Hyatt Regency Orlando Ballrooms transformed for Otsuka National Meeting 2026

Evolution Dome, in partnership with Total Destination Solutions (TDS), has successfully redefined the capacity of traditional hotel event spaces during the Otsuka National Meeting 2026, held at the Hyatt Regency Orlando from March 17–18th.

The collaboration addressed a common challenge for pharmaceutical meeting planners: the need for numerous high-quality breakout rooms within a single venue. By deploying 42 5x6m inflatable office pods, an 8m panoramic and a 10m panoramic inflatable structures, Evolution Dome enabled Otsuka to keep their entire large-scale conference “in-house,” utilizing the Hyatt’s existing ballrooms to create sophisticated, private meeting environments that traditional hotel infrastructure often cannot support.

The key message for the industry is clear: Large-scale meetings no longer need to be restricted by a venue’s permanent walls; inflatable breakout rooms allow planners to maximize hotel space, keeping even the most complex programs under one roof.

The project was a tri-party triumph involving Rance and David from Total Destination Solutions, Karen Weaver (Associate Director of Events at Hyatt Regency Orlando), and Katie Chitwood (Meeting Events Manager at Maritz). After a competitive demonstration in which Evolution Dome’s inflatable structures were selected over standard pipe-and-drape for their superior aesthetics and acoustic qualities, the team completed a seamless installation within seven hours per space.

The deployment showcased remarkable operational efficiency, with a specialized three-person team from Evolution Dome managing the full logistics from New York to Florida. Once on-site, the team installed all the office pods and panoramics within a day, while working behind electricians and hotel staff and completed the de-rig in just six hours. This success was underpinned by a strategic budget collaboration between TDS, Otsuka, and Evolution Dome, which utilized a creative room-exchange model to offset installation costs and ensure the project met the client’s financial requirements.

“This was the first time the Hyatt Regency Orlando and Otsuka have utilized our inflatable breakout spaces,” says the Evolution Dome team. “The feedback was immediate—the hotel staff and clients were impressed not just by the modern look and feel, but by how effectively these structures can scale a ballroom to meet the demands of a massive pharmaceutical brief.”

By thinking “outside the box,” the planners at Maritz and TDS demonstrated that with the right temporary infrastructure, hotels and conference centers possess untapped space to accommodate larger, more ambitious client meetings.