In-Person Motion Data Collection at Scale – 500+ Participants, Zero Protocol Deviations

LXT designed and operated a complex, high-security in-person motion data collection program for a leading global technology company — 500+ participants, zero protocol deviations, and 100% security compliance across a 12-month engagement.

The Challenge

A leading global technology company needed to capture motion and anthropometric data from more than 500 participants across a carefully balanced demographic matrix. Sessions took place at a single, access-controlled stage inside a client-owned facility in California, USA, where hardware availability limited throughput to one stage and required all motion data collection to run Monday through Saturday within strict daily hours.

Specifically, the program had to:

• Recruit 500+ external participants across intersecting demographic dimensions: gender (50/50 M/F), ethnic origin across five groups, five age bands, and seven BMI ranges — with specific bin targets subject to change up to two weeks before collection began.
• Operate entirely within a high-security client facility, with all vendor staff required to hold active NDAs, wear vendor badges, and surrender personal devices at entry.
• Run a multi-stage per-participant protocol lasting approximately two hours, covering anthropometric measurements, intake questions, and three rounds of motion tasks performed in different clothing — including specialized tight-fitting body suits procured by LXT.
• Meet an 80% participant show rate while absorbing no-show variability through a structured back-up participant program.
• Maintain CDC/OSHA sanitation standards between every session on hard surfaces, devices, and all common contact points.

The combination of a fixed single-stage environment, security clearance requirements for every team member, a demographically complex recruitment brief, and a protocol subject to late-stage changes required a partner with proven on-premise operational infrastructure — the capacity to manage mixed full-time and part-time staffing and the organizational depth to sustain daily motion data collection across a multi-month engagement.

The Solution

LXT designed and operated a full-service, on-site data collection program from purchase order through acceptance of the final delivery, built around four pillars.

Structured On-Site Team
LXT deployed a dedicated team across the full collection period: an Anthropology-trained Site Lead responsible for daily reporting, staff scheduling, and on-site escalations; four Anthropology-trained Moderators; and a mix of full-time and part-time Assistant Moderators to maintain session rotations and mandatory breaks without exceeding eight-hour staff days. All personnel completed client-mandated on-campus training before collection began and maintained active NDA clearance and vendor badges throughout.

Demographically Balanced Recruitment
LXT configured participation criteria across gender, ethnic origin, age, and BMI to meet the client’s equal-distribution targets. A structured back-up program ran in parallel with scheduled recruitment: back-up participants were pre-qualified and available to fill slots whenever a scheduled participant did not arrive, and back-up volume could be scaled down dynamically as completion numbers tracked ahead of target.

Protocol Integrity and Session Flow
Each two-hour session followed a fixed sequence: informed consent, anthropometric measurements by a same-gender moderator, intake and unique ID assignment, and three rounds of motion tasks at medium intensity — each in a different clothing configuration. LXT procured the specialized tight-fitting body suits required for one round of each session. A 15-minute buffer between participants was built into every daily schedule. Hard surfaces, devices, and all common contact points were sanitized to CDC/OSHA standards between sessions; cloth and porous items were disposed of or sanitized accordingly.

Centralized Project Management and Schedule Continuity
LXT maintained close coordination with the client throughout the program, with a centralized project management layer handling progress reporting, schedule adjustments, and real-time responses to protocol or demographic changes. A resource retention buffer equivalent to three weeks of staffing was built into the program design to absorb any client-side delays without disrupting the team.

Project Specifications

The exact numbers and rules behind the approach above, scannable at a glance.

• Program Type: In-person, on-site motion data collection
• Location: Client-owned facility, California, USA
• Total Participants: N=556 completed sessions
• Back-Up Coverage: 50% of total N pre-recruited as back-up participants
• Collection Schedule: Monday through Saturday; no Sundays, no major holidays; collection hours 7am to 8pm
• Session Duration: Approximately 2 hours per participant, plus 15-minute buffer between sessions
• Stages: 1 (limited by client hardware availability)
• Required Show Rate: 80%
• Core Team: 1 Site Lead (Anthropology-trained) · 4 Anthropology-trained Moderators · 2 full-time Assistant Moderators · 2 part-time Assistant Moderators
• Gender Pairing: 1 male + 1 female moderator available per participant at all times
• Security Clearance: Active NDA required for all vendor staff; vendor badges worn at all times inside the facility
• Device Policy: Personal phones, computers, and imaging devices prohibited; checked in/out at secure lockers
• Clothing: Participants brought street clothes and gym wear; LXT procured specialized tight-fitting body suits for protocol use
• Sanitation Standard: CDC/OSHA between every session
• Demographic Dimensions: Gender (M/F) · Ethnic origin (African, East Asian, South Asian, Hispanic, Caucasian) · Age group (5 bands: under 25 through 60+) · BMI range (7 bands: under 20 through over 35)
• Motion Task Rounds: 3 per participant, each in a different clothing configuration
• Resource Retention Buffer: 3 weeks of full staffing held in reserve to absorb client-side schedule delays

Participant Session Flow

1. Arrive at the facility and check in with a vendor representative.
2. Receive a high-level overview of the study goal.
3. Review and sign the informed consent form.
4. Proceed to the lab space accompanied by a moderator.
5. Complete anthropometric measurements conducted by a same-gender moderator.
6. Answer intake questions and receive a unique participant ID.
7. Watch a demonstration or receive verbal instruction on the motion tasks.
8. Perform the first round of motion tasks in street clothing while video and sensor data are recorded.
9. Change into gym wear in the private changing area and complete a second round of tasks.
10. Change into the LXT-provided specialized body suit and complete a third round of tasks.
11. Leave the stage, receive electronic compensation, and ask any remaining questions of the moderator.

Outcomes

• High-quality motion data and anthropometric measurements collected from more than 500 participants in full conformance with client protocol, producing a demographically balanced dataset for computer vision model development.
• 100% protocol adherence maintained across all collection days without a single deviation.
• Program extended beyond its original scope based on on-time performance and data quality, with LXT retaining the full team for the extended period.
• Additional internal teams at the client organization initiated new collaboration requests with LXT following program completion.
• All vendor staff maintained active NDA clearance and badge compliance throughout; no security or confidentiality incidents recorded.

Why LXT

• Proven on-premise operations infrastructure with experience managing secure, client-facility motion data collection programs from staffing through final delivery.
• Anthropology-trained moderation team able to conduct precise anthropometric measurements in compliance with research-grade standards.
• Flexible staffing model combining full-time and part-time roles to maintain daily throughput within eight-hour staff days.
• Structured back-up participant pipeline that absorbed no-show variability while keeping overall completion on schedule.
• Centralized project management that maintained real-time alignment with the client across protocol updates, schedule changes, and late-stage demographic adjustments.
• Built-in resource retention budget to protect schedule continuity against client-side delays without renegotiation.