At Last, an Effective and Inexpensive Breakthrough in Conference Production

Delivered, Rigged and Operated anywhere in mainland England by Professional Technical Crew for only £1,950

For whatever reason, your conference is a special event that cannot be repeated. You may be rewarding your staff for their contribution to a successful trading period. Possibly, you are launching a new product or introducing new services. Perhaps it’s a management restructure you’re announcing or even a new partnership. It really makes little difference. Whatever the reason though, a well administered, effective production will reflect your company’s values.

So, for only £1,950, Roadshow now offers an the impressive Mercury Conference package including all pre-production site visits, a 48’ fully lit conference set with a 9’ screen, lectern, PA, projector and computer. We’ll even print your company logo, oversee the design of your presentations and record the proceedings onto your choice of cassette, CD or minidisk.

If you could spare a few valuable minutes while I guide you through the details of the Mercury Conference package, I’ll demonstrate clearly our commitment to providing a friendly, professional and affordable conference with a genuinely transparent price tag.

  The Formula

It really is that simple. Roadshow was conceived to provide audio visual services to perhaps the most discerning of all clients… the AV Trade! As such, there are few budgetary, logistical or time constraints that we haven’t encountered and overcome. Similarly, we recognise that most conferences, whilst making very individual and unique statements, usually follow a fairly rigid formula. So, let’s start with that formula; A conference set, lectern, screen, some microphones, a PA system, an impressive lighting rig, some printed graphics, music and of course, the ubiquitous PowerPoint presentation. It’s surprising how this basic formula can be embellished using your corporate colours and branding to create a conference that has all the hallmarks of a large budget production. Add to that two smartly dressed, attentive and knowledgeable Technicians, free delivery and installation anywhere in mainland UK, free digital photography and free audio recording of the proceedings and your conference is transformed into an enjoyable and hassle-free experience. What’s more, there’ll be no surprises when the invoice arrives!

That said, we’re certainly not inflexible. Roadshow can adapt the standard package to accommodate syndicate rooms, video production, lighting effects, more screens… or less, it’s your day, your conference. It needn’t be restricted to just one day either. Order the same comprehensive package for two days and the cost will be £3,330, three days for £4,710, four days for just £5,220 or even five days for an amazing £5,730. That’s five all-inclusive days of seamless, effortless conference production overseen by two professional, attentive and helpful Technicians for little over £5,000.

A Guided Tour…

If you’ll allow me then, I’d like to describe in some detail what you can expect from Roadshow should you decide to appoint us as your Conference Producers.

The process begins long before the day of your conference as we prepare your printed graphics panels, compile a CD of your chosen music and assist with any help you may need designing and creating your presentations. We’ll work with you to create a lighting design to reflect your company’s branding. We’ll work through the day’s agenda creating title slides, housekeeping notes and ordering the presentations into one seamless show. If there are any, we’ll discuss your additional requirements. Maybe a top table designed to match the set and furnished with a microphone for each panelist. Possibly a number of syndicate rooms each requiring PCs, projectors and screens. The venue may warrant the use of an upgraded PA system or some additional Plasma Screens for those delegates seated at the back. We really will ensure that every possible effort is made to guarantee you a stress-free conference.

When you arrive on the day of your conference, our rigging crew will already have been working hard to have everything ready for you. The first thing you’ll notice is the broad, imposing, felt-covered conference set stretching a full 48’ across the room. The tasteful blue and grey set panels are staggered to form a theatrical, three dimensional perspective. The 9’ projection screen rises well above the surrounding panels and is accentuated with a blue border. On it, you’ll see your title slide projected brightly and clearly using the latest high definition technology. All this is lit spectacularly using coloured up lighters, powerful coloured washes and textured ‘break-up’ effects to create the illusion of a large budget production. The lectern, itself housing a 17” flat screen monitor replicating the presentation on the screen behind, is lit from each side of the room to eliminate any unsightly shadows on the face of the speaker. Behind and on each side, printed graphics panels displaying your company name or conference title are brightly illuminated to strengthen your message.

   So what music do you enjoy?

Unless you specifically requested otherwise, subtle music will be playing to greet you and your guests. It might even be something you chose. Classical, orchestral, pop… your choice. It might not even be that subtle! We now use a 60Gb MP3 player containing over 5000 tracks from Air, ACDC and Atomic Kitten right through the musical spectrum to Zappa, Zero 7 and XTC! Our PA system has the capacity to accommodate the most uplifting and powerful performances. Traditionally, award ceremonies have always provided an opportunity to wind the volume up and of course, we thoroughly enjoy those moments! Even in a more serious corporate scenario, music can be used to very great effect to accompany each speaker as they walk to the lectern. This helps to keep the momentum of a spirited conference and eliminated any uncomfortable silences. It’s not always appropriate but costs nothing and may add a little professionalism to your conference.

  Introducing the crew…

Any concerns you may have had will soon evaporate as our technical crew introduce themselves. Always charming, attentive, polite and smartly dressed, they’ll work with you to methodically cover any questions or reservations you may have. We know it’s a special day for you so we really don’t want you worrying about who needs a tieclip microphone or who will administer the handheld mics during questions from the floor. We’ll discretely approach each of your guest speakers and ensure that they know exactly how to advance their slides using the remote PowerPoint device or perhaps how to return to a previous slide. Some speakers may have special requirements; a glass of water, specialist software, a specific lighting state or perhaps a small step up if they’re a little short!

