Managers Meetings

Overview -

The managers meetings for our clients have usually been one or two day events and are either regional or national These meetings will usually include presentations from many presenters, and may include numerous breakout sessions and seminars.

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 ballroom and various other meeting rooms in the facility. The items going into the room are from at least three sources: 1) The hotel (tables, chairs, stage, etc) 2) The client (products, displays, kiosks, etc) 3) Our equipment (projectors, screens, speakers, etc).

Often, some of these three 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 three 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, or Flash presentations. These files are usually generated by the managers and other speakers at the event. 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. 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. These presentations may also be presented directly from the speakers laptop computers. We normally discourage this, as it requires connecting their computer while the meeting is going on. This may be a distraction that can usually be avoided by having the files all on one “show computer” and of course a back-up computer.

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 and any lunches or dinners that may be planned.  Of course, high quality audio for the various video elements are also included.

Video Playback –

Some managers meetings make use of video in a variety of formats included VHS, Mini-DV, BetaCam SP, or from computer files. These may presented to the entire group or may be utilized in some of the breakout sessions.

Lighting -

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.

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.