European Events

Overview -

We have handled several different types of events out of the country. From helping our clients introduce a new product to helping them reward their very best dealers, we can provide the same services we provide domestically. Sometimes we schedule the staging of these meetings with other companies, and other times we may take our equipment and personnel to stage the meeting. We are able to lower our clients level by handling details like software compatibility and voltage differences.

Services –

Planning

Usually our client has chosen the time and place to hold these meetings, however we may be involved in selecting the best meeting room within the facility and sometimes help chose the facility itself. For nearly all of these meetings we will create a scale drawing of all elements going into the room, which is often a hotel meeting room or ballroom. The items going into the room are from at least four sources: 1) The hotel (tables, chairs, stage, etc) 2) The client (products, displays, kiosks, etc) 3) The clients supplier(s) (products, displays, kiosks, etc) 4) Our equipment (projectors, screens, speakers, etc).

Often, some of these four sources are not aware of what the others are planning on bringing to the meeting. This can cause a large problem when the room is being set and can cause delays in set-up and other problems. We make every attempt to assure there are no surprises by communicating with each of the four sources, getting a list of what they are planning on bringing to the meeting (with dimensions), and included the items from each of the four on a scale drawing that is given to each of the four. Getting everything on a scale drawing well in advance has very often resulted in selecting a larger meeting room than was originally suggested by the hotel. Hotels usually base their room selection on the seating capacity charts for their banquet/meeting space. These capacity charts rarely allow for stages/displays/projection equipment/etc, and the maximums shown are usually a little crowded with no other items in the room. Hotels normally like to make the most of their space, and would, for example, book a group of 120 into a room with a max capacity of 125. Understandably, hotels want to reserve their rooms with a larger capacity for larger groups. Getting the hotel a drawing as early as possible, showing all the elements going into the room, is the best way to get a room large enough for everyone involved.

Equipment

Computer Graphics Projection –

Most of these meetings 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 these 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 –

Most new product introduction meetings make use of video in a variety of formats included VHS, Mini-DV, BetaCam SP, or from computer files. We make sure we have the proper video system (NTSC, PAL, Secam) equipment to play all necessary tapes. 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 European meeting rooms, some of which  may not have a ceiling quite as high as you would normally see in the US.

Lighting/Backdrops

At a minimum, we usually light the podium and stage area. This helps keep the focus of the room at the front, where the podium/stage/screen(s) are located. We may also provide a drapery backdrop in a variety of colors. Often we have created for our clients their company logo in dimensional foam. These may have a metallic or solid color surface and are usually hung at the front of the screen on either side of the screen(s).

Simultaneous Translation –

We work with translators to provide live translation for the meeting attendees. These translators are typically located in the meeting room within a soundproof translation booth. An audio feed from our audio system is then routed to headsets worn by the translators. These translators then translate the various speeches live. They speak into a microphone which is connected to a wireless headset transmitter/receiver system. Each of the attendees that need to have the meeting translated pick up the appropriate language headset on their way into the meeting room. They can then listen to the entire meeting in their language.

Audio/Video Recording –

We sometimes audio or video record these meetings. This allows the tapes to be sent to those unable to attend as well as provide a permanent record for corporate archives. These meetings can be tapes on a variety of formats for editing and distribution including DAT , mini-DV, and BetaCam SP in any worldwide video standard.