CASTANEA FELLOWSHIP | MULTI-DAY CONVENING
Event Planning & Production |Logistics & Operations | Guest Management & Communications | Venue & Lodging | Vendor Procurement | Travel & Ground Transportation | Onsite Production Management
case study: full-service
event production &
cohort immersion for
the castanea fellowship
We partnered with the Castanea Fellowship, a two-year cohort program for diverse leaders in food systems, to provide full-service Strategic Event Production and Retreat Design. This engagement involved meticulously managing their annual multi-day, multi-site fellows' retreats, coordinating complex logistics for 18+ attendees across multiple farms and venues. Our goal was to function as their external production arm, enabling their leadership team to be fully present with their cohort.
Event Photographer: Farah Sosa
The Event Videographer: Lø Zubia Calsada
“When rest is a tool and relationship is the strategy, leadership becomes something that sets us free to achieve the change that exists in our wildest and sweetest dreams.”
– Krysten Aguilar, Executive Director at Castanea
who they are
The Castanea Fellowship invests in a relational network of leaders creating a more just food system. Their program offers farmers, organizers, and ecosystem caretakers the time and space to turn their vision into reality, connecting a diverse diaspora of leaders working toward a healthier, more equitable future.
the why: curing host burnout
When gathering a national cohort for an immersion, the logistical burden often threatens to overshadow the purpose, leaving leadership too burned out to actually participate. To cure "host burnout" and ensure these events sparked real transformation, Castanea sought a partnership of capacity—a team capable of co-creating place-based immersions directly with the community. We moved beyond the standard "site visit" model to create a frictionless container for rest, solidarity, and strategy.
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phase 1: the build up
Success depended on the leadership team's ability to be fully present with their fellows. Acting as their external production arm, we took inventory of Castanea’s vision. We cleared the mental and emotional space required for them to lead and connect without the distraction of logistical noise.
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phase 2: the ground game
Guided by our “good guest” principle, we collaborated with Castanea’s Alumni network to source locally rooted venues and vendors. Our team balanced grassroots ideas with functional, on-the-ground reality, ensuring every immersion stayed rooted in authentic community relationships rather than generic corporate event models.
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phase 3: the execution & event flow
We anticipated the gaps before they surfaced. Moving far beyond standard logistics for this multi-day, 18+ person gathering spanning multiple farms and venues, we handled everything from timeline management to proactive experiential decor, curating a professional yet deeply grounded atmosphere.
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the outcome
An alumni-led collaboration that transformed grassroots vision into logistical reality. Fellows and leadership were empowered to feel like welcomed guests, remaining in right relationship with the land and one another.
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the win
18+ attendees. 0 phone calls to the Executive Director. In the world of event production, this is the ultimate metric of success. It proved that leadership could remain fully present while Woven Studios held the capacity. Read more about this from Castanea’s Immersion Report: Detroit!
Virginia Grise
A TODO DAR Director
“The Theme of pleasure and pleasure activism was deeply felt. I just feel extremely blessed to have done it with you! The Woven Studios team was intuitive, kind, gentle and flexible. Thank you.”
