When you’re planning a corporate event, it’s important to use the right AV technologies to get the best event experience. After all, you’re taking the time to develop the right content for your presentations – and you want that to shine through to your audience. Using the right AV services can improve your event tenfold.
Professional event production companies and their partners can help make this easier to design and will take the guesswork out of the audio visual (AV) production process.
AV Production for Corporate Conferences
Throughout the event planning process, the majority of the AV design will revolve around your venue and the number of attendees. Planning for small corporate meetings is often more cut-and-dry since it’s easier to use in-house AV services and basic staging options. But as you move into corporate conferences with more attendees, the larger the space, the larger your audio visual checklist will be. You’ll need more screens, more speakers, more microphones, and more lighting to ensure that the visual experience is top-notch for every attendee in the room.
What AV Equipment Do I Need For My Corporate Event?
For corporate conferences, here is a checklist of basic AV equipment you need to consider:
- Microphones
- Projectors
- Screens
- Podium
- Lighting
- Video cameras
- Laptops
- Sound system
- Audio mixer
Outside of the equipment, it’s important to have the right operators – including audio engineers, video engineers, and lighting designers – that can operate and manage the equipment as well as troubleshoot any technical issues on-site. Your AV team will also ensure that there is suitable, accessible power in the venue for the AV production you’ll need in the space.
PRO TIP: If you’re live streaming your corporate conference, you will also need to consider the internet capabilities and accessibility in the venue. Not all internet connections are created equal. In some instances, venues may charge for additional bandwidth or more powerful internet connections. It’s important to be aware of the costs associated with the connection necessary for your attendees virtually. Leave no attendee behind — in-person or online!
Corporate Event Production Case Studies for Companies Nationwide
Wired Production Group specializes in video and event production services for clients ranging from small-scale meetings in a hotel ballroom for 50 attendees to large-scale corporate conferences hosting thousands. From live streaming to content management to stage design to custom LED technology, Wired Production Group has served clients in the aerospace engineering industry across 14 states and three countries.
Client: Raytheon Technologies Operations & Supply Chain Conference
In January, Wired Production Group traveled to Fernandina Beach, FL, to provide event production support to Raytheon Technologies for the two-day Operations and Supply Chain Conference in collaboration with Events by JT.
Prior to the event, Wired Production Group worked closely with the venue to determine the best room design and AV layout – one that would allow all attendees to be engaged at the event. This included staging, custom lighting to complement the event design, round seating for 140 attendees, and two projection screens in the general session event space for the best visual experience.
In addition to the general session, Wired Production Group provided AV support, including staging, screens, and audio services, in six breakout sessions. All event spaces were lit with the Raytheon brand colors and offered a casual, yet professional feel for attendees.
Client: Collins Aerospace Leadership Forum
Wired Production Group has provided event and video production services to Collins Aerospace since the early 1990s. In partnership with Events by JT, Wired Production Group traveled to Charlotte, NC, to produce the Collins Aerospace Leader Forum. The WPG semi traveled approximately 1,000 miles in each direction to support the event.
The AV on-site event production included two audio engineers, two video engineers, one LED technician, one lighting designer, and one technical director from the WPG team. The crew of seven set and managed the general session, multiple breakout sessions, and a vendor product showcase during the two-day event.
In preparation for the 400 guests in attendance at the event, we worked with Events by JT to manage the run of show and the content that would be displayed on the LED video wall backdrop and projection screens in the general session. All of the voice of gods recordings (VOGs), speaker introductions, and other visuals were designed by our Director of Photography and Creative Producer, Josh Busche, and Sr. Editor and Videographer, Eric Freese.
One of the favorite visuals designed to enhance the attendee experience was a special “breathe break” video that was played throughout the sessions.
The theme of the event was “Accelerate.” The opening night was a special night because the welcome reception led to an off-site tour of the NASCAR Hall of Fame.
The welcome area in the venue included registration and a three-sided TV surround that played content showcasing many of the featured topics of the event.
The vendor product showcase was a special part of the event. The showcase let attendees explore each of the seven rooms in 15–minute increments. Each room was set up with product demonstrations. To keep the flow of the showcase moving along, attendees were wearing LED bracelets that lit up when it was time to move to the next room and continue exploring. The on-site lighting designer managed this part of the event with the client.
Client: Raytheon Technologies Supplier Forum
Raytheon Technologies scheduled its annual RTX Supplier Forum for April 2023. This event brought together 70 of the top suppliers and members of the RTX Supply Chain team. Wired Production Group provided event production support for the general session each day and AV support for the breakfast meeting.
This event required one audio engineer, one video engineer, one lighting designer, and one AV technician in addition to coordinating local stagehand labor. Events by JT managed all content and scheduling for Raytheon Technologies.
The unique part of this event was the cross-load between shows because the gear and crew were moving from another east coast event directly to this event. This cross-load opportunity provided a special situation where transportation costs were significantly less for the client, due to the travel logistics.
Now, it’s not always possible to coordinate logistics like this, but when shows are back-to-back in the same venue or at nearby locations, it often provides cost-saving benefits to clients.
Why Work with Wired Production Group?
“I’ve had the great pleasure and opportunity to partner with Wired Production Group on several events and I consistently find the entire team to be creative and hard-working, while keeping all the details moving and offering great value. Looking forward to many more partnership opportunities.” – John Touchette, Events by JT
The team at Wired Production Group wants each and every event and video production to be a complete success for you. We offer you expertise in lighting, audio, staging, LED, and video production services with an experienced staff to complement every type of event possible. Contact Wired Production Group to learn more about event and video production services available to you and your organization.