January 2021 Partner Content 13
The client requested that we used Zoom due to the usability of the platform and to delegates familiarity of the system . The conference agenda consisted of 14 hours of content with a mix of both plenary , panel discussions and breakout rooms to accommodate 800 delegates from across the UK . Presenters for the event were a mix of UK and international .
We managed all the video content , graphics and presentations and supplied banner stands for the backdrop for over 20 speakers along with microphones and lighting sets where needed to help with the look and quality of the streaming . Before the conference , we also took charge for all the pre-contributor testing which considered connectivity , framing , lighting and sound quality .
Our team co-ordinated multiple speakers , managed admittance , delivered Q & A ’ s and polling . During each coffee / lunch breaks we delivered 15 sponsor videos on loop . Everything was handled directly by our technicians from our Reading base through a mix of apps and streaming .
The main sessions broke out into interactive workshops three times and we made test calls with the presenters before the breakout rooms started allowing us to check the presenter set-up – managing pre-roll videos for each session with additional sponsor videos .
Post event , we edited the presentations and video recordings from each session to include the presentations in a picture in picture screen format . These were then uploaded on the clients streaming website and were available to purchase as a secondary add-on .
An events manager on the organising team said : “ It was great working with the Visions team who helped us deliver a truly engaging experience for our delegates . From the initial planning stages to the event delivery , they worked closely with us to make this event happen . It was our first virtual conference , and the team supported us at every stage and made the challenges of moving the event online a breeze .”
CASE STUDY 3
TYPE OF EVENT : CONFERENCE HYBRID OR FULLY ONLINE : HYBRID STUDIO FOR PRESENTERS – ALL DELEGATES ONLINE DATE RUN : SEPTEMBER AND OCTOBER 2020 CLIENT NAME : SOCIAL JUSTICE CONFERENCE REGISTRATIONS : 150 ACTUAL ATTENDEES : 100 PLATFORM USED : MICROSOFT TEAMS LIVE
As the official AV supplier to the venue , we work on numerous events throughout the year . This event was delivered on Microsoft Teams Live platform to comply with safeguarding and data protection regulations with it being an educational setting . The event involved a mixture of live
recording and pre-recorded sessions . One of the more challenging parts of the conference was a panel discussion with members of a charity supporting Refugees in Calais . We needed to link the founder of the organisation , the live host at the venue and the Calais warehouse where four volunteers engaged while social distanced with busy warehouse function still operational . The six were linked and an interesting panel discussion took place successfully . VT films and remote presenters were able to be shown in the room which allowed the live presenters to both view these sessions and enabled them to deliver Q & A sections to remote presenters without any delay and audio feedback . The client said : “ Thank you for your time , expertise and enthusiasm on Friday . We could not have delivered this event without your help .”