Production Services for Conferences and Events

June 13, 2012 // Production Services

Going Beyond AV – Is your Production Services Team a True Partner?

In today’s age, the technology we use is complicated and can make or break your conference or event. From sound, lighting, audience response and more, your stage production needs can be complex. But, is your production maximizing your brand exposure and audience engagement?

The key to success is not simply ensuring that all your audio/visual technology works, but rather, partnering with a firm that understands your goals, objectives and your audience. The right partner will know how to help you make the most of your stage production from start to finish. From video creation and editing, speech writing and hiring talent to the integration of your company brand and conference theme into your stage production, it is crucial that your partner is truly that – a partner in your event.

And, the first step in creating that success is sitting down with the major stakeholders and understanding their vision. Although it is common for initial meetings with a production or AV company to focus more on the nuts and bolts of the event, it’s critical to really comprehend the objectives and key messages to be delivered as well as understand your company’s brand and/or conference theme. Such a discussion assures the design and layout of the room, number of screens, design of the stage, presentation timing and cues and more all integrate to clearly deliver your message via the best method for your audience.

Two key elements for ensuring a strategic stage solution and agreed vision of the event is the creation of a Computer Aided Design (CAD) drawing and room layout. A CAD drawing or stage rendering will provide a snapshot of the stage design and branding quality. The layout will incorporate all elements into the proposed venue space including all tables, chairs, staging and more to be sure everything fits in the room. It also ensures that there is plenty of room for aisles and clear views of the stage/speaker from any seat in the room. When you add lighting enhancements and a trend toward developing an ambiance to set the event mood, it becomes even more important to visualize all components of the program prior to any execution of the logistics.

Such a plan provides an opportunity for the entire team to visualize the stage, camera shots, lighting, transition cues and more. While most AV companies attempt to provide such a service, at metroConnections, we like to take the ambiance one step further by embracing branding elements. Company names and logos can be splashed onto the flooring and walls using decals and customized lighting elements. Furniture, such as cocktail tables, chairs and refreshment bars are constructed into identifiable pieces by incorporating branded insignia. After all, the success of your event goes well beyond the technology working and good lighting. Rather, did you deliver on your brand and support your theme?
Speaker management is also an essential service your production services partner should provide for you. Such services should go beyond sound checks and uploading presentations to actually rehearsing presentations with each speaker to synchronize timing, lighting, technology, cues and other factors to create a seamless and flawless production. This allows speakers, from seasoned executives to novice presenters, to benefit greatly by understanding the room and its dynamics.

A member of the team since 2005, Mindy McReynolds has expertise in events, production and speaker management. In her current role as Director, Production Services, she is responsible for all stage production related programs for metroConnections. With a degree from California State University, Northridge, she has more than 10 years of experience in the industry. Other positions at metroConnections include Production Coordinator, Show Manager and Speaker Manager.