Touring Sales Events

Overview -

Touring sales events for our clients are often an annual meeting and are presented to their dealers or distributors. For our clients, these meetings have basically been an identical meeting held in hotel meeting rooms with the presenters and us travelling from city to city.

Services –

Planning

Usually our client has chosen the time 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. The logistics for a cross country tour is often one of the most difficult aspects. Travel times, meeting room access times, loading dock/truck parking, on-site electrical power arrangements, etc must all be handled properly. 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 the 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 sound system is utilized. We normally provide music for walk-in/walk-out as well as any lunches or dinners that may be planned. Of course, high quality audio for the various video elements are also included.

Video Playback –

Most touring sales events 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 meeting room that may not have a ceiling quite high enough.

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 takes the meeting “up a notch”. From the minute the attendees walk into the room, they know this meeting is special. The set can support a theme or it can simply be a cool look. Either way, it helps make the meeting make a lasting impression.

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 are used.