Sometimes we provide our corporate event management expertise in a specialist support role for other events companies who want to use our skills. In this instance, we worked for our close friends, Hotel and Travel Solutions, to provide full set and stage audio-visual support for the conference and the evening dinner of their client XMA, the IT solutions specialist, which took place for 200 people at the Mercure Hunton Park Hotel on 4th April, 2019.
The Audio-Visual Details
All conference organisers know how central the audio-visual package is to delivering excellent corporate event management. We made a significant investment we made in our AV equipment in January 2019.
For Hotel and Travel Solutions, we provided the following audio-visual package, along with the set and stage, for XMA’s conference:
- One main 16:9 back projection screen and 2 x 55” LED side screens mounted onto the set. As the conference featured several important sponsors as keynote speakers, having side screens allowed us to display their logo independently during their presentation, whilst the main screen showed their presentation content. We also had the ability to link all three screens together, for added impact, when we played videos.
- The main screen was supplied by a 20,000 lumens data projector, which was controlled by 3 switchers behind-the-scenes. We needed 3 switchers to allow us to control not only the main screen and side screens independently, but also the 3 comfort monitors which all presenters were supplied with. One comfort monitor showed the current slide, another showed presentation notes, whilst the third served as a timing screen. Each comfort monitor could be operated independently, which gave us the flexibility to provide a bespoke set up for every presenter when they came to the stage.
- The lighting set-up was LED and comprised: LED wireless up-lighting around the room, LED stage wash and spot lighting for the stage area and dance floor and an intelligent lighting rig flown on trussing of 16 moving lights. This brought the whole conference to life and made for a very impactful awards ceremony.
- The sound set-up was a simple 6-speaker PA system with 2 additional sub speakers. This was controlled by a 24-channel digital sound desk, which had 8 radio mics and various other audio inputs. Sound was also sent to cameras for live footage and post event editing of the event.
The Same Set-Up Was Used for the Evening Events
Corporate evening events usually follow a conference, in the form of a dinner with entertainment, giving the delegates a chance to relax and enjoy themselves.
Working closely with Hotel and Travel Solutions, the room was turned around in the evening for the dinner, which featured an awards ceremony and a Greatest Showman theme with 7 entertainers. We supported the evening theming and the acts throughout.