Dublin, provided a vibrant and accessible backdrop for this one-day international conference. Known for its charm, hospitality, and excellent transport links, the city is a prime destination for hosting events that bring together delegates from across Europe.

The conference was held at Dublin’s largest conference venue, the Clayton Hotel, which hosts up to 1,200 delegates with 25 supporting meeting rooms.

Centrally located, just 30-minutes from Dublin International Airport and 15-minute walk from St. Stephen’s Green gate, the venue provided a professional and comfortable space for the 120 delegates, who travelled from the UK, Spain, Germany, the Netherlands and from native Ireland.

Conference Production and Set Design Dublin

The conference set design in Dublin was planned to deliver a fully furnished and branded stage with associated AV, lighting design and keynote speaker aids. 

As a specialist event production company, our brief was to create a setup that would enhance engagement and professionalism, ensuring all visuals and sound were clear and immersive for the audience. The technical production required state-of-the-art audio systems, coupled with dynamic lighting tailored to the event’s theme and brand.

The set was designed to include

• Panasonic RZ970 projectors for twin-screen rear projection, supplemented by Chauvet Rogue R2 LED washes to enhance lighting.
• Dell Alienware Laptops: known for high performance, these laptops are often used in event settings for managing demanding multimedia tasks and live-streaming capabilities. 
• Digital Lectern: equipped with a digital interface, this lectern allows speakers to interact seamlessly with visual content, control presentations, and display notes directly from the podium. It modernises the presentation experience, making it easier for speakers to engage with their audience.
• SpotOn Annotation System: this system allows presenters to annotate directly onto the display screen in real-time, perfect for interactive sessions. It’s particularly useful in training sessions and workshops that require live illustration or highlighting of information.
• Speakers and Yamaha QL1 Audio Desk: these professional-grade audio components provide clear, powerful sound suitable for large venues. 
• Sennheiser Radio Microphones: Wireless and highly reliable, these microphones are excellent for roaming speakers, panel discussions, and audience Q&A sessions.
• Avolites Tiger Touch Lighting Desk: this lighting control desk allows precise control over event lighting setups and is valuable for creating dynamic lighting effects.
• Martin ELP CE LED Profiles: these LED profile lights are energy-efficient and versatile, providing precise spotlighting on speakers or set pieces. Their colour consistency and flexibility make them ideal for creating mood and focus in the event space.

Conference Setup and Build Dublin

The setup was completed within a single day, facilitated by a skilled 10-person crew. While the initial plan included breakout areas and a larger scope, last-minute changes scaled the event back, making the setup smoother and more relaxed.

The venue’s low weight limit on rigging points required careful adjustments by the team, particularly in managing the truss and lights. This challenge was navigated successfully, ensuring safety and functionality without compromising the overall design.

Flexibility in Production Set Up

A sudden reduction to the event’s scale just two weeks prior created logistical challenges, including adjustments to the ATA Carnet. Despite this, the team’s flexibility in planning meant we adapted quickly to the adjusted format, proceeding without any issues despite the changes to specification. 

Final Thoughts

This project highlighted the importance of adaptability in conference production. By anticipating potential issues and maintaining clear communication with the venue and client, TPP delivered a polished, professional setup that met the revised needs of the event. Dublin proved to be an excellent location, combining accessible facilities with the charm and warmth needed for a successful international conference.