On the subject of our crew, it’s no secret that whilst Roadshow is a small company with very few overheads, we enjoy a valuable legacy from our years of providing services to the AV trade. In fact, over the last four years, we have been a leading agency for technical crew throughout the country and have developed a database of over 150 professional Sound Engineers, AV Technicians and Lighting Designers! So, it’s no surprise that for our own conferences, we consistently select the very best. There are now a core group of regular crew who share the Roadshow ethic, share our values and respect our commitment to unbeatable customer service. And then there’s me! I try wherever possible to attend each conference in my capacity either as the Production Manager or simply to check that the company values are being upheld.

So, back to the tour! You’ve seen the set, you’ve heard the music and you’ve even met the crew. The presentations are loaded and checked and each speaker is already wearing a muted tieclip microphone. Your delegates are arriving and almost certainly, there’ll be at least one speaker still writing his speech! Then, on your cue, the lighting will slowly focus on the lectern, the music will subtly fade and your first speaker will loudly and clearly open the conference.

That little bit extra…

Throughout the day we’ll ensure that every word is captured clearly on your choice of audio cassette, minidisk or CD. We’ll take high quality digital photographs not only of the beautiful set emblazoned with your company branding but of your delegates and speakers enjoying the day. Then when it’s all over, these photos will be presented to you either unedited or compiled into an engaging PowerPoint presentation.

The Technicalities

Every effort has been made to reduce the pre-production and installation time. This subsequently ensures that our minimal costs are extended to you and the package is maintained at a low, affordable price. How have we done that? Well, for the technically minded, maybe I can spend some time demonstrating our attention to detail with the consistent use of the very latest multimedia devices and equipment. Everything has been designed to be installed in a fraction of the time you might normally associate with a production of this size. All the technical equipment has been packaged into two 19” engineering racks containing all the audio processing, recording media, radio mic receivers and amplifiers for a fast installation. In one, backstage, you’ll find the very capable QSC 1200Watt amplifiers and five Sennheisser UHF radio mic receivers with a powerful antennae distribution system. In the other, located on the technical desk, you’ll find all the fun stuff; MP3 player, Minidisk, Audio Cassette and CD Recorder. There’s all the processing equipment; a graphic equaliser and a combined Compressor / Noise Gate for maximum control of the audio quality.

The Hitachi 4500 ANSI Lumen Digital Projector is small enough to be installed quickly but powerful enough to project a strong, clear, high resolution image onto the projection screen. The screen and surrounding set panels dismantle neatly into surprisingly manageable modular units and the lectern, whilst housing a high resolution AOC 17” flat screen monitor, packs down into a protective canvas bag. For such a comprehensive and professional looking stage set, it really is surprising how everything can be transported in our Roadshow Transit Van and erected in less than three hours. This is just one example of how we have managed to keep the package price to an absolute minimum.

The lighting can be configured in a number of ways to suit your own specific requirements. The basic sixteen lamp package consists of six coloured Coda Uplighters placed at the foot of each set panel. These illuminate the set with a uniform wash of colour spilling out onto the ceiling and forming the foundation of your colour scheme. This is complemented by a selection of lamps located either side of the set on pre-wired bars. Each of these lighting bars supports three powerful ‘Profiles’ and two ‘Fresnels’. One Profile focused on the lectern, one on the printed graphics and the last one offering a selection of ‘Break-up Gobos’. These Gobos create subtle lighting stencil effects such as clouds, stars and slashes of colour across the set and help to enhance the overall texture. The two Fresnels can be used in a number of ways but most commonly will wash the ceiling, the floor or the set with any number of colours. They are often used to provide house lights to be faded up during questions from the floor or to pick out individual areas of interest on the floor. Each of these lighting bars is mirrored identically on the opposite side to maintain the symmetry and avoid casting any unwanted shadows.

The Lighting, sound and presentations are controlled by our technicians from a ‘front-of-house’ position. This is normally located to the side of the room with a good view of the stage and shrouded by a felt covered surround that matches the lectern and set panels. From there, the crew can clearly see when to make lighting adjustments or when to mute a microphone. They can manage the hand-held mics during questions and monitor the volume precisely. Prior to the show, our Technicians will check and format all the presentations to run in one uninterrupted sequence. Then, with everything setup up to run seamlessly, the speaker uses the clever ‘RemotePoint’ device to advance his or her own slides. The device looks like a television remote control but contains all the most commonly used PowerPoint tools. So, besides the standard forward and back slide options, the device can also be programmed at the touch of a button to launch any one of four additional programmes. It also includes all the standard mouse controls and a laser pointer making it a really handy little tool! So, whilst your speaker has total control of his or her own presentation, the PC from which it is running remains with the Technicians on the technical desk. The lectern is cleared of any clutter and our Roadshow crew maintain overall control of the proceedings should a speaker fail to turn up or decide to abort a chunk of the presentation to catch up on lost time. We’ve tried a number of different formats and can honestly say that this really is the most effective and professional solution we’ve come across.

Seminars, Sales Meetings, Public Forums, AGM’s, Awards….

Sounds pretty special doesn’t it?! But whilst the conference I’ve just described is certainly perfect for any high profile event, surely at only £1,950, even your regular marketing seminars or sales meetings could be transformed.

Our Guarantee

Interested? Give me a call today on 01428 727795 to arrange a site visit or just to chat in a little more detail about your own specific requirements. If you’ve got an event in mind and you’re reluctant to consider dispensing with your current audio-visual supplier, I will offer you a staggering promise; Order our standard conference package and if you’re not entirely satisfied with your conference or if we disappoint you in any way at all on the day, I’ll rip up the invoice!