Conference Production in Fort Lauderdale

Known as the Venice of America, Fort Lauderdale on Florida’s south east coast provided a stunning location for a two-day conference production for our pharmaceutical client. 

The Production People were invited to produce the two-day conference at The Renaissance Fort Lauderdale Marina Hotel. Nestled in the vibrant yachting district and within close proximity to Fort Lauderdale International Airport, the luxury hotel was suitably situated for welcoming delegates from all over the U.S. and overseas.

The Brief

Our role was to provide a professional set, stage, lighting and AV package with live streaming to engage the live delegates and virtual audience, as well as support the speakers when presenting their research. To ensure we could meet the client’s expectations and guarantee a smooth operation during the live event, we scrupulously plan and prepare in advance. This is especially essential for international events.

Preparing for the conference production with a site recce

We approach every event and conference production with a strict preparation process, which begins with a client brief and site recce. 

When it comes to international event production, its essential we begin the project with as much information as possible. First, we explore client’s specific requirements, then we move on to the venue. 

A site recce will always tell us information that can have a critical impact on the event build and production. For example, we look at the access to the venue and decipher if there are any restrictions for delivering the kit and set to site. Restrictions can include parking, stairwells, lifts, low level ceilings and doors, narrow corridors etc. 

For the conference production in Fort Lauderdale, we carried out a site recce with our US technical event production partners. 

Of the hotel’s 13 event rooms, it was decided that the conference would take place in the Atlantic Ballroom. The 3784 sqft event space would comfortably accommodate 100 delegates, set and stage, with space for our technical operation at the rear of the room.

TPP’s US Conference Production Partners

TPP is a UK-based technical production company, but we provide conference production for clients worldwide with the support of our international AV partners. 

Having forged close relationships with AV suppliers and crew, we can assure our clients that we remain compliant with regulations in each territory. This is especially important in the US, where strict unions protect the job security of American workers – something we respect and adhere to here at TPP. 

For UK and European events, using our own crew and kit is most cost effective. However, when it comes to long haul events, using local suppliers and crew not only ensures we respect the regulations in each territory, but it can keep production costs down.

The Conference Production AV Specification

In the US, the cost of AV is higher than many other regions worldwide. Therefore, on this occasion, we had to scale back the AV specification and set design to meet the budget. 

In the first instance, to cut build and rental costs we replaced the traditional rigid set panels with a pipe and drape backdrop. The set’s centre piece was a large screen for the presentation.

At floor level, we lit the drapes and ceiling with LED uplighters. The low-level stage was furnished with a perspex lectern and seating for the guest panel. 

On the stage floor, we positioned a comfort monitor to display the presentation. This helps those on stage remain focussed on engaging the audience, while being able to quickly view the presentation.

To complete the technical production package, we provided room speakers and PA systems for the presenters and panel, which was controlled by a Yamaha QL5 sound desk.

Conference Video Production and Streaming

Conference video production is a staple part of TPP’s technical production services. On this occasion, we provided video and streaming solutions for two presenters and a range of delegates who were dialling in to the conference remotely.

We used Zoom’s virtual event platform for the presentations and live Q&A session. The platform enabled the delegates in the room and dialling in remotely to ask direct questions to the panel (in the room and virtual).

To deliver the virtual event package via Zoom we specified:

• 3 x Blackmagic URSA Broadcast G2 cameras
• Blackmagic ATEM 2M/E Constellation c/w Broadcast Panel for video and camera switching
• AJA Ki Pro GO video recorder and player

Final Thoughts

We were delighted to deliver yet another successful conference production in the US for our pharmaceutical client. The event ran smoothly, and the client was very pleased we were able to meet their budget, yet still provide a professional production.

If you require conference production with professional technical and AV support, please get in touch.