Theme Meetings

Overview -

We have handled everything from a “safari” theme that used a live elephant on stage, to a “money” theme with a million dollars in cash delivered, one money bag after another, carried by armed guards, to a “survivor” theme with jungle effects, tiki huts and a “native”. These meetings can be a lot of fun for all involved, and often provide a graphic and copy “wallpaper” that can be carried through invitations, signage, speeches, etc.

Services

Planning

These events obviously require a little more planning over a non-themed event, but the results are often worth the effort. Each event has its own set of items to be dealt with including props, costumes, special effects, sound effects, etc.

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 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. We will often provide a variety of sound effects for a themed meeting. Of course, high quality audio for the various video elements are also included.

Video Playback –

Most meetings 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 a ballroom that may not have a ceiling quite high enough.

I-Mag –

The use of I-Mag is sometimes used in a themed meeting. Very often, the audience may be 100 feet back or more from the stage.  The ability to project an image of the presenter on a large screen can make every seat a “front row” seat. We provide the cameras, switchers, lighting and personnel to handle any I-mag needs.

Theatrical Sets/Props -

We have our own carpentry shop where various theatrical sets and props can be built. In addition, we work with several prop builders that can supply many different items.

The use of theatrical sets and props goes a long way toward supporting the meeting theme. From the minute the attendees walk into the room, they know this meeting is special.

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. The use of special lighting effects work very well when theatrical sets and props are used. This lighting can also change the entire mood of the room when say changing from a “dinner” look to a “presentation” look to an “awards” look.

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.