Our range of services as a turnkey provider enabled us to deliver a prestige event for our client. We provided production management; venue liaison; brochure design, layout and printing; ticket design and layout; printed graphics design and production; badge design and production; specification, supply and operation of audio visual equipment; set, stage and lighting design; video record and edit; exhibition floor plan; design and creation of presentation graphics; third-party supplier briefings and on-site production management. The one-day event was for 200 delegates in the south of England in 2015.
We chose this particular event as our case study becasue this was a brand new client and it incorporated a broad range of our services; it is neither the largest nor smallest event we have been involved with. Prior to this the client had not organised anything on this scale but wanted to create a defining event for their delegates. They chose Metro AV to provide a full production service to supplement their in-house resources. The client’s confidence and trust in Metro AV developed quickly as the single point of contact for all production requirements.
We took the brief and gave guidance on developing the event to maximise potential for the delegates. We suggested services that were free of charge to run and operate that would add value to the production. This event had particular access needs for some delegates which we factored in to our AV, stage and room layout. We had good communication with the venue that covered production plans, client requirements and delegate management. Site visits allowed us to design the set, stage and audio visual requirements; meetings with the client and the venue helped confirm all details for smooth running on the day.
We designed, produced and printed the event brochure. We used the client’s media resources and incorporated speaker biographies, event timetable and sponsor details. We managed changes coming from editorial edits with fast updates returned for approval, We produced PDF versions for email and web distribution alongside hard copies to be included in delegate packs.
We designed and printed set graphics and banners; we incorporated the client's existing logo and consistent designs made for an integrated look across all production media.
We took the client’s delegate registration details and mail-merged them into our workflow for personalised ticketing and delegate badging. The client printed and distributed the tickets themselves and Metro AV printed and produced the delegate badges. The system worked seamlessly and was flexible enough to incorporate amendments and late additions.
We carried the design across to the presentation graphics templates for the client’s speaker support. External speakers used their own templates but all presentations were easily incorporated into a single consolidated show file.
We worked within the client's budget to specify, supply and operate all the audio visual equipment necessary to deliver a seamless event. We provided the sound system, projection, lighting, set, lectern, staging, switcher, cue light, video playback, graphics laptops, comfort monitors, audience response system as well as the live video recordings. There was an additional sound system in the exhibition area along with plasma screens for delegate information and sponsor displays.
Delegate feedback was a priority; the client enthusiastically adopted our voting system both for the instant results it generated and the interaction delegates had with the presenters and the themes being discussed. The client also wanted to capture data as a reference to influence future policies.
The client was keen to generate footage from the event; this was to serve both as a record of the conference and also to supplement their own media resources. We set up a three-camera video record capturing the presentations, delegate interaction and the activity in the exhibition areas. In post-production we finalised a complete video of the main session and in addition all the presentations were edited into separate files and returned back to the client.
For many years we have worked alongside a talented photographer, Sander Jurkeiwiez. We commissioned him to record the event: producing imagery during the day, needed immediately for social media, and post-production work with creative treatments.
Sander works for a broad range of business sectors, his creative versatility can be seen at: