Eurovia Conference Case Study

As a leading audiovisual production company for conferences, we’re often asked to collaborate on large events for clients across Europe. At the end of 2017, we were approached by the world leader in transport infrastructure construction and urban development, Eurovia UK to help them inject new life into their biennial conference.

The Eurovia UK team had been running the event for several years and had decided the time was right for fresh ideas and a new approach – which is exactly where designed event production and our creative AV production solutions came in!

We met with the organising team at the venue, The Beaumont Estate Windsor in September 2017. The brief was for a one and half-day event with a mixed range of presentation styles that would engage delegates, be innovative, different and pleasing for them to take part in.

Conference AV production brief

Eurovia UK’s event team had clearly defined requirements and a detailed brief for their one and half-day conference. Their planning followed by their initial conversations with us allowed for an excellent lead time, and they ensured that they were available and proactive in every stage of development as well. With meetings booked in throughout the planning process, all parties involved were kept fully abreast of changes and updates as the preparations and event production plans got underway.

Part of the brief allowed for a complete day to set-up including rehearsal time prior to the start of the conference. Having a scheduled section of rehearsal time was key for the team presenting at the event; with 18 senior managers taking part, all with unique presentations in different formats, we could give them more confidence in their presentation by completing a rehearsal with them.

The event team organized a professional host to compere the event and keep the conference running to schedule. The host also introduced two guest speakers and hosted the dinner event on the first evening of the conference.

With 200 delegates in attendance, plus an internal exhibition hall of departmental business sectors and external supplier exhibitors in a marquee, keeping everyone fully informed of everything going on during the conference was key. An event app commissioned by the Eurovia UK team formed the main body of this. We added to the communication sharing with a live camera feed from the marquee to the main stage to introduce the external exhibitors.

Video was a large part of the event brief, with event filming required to capture all of the content delivered at the event. Ahead of the conference, Eurovia UK also commissioned the designed event production conference team to create several case study videos- these would then be shown during the conference itself.

Working with our in-house team, videofrog, we provided Eurovia UK with an additional level of service for the event, including the case study videos, video pre-production planning for the live event plus on-site delivery by our experienced AV production for conferences team.

Site visit and conference venue logistics

With the event running for one and a half days, and the main conference area, an exhibition hall for internal delegates and a marquee for external suppliers, we had many elements to take into consideration to be able to maintain the brand identity, theme and style. We also had to factor in the dinner, which took place on the first evening of the conference.

The Beaumont Estate Windsor was a great choice for the conference and a nice location for our AV production team to work in, especially as the space had been recently refurbished. Our biggest consideration and greatest challenge involved the seating within the main seating plan of the conference area.

Eurovia UK had requested that we produce an innovative conference environment, and one of our suggestions for creating this was to seat the whole audience in white leather sofas and armchairs.

The seating style was extremely successful and proved to be a positive talking point during the event. The delegates really liked this approach and fed back that this made the conference feel very different from those they had attended in the past.

Seating 200 guests in sofas and armchairs used more room than conventional conference seating would, so in turn, we also had to carefully consider how to ensure the whole audience could view both the screens and main stage. Knowing that the audience would potentially be pushed to the extremes of the room, at the site visit we established the first plans to give all attendees easily viewable screens and stage, plus allow full engagement without having any “cheap seats” where nobody would want to sit.

During the initial site visit, the designed event production conference AV services team was also able to begin planning where a case store and a green room could be placed. These might not be elements that delegates experience first-hand, but they are key to the smooth running of any event.

More within the focus of the delegates would be the placement of three large screens and projectors plus the more unusual shaped stage. The stage was designed with a thrust coming from the centre, enabling the presenters to stand out within the audience.

The site visit survey dictated how we would fit the stage and set within the environment and enable all the delegates to have a clear view of the screens within the seated area. This was made possible by building our three new ultra-short-throw projection lenses into the audiovisual production design for the conference. This also meant we were able to maximise more of the space within the venue, resulting in a seamless and less intrusive experience for the delegates. Prior to having this combination of projectors and lenses, it would have been impossible to fit into the space available.

At the site visit, we also planned where the camera podiums would be placed to ensure both cameras had a great view for live event filming, plus ensure that the delegates would not have their view blocked as a consequence of the camera presence.

During the site visit and considering the logistics of the venue, the client team identified an additional need for a dedicated space for external suppliers to showcase their latest developments. With the space available at the venue, the best solution was to add a marquee to fit within the venue’s patio.

With this plan came the additional challenge of how to make this work most efficiently, given the patio’s central 4-metre square rose bed. By using a multi doomed marquee we could maximise both the headroom and floor space. The marquee was easily accessible from the venue and gave the external suppliers a dedicated area with its own distinct feel and atmosphere.

Conference event filming and video production

Eurovia UK’s conference video production brief was initially to provide a series of post-event videos, plus an on-site edited workshop summary shot on day one and shown on day two of the event. The purpose would be to share information from the event with people unable to attend, to share with clients and to be used in the future to publicise new events.

Our conference video production team worked closely with Eurovia UK prior to the event to clarify what they wanted to achieve with the series of videos. By having a clear vision of what was required, our conference cameramen could ensure they captured all the footage and content needed for the post-event videos.

During the initial brief and having seen conference material that we had produced for other clients, Eurovia UK requested that we also produce a series of videos to be shown at the conference. This would include opening and closing videos, which were key to setting the tone for the whole event.

With our years of conference and live event filming expertise, we advised the Eurovia UK marketing team on the best video style to use throughout the event to maximise the content they wanted to share at the conference. We also provided an expert steer on the best and most effective methods and styles of capturing content at the event as it progressed.

Our live conference filming team captured all content delivered on stage, including speeches and presentations. The three-camera podiums in the main stage area captured three different views of the stage to create a dynamic mix and give flexibility for the post-event edit.

We also supplied a live feed from a roving camera placed in the external suppliers’ marquee. This gave delegates in the main area a sneak peek prior at the space prior to experiencing it first-hand.

During the panel sessions, the camera feed was used on two screens, placed on either side of the stage, to better engage the delegates with the on-stage discussion.

On top of capturing all the content presented in the main conference area, our conference filming crew supplemented this with roving video taken during coffee breaks, networking and workshop events. In the video brief, we had a series of interviews planned, including feedback on the conference and on specialist areas of the company. These interviews were captured in a relaxed style during the conference, to keep the interviewee relaxed and more confident. The interview content captured at the event could be used in multiple forms both as standalone videos and within summary videos too.

With three camera operators working throughout the event, managed by our producer, we captured a great deal of high-quality content for later use in the post-event videos. By planning and outlining the structure of the videos in advance, our conference video production team enabled maximum use of all content captured.

Conference lighting design

Designing lighting for conference events poses different challenges to other types of productions. Ensuring speakers on stage are lit and clearly seen by the audience whilst maintaining clarity of the projection running on three screens within the stage and the set was one of the key considerations and challenges facing our team. With this conference, we also had to take into consideration the ceiling height and how this would affect the conference lighting design and production – specifically, how we would light the speakers on stage.

With the plenary hall having complete controlled lighting, we had the scope to design and control the key lighting and not have to be concerned with ambient lighting from external sources.

The designed even production conference lighting designers decided to use uplighters to create atmospheric lighting within the stage and set area, without causing issues for the projection. Due to the low ceiling height, the lighting design for the hosts and speakers was kept simple, with lighting stands positioned at either side of the set. This kept the lighting even and balanced while maintaining clarity of the rear projection.

During the evening dinner, we added uplighters to compliment the table lighting, creating a subtle yet inviting atmosphere in the venue’s chapel.

Conference lighting design

Designing lighting for conference events poses different challenges to other types of productions. Ensuring speakers on stage are lit and clearly seen by the audience whilst maintaining clarity of the projection running on three screens within the stage and the set was one of the key considerations and challenges facing our team. With this conference, we also had to take into consideration the ceiling height and how this would affect the conference lighting design and production – specifically, how we would light the speakers on stage.

With the plenary hall having complete controlled lighting, we had the scope to design and control the key lighting and not have to be concerned with ambient lighting from external sources.

The designed even production conference lighting designers decided to use uplighters to create atmospheric lighting within the stage and set area, without causing issues for the projection. Due to the low ceiling height, the lighting design for the hosts and speakers was kept simple, with lighting stands positioned at either side of the set. This kept the lighting even and balanced while maintaining clarity of the rear projection.

