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A conference and award ceremony at Celtic Manor for a UK company and their 500 staff.

In 2017 the event was held at the Celtic Manor hotel in the Caernarfron Suite. The BBC’s Naga Munchetty hosted the conference and had a frank discussion with CEO and Regional MD’s in quick fire round of questions.

Brief

Our client, the event management company for the event asked us to design a creative AV concept that would engage the 500 strong audience.

The AV scheme needed to suit both a daytime conference and evening gala dinner/awards ceremony.

Solution

The Caernarfon Suite was divided into three sections:

  • A 5oo seater conference space
  • A breakout room for 200 delegates
  • A 500 seater Gala Dinner and Awards Ceremony space

In order to help our client visualise the final product we produced scaled CAD drawings of the venue, event concepts and 3D Visuals of technology stage sets. The plans created were then submitted to the venue as well as the client to ensure the 5 tonnes of flown equipment was signed off and met H&S CDM requirements of the venue.

The concept we designed was to create three separate spaces within the one area of the venue for two separate conferences, then during the evening event the venue would open to one large space for an awards and party.

With the two conferences running simultaneously and then the reveal for the awards evening, we designed both conference spaces to have dual purpose lighting and projection equipment. With budget in mind we used moving head to highlight the stage and presentation areas in the conference environments and during the evening part and awards the lighting was used to create atmosphere and an high energy feel to the party.

BBC Naga Munchetty was hosting the opening plenary and fire side chats with the CEO and Directors. Sofas were chosen to create an informal setting and live camera relay was used to allow the 500 strong audience to view the interview sessions. It was important to also remain on brand and using picture in picture technology the content was designed to allow the corporate branding at the same time as the camera relay on the screen. The camera system was wireless to ensure the important creative and walk up shots for the evening awards.

The evening awards section comprised of a ‘Brit Style’ event with whole of the room being utilised. We designed the stage to be in the round with a 12m circular truss and 3 tonnes of LED screen, lighting and line array. Content was produced for the circular LED screen and to invite nominees and winners to the stage, whilst the two 21SQM projection surface provided HD content and live camera feeds to add to the buzz of the event. The evening entertainment was a DJ from Amsterdam, we created content to play on the LED screen and also the HD projection surfaces to provide a different ambience during the party.

Equipment we provided:

  • Circular Truss
  • Pixel Mesh LED
  • Hippotiser Media Server
  • Two 21K ansi lumen HD projectors
  • HD seamless switching with picture in picture technology
  • Line Array
  • 36 moving heads fixtures
  • 2 Starcloths
  • All rigging

Delivery

Our production team met with the client on a variety of occasions both at the clients offices and onsite at the venue The basis of these meetings built the foundation of our production schedules and ensured that all timings were met and communicated efficiently to the client and operations team.

Onsite the Showcase Project Manager staggered the installation of the event across the 12 hour window. We were acutely aware of the tight timeframes and venue costs, we put in the place a project plan strategy to insure the event and client were not compromised. We were thrilled to complete the installation ahead of schedule for rehearsals and venue clear with 4 hours on derig.