Cruise Ship Events

Overview -

Many meetings we work on are held in wonderful vacation type locations for a variety of reasons, and a cruise ship is no different. Nearly all of the same services we provide our clients can be handled on a cruise just the same as in a hotel ballroom.

Services –

Planning

Planning for this type of event has to allow for the tight schedules a cruise ship must maintain. This include limited loading/unloading times and quick change out of dining rooms and meeting rooms on the ship. For these meetings we will create a scale drawing of all elements going into the room, which may be a dining room, theatre, or meeting room.

Equipment

Computer Graphics Projection –

Cruise meetings may make use of computer graphic projection. These may originate from PowerPoint, a TVL meeting system, Macromedia Director files, etc. These files are usually generated by our clients and their suppliers. Often these files are sent to us, either by e-mail or to our FTP site, for us to add a background, create charts, re-format, add graphics, or audio/video files. These files are then loaded onto a show computer and backup computer prior to the event. The final version of these files are also e-mailed or sent by FTP back to the client for approval. At this stage, hard copies are often printed by us or our client for distribution to the attendees. Being involved with the PowerPoint files early allows us to become familiar with them in advance of the meeting, and assures that they are all working as they should.

Audio –

An audio system for an event of this type will nearly always include a podium and lavalier microphones for the presenters. High quality audio is a very important aspect of this type of meeting, and a full-range ballroom sound system is utilized. We normally provide music for walk-in/walk-out as well as cocktail receptions and dinners. Of course, high quality audio for the various video elements are also included.

Video Playback –

These meetings often will make use of video in a variety of formats included VHS, Mini-DV, BetaCam SP, or from computer files. These are usually in the standard 4:3 format but we also utilize the newer wide-screen 16:9 format as well. This format not only has a more movie-like appearance, but it also allows a wider screen to be used in some of the rooms on the ship that may not have a ceiling quite high enough.

Lighting/Backdrops -

Depending on the situation, we may provide stage lighting for the presenters as well as either a drapery backdrop in a variety of colors. We may also attach any client provided banners/signs to this backdrop.

Audio/Video Recording –

These meetings are often audio/video recorded. This allows the tapes to be sent to those unable to attend as well as provide a permanent record for corporate archives. A “faces” tape is sometimes created that includes shots of all the participants. This tape is sometimes shown at the last event everyone is together and may be duplicated for all attendees. These meetings can be tapes on a variety of formats for editing and distribution including DAT , mini-DV, and BetaCam SP.