During the evening dinner, we added uplighters to compliment the table lighting, creating a subtle yet inviting atmosphere in the venue’s chapel.

Conference sound design

Having clarity of sound is always key when delivering speeches and sharing video content in a large room with mixed furnishings, large spaces and lots of people. In the main plenary hall, our conference sound design know-how meant that we were keen to install a system that would ensure sound remained even and measured throughout the event. Even with the spread of the audience throughout the width of the room, our conference sound engineers were able to maintain the quality of the speeches, music and video playback for delegates.

Video projection and display integration

Throughout the three main conference areas (plenary hall, internal exhibitor hall and external supplier marquee) we supplied and maintained high-quality video projection and displays.

In the plenary hall, we maximised the space within the room for both the set and stage using our new projection solution. This also provided the very best high-quality visual representation of the presentations and videos being shown.

With the three areas of projection, we used our new ultra-short throw projection lenses. Our AV design team ensured that screens were built into the set with the projector able to sit 1.2-metres to the rear of each 4-metre widescreen. This allowed the space to be maximised but it also improved the look and feel of the whole set and stage area.

The 0.3 ultra-short throw projection lenses were fitted to our new 10k Panasonic laser light source projectors by the designed event production conference AV team. These new projectors both being a laser projector and 10k, gave us a fantastic crisp and clear output that was far less affected by the on-stage lighting.

Within the two exhibition areas of the conference, we additionally supplied 16 displays in two different sizes, 55” and 65”, these were installed complete with stands. We also supplied connectivity as and where required, including simple media players where needed.

Our AV technicians were on hand to help exhibitors get the correct connection between their own equipment, such as laptops, as and when required.

This is an incredibly important area for us as a team, we always want people taking part in an event in which we have supplied equipment to feel confident and assured that everything will run smoothly for them. At an event such as this, our conference production team are on hand throughout. We will show each exhibitor how to work the equipment, help them to get own equipment connected, make sure they are happy and confident using the equipment, safe in the knowledge that if they have any issues and we are there to troubleshoot and assist.

Conference Stage and Set design

The Eurovia UK conference stage and set design included three 4-metre wide apertures with rear project screens mounted, plus a stage including a rounded thrust into the audience, this was designed to reflect the brand values and company ethos.

The combination of this staged environment and the white leather sofas for the delegates to sit on created an environment which encouraged participation and engagement.
With the set being 28-metres wide and covering the width of the room it was very much the focus and feature of the space. Comprising three distinct areas, the two outer set and screens channelled the delegates’ view to the central stage.

The central stage included a screen with space on either side for a seating area to be used during panel sessions, plus a lectern on the opposite side for the speakers wanting to present more traditionally.

All presenters had met and prepared for their presentations in the ‘green room’ area backstage. They had experienced this during their rehearsal, so all of them were comfortable in how the headset mics felt and worked prior to their time on stage.

By using the headset mics with the wireless transmitters, our conference audio team also gave the presenters the opportunity to make the most of the stage area. They were free to maximise the space and make full use of the design during their presentation including being able to move out into the seated area on the thrust.

Both the guest speakers and hosts reported that they enjoyed the freedom that this design and set- up gave them, especially when it came to interacting with the audience more than they would normally be able to.

The Outcome

Working with the clearly defined brief, our conference AV production team used innovative design and world-class delivery to enable Eurovia UK to make a stronger and more engaging connection with their delegates.

With the combination of all our event AV skills, ranging from initial layout and design, through to delivery of all videos, including post-event summaries, we created the right environment for the event.

Having received positive feedback from both the delegates and the event team from Eurovia UK we are confident that our AV design and production approach empowered Eurovia UK to create an event that fulfilled and exceeded expectations.

Receiving great feedback for an event such as this is especially pleasing, with the combination of venue, marquee, exhibition, conference production including set design and staging, event app and unusual furniture hire all requiring careful management and delivery.

Since the completion of the event, we have completed a full de-brief with the Eurovia UK team and been asked to consider the next event, with new ideas to keep the conference innovative and engaging.

If you would like to find out more about our event production services and how we can create an event like this for you, please contact us.