibility in programming, building in moments for rest and connection, and designing experiences that can evolve and respond to attendees’ needs while still aligning with the event’s goals.
What trends or factors do you think will have the biggest impact on attendee engagement and experiential elements?
Looking ahead, I see technology, personalization, and purpose-driven experiences as the biggest drivers of attendee engagement. Attendees increasingly expect interactive, immersive elements that feel meaningful rather than gimmicky—whether through hybrid event technology, experiential storytelling, or opportunities for connection and reflection. Sustainability, inclusivity, and authenticity are also becoming central event elements, reflecting shared values and resonating deeply with attendees. The key will be balancing innovation with accessibility, ensuring all attendees can participate fully, while delivering memorable, emotionally engaging experiences that leave a lasting impact beyond the event itself.
