Conference ProductionLisbon |
Location:
Lisbon
Event:
Conference
Service:
Set, Stage, Lighting Design, AV & Video
The vibrant city of Lisbon was the meeting place for a one-day conference that welcomed 40 delegates from Spain, Germany, Poland, Israel and native Portugal.
Our venue for the event was The Eurostar Universal Lisboa Hotel, where we occupied the Alfama II conference suite and small breakout rooms.
As a standard venue the space accommodates 120 in banqueting style seating. However, the conference production in Lisbon did not demand such a large capacity. Instead, we utilised the 308sqm floor space to install a full set and stage and technical production desk.
The Brief
Our original brief for the Lisbon conference was to produce a large set and stage that could occupy the keynote speaker and three guest panel. They would also required:
- Lighting
- Floor mounted rigging stands
- Screens
- PA system
- Comfort monitors
- Stage furnishings
The Production People were responsible for supplying the kit and shipping it to Lisbon. This is an arrangement that we favour and is the preference of our clients, as it means the kit is assured to work and perform properly when we reach site.
When you only have one day to build, there is no time to source emergency kit, so we will always provide our own equipment for events in Europe and the UK. However, when we produce conferences further afield, we use our technical partners worldwide, who uphold the same high standards, so it’s never an issue for our international operation.
You can read more about our services for international events here.
Accommodating a Last-Minute Request for Video Production
As part of the technical production prep for an international conference, we ensure all the equipment to be shipped is included in the ATA Carnet application. This is the document that allows the temporary transportation of goods through customs at each border.
Just three days before submitting the ATA Carnet we were asked to provide a video production package to the event’s technical specification. As the proactive tech team that our clients have come accustomed to, we gladly rose to the challenge. We transformed the event into a hybrid conference in 3 days, specifying the video production package required with high quality kit.
One Day Conference Build
We had one day to complete the conference build. Having carried out a site recce in advance, we understood the room dimensions and the challenges presented by the access routes, which allowed us to plan for suitable crew numbers.
The venue posed several challenges; from a lack of detailed room plans, to the 3rd floor location of the conference suite. Loading the equipment via the small lift that could accommodate only one flight case at a time was by far our biggest hurdle. We had to use the lift and the emergency staircase to access the room, which meant we could only transport one flight case at a time.
Knowing this set back in advance was critical as it enabled us to increase the crew numbers. We added an extra carpenter to our crew, who worked with the local team to build the set and stage.
The Conference Production Lisbon
The Conference Production in Lisbon was designed to deliver a fully furnished and branded set and stage with associated AV, lighting design and keynote speaker aids.
Being a hybrid conference, it had to look good in person and on camera, so we designed a set to include:
- Two large screens on either side for the presentation
- Large central logo. Please note, we have removed all branding from the images for client confidentiality.
- LED uplighters lit the set panels
- Additional lighting on floor mount stands evenly lit the keynote speaker and panel on stage.
We positioned hot head cameras throughout the room, which we could switch between for different angles as we filmed the event for the online audience.
In the small breakout room, we provided a basic AV and video package.
Final Thoughts
In reflection, the conference production Lisbon was a great success. However, the venue access restrictions could have been a major issue had we not carried out a thorough site survey in advance. It goes to show how vital an in-person recce is to any event, but especially one with a limited build time.
Extensive planning and preparation are important to us and we pride ourselves on delivering conferences that run seamlessly without technical issues. So, if you are looking for a professional conference production partner, please contact to our team today.