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My name is John Smith and I work for a company.

We are organising a gala dinner at venue on xx/xx/xx.

Our budget is between £2,500 and £4,000.

My Checklist:

add products via the products page for us to give an indepth quote or leave blank if you require assistance

Please email me at name@company.com or call 01234567891.

    Westcott Hybrid Conference

    what we did

     

     

    With the growing rise in hybrid conferences, another event we successfully delivered was the Westcott Expo: Space for the Future – an event for space industry professionals to hear talks from industry leaders and explore the facility. 

    The main presentations were held at one of their warehouse units with a feed into the exhibition marquee for those wishing to watch the event from there. We also built a fully customised online event website that included the live ‘stage’ area for registered online attendees to view the live event stream, information pages containing the agenda, the speakers for the event and the exhibitors.

    Pre-Production

    We created an online event platform and we got straight to work on customising the site to client specification. This platform is where all the virtual event attendees would join to watch the live stream and the re-play of the event following afterwards, so it’s important for it to look and feel like the company it’s representing. We also created a pre-event registration page, and generated user logins from the collected data.  You can take a look at our demo site here

     

     

    We worked closely with the client ensuring their brand was captured in the design. Our team collaborated with them throughout the design and build process to deliver the perfect event website for their needs. We also pre-recorded a number of interviews, which we edited ready to show on the event day.

    As this was a hybrid event we also arranged a site visit to their Innovation centre for usual check of room size, internet connectivity and power, though thankfully in a park that specialises in Space & Rocketry, Engineering, Technology etc there wasn’t a shortage of power or internet speed in the main building! From this visit we were able to determine the sound, lighting, video and staging requirements to bring the event to life.

     

    Post event

    Following the event, we chaptered the live stream recording into the session segments so those watching the replay would be able to quickly skip through to the various sections.

    We also edited live interviews and footage that our camera operators took of the expo to showcase the various exhibitors and speakers at the event. These were made available after the event on the website as an on-demand service.

    See our highlights reel below:

    After such a great event we were then booked by the client the next day for an event with the client the following week which was again delivered successfully and we look forward to continuing supplying events for this client in the future!

    How we Delivered the Event

    As the event was set to begin in a morning, we arrived the previous day to set up the tech for the event in both the main Innovation centre.

    Video

    2 x 80inch screens mounted onto the custom designed printed wrapped set.

    2 x 65inch screens further into the room, which displayed the various PowerPoint presentations as well as the remote speakers who were dialling in for the panel discussions.

    1 x 48inch comfort monitor for the presenters on the stage.

    2 x Professional 4k Cameras to both capture the event for the stream and record straight to the cameras.

    2 x camera operators filming product demos and some interviews which were shown later in the day.

    Sound

    4 speaker PA, lectern microphones and 4 lapel mics for the live panellist speaker. The sound was set up into the zoom laptop so the remote presenters were able to interact with room.

    Lighting

    For the stage wash we had 4 x Source 4 Fresnel’s and 4 x Source 4 Juniors. We also had 8 x Chauvet Colordash Quad an d 12 battens along the back of the stage to bring out a bit of colour and backlight to the set.

    Set

    The set had a 26ft x 10ft backdrop with a custom designed printed set wrap and a 8m x 2m stage.

    Streaming

    Due to restrictions, for those unable to attend the event at the venue we had a Vmix computer set-up allowing us to live mix the event which included; custom designed Picture in Picture graphics, animated lower third graphics and custom stinger transitions. This was all streamed onto the custom event website we’d built for the client prior to the event.

    The Marquee

    This was built to house the main expo and had a feed from the live stream broadcast onto a further 2 x 80inch screens and 2 x 65inch screens. This worked well as an overflow room as only a few delegates were allowed to be in the main room following social distancing guidelines.

    The morning of the event we ran back over our technical checks and were able to deliver a successful event to a very happy client. See for yourself, you can check out the highlights here.

    how we did it

    If you would like to achieve similar results to this case study add the following to your Event Planner.

    Source Four Fresnel 750W

    1. £10 / week

    Sony PXW Z-190

    1. £160 / day
    2. £480 / week

    Sharp 80″ LCD Screen

    1. £650 / day
    2. £1950 / week

    Get in touch

    Unit 5 Solomon Park Industrial Estate Solomon Road Ilkeston Derbyshire DE7 5UE

    0115 944 5220

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