Barcelona, a vibrant and historic city on the Mediterranean coast, was the venue for this one-day conference that welcomed 95 delegates from its host country Spain, as well as Italy, France, Germany and the United Kingdom. 

Our venue for the event was the Renaissance Barcelona Fira Hotel, where we occupied the EUROPA conference suite, and FIRA breakout rooms. 

The main space accommodates up to 690 delegates. However, the conference production in Barcelona did not demand such a large capacity. Instead, we utilised the floor space to install a full set, stage and technical production desk.

The Brief

Our client, wanted to create a large set complete with a full-width video wall to share key information, plus staging to host the keynote speaker and five person guest panel. 

To meet the clients desired outcome, we also identified the following requirements:

• Lighting
• Floor mounted rigging stands 
• Screens
• PA system 
• Comfort monitors 
• Stage furnishings
• Digital Lectern
• Annotation System

The Production People (TPP) were responsible for supplying the technical production kit and the transport logistics to Barcelona. Using our own kit for European events means our team and the client can be rest assured that it has been tested and prepped in house by our own team to our high standards.  This way we reduce any risk of technical failures and guarantee a high specification and performance when we reach the site. 

For our international events operation, we work alongside our global technical partners to ensure our high standards are consistently delivered for our international operation. 

You can read more about our services for international events here.

The Venue

Conveniently located in Barcelona’s Plaza Europa Square, the Renaissance Barcelona Fira Hotel comprises two 110 metre towers joined by a spectacular panoramic restaurant and a terrace-vantage point with views over the city.

Conference Set Stage & Build Barcelona

Having worked with this venue several times, the team were aware of the load-in and de-rig challenges of this uniquely designed space, allowing us to plan for sufficient crew numbers without undertaking a site visit. Using our existing knowledge, we could confidently plan for the challenging load-in, which involved transferring the flightcases and truss from an underground car park and using lifts to access the main room. 

While the load-in is a challenge under normal circumstances, on this occasion the lift that we were reliant on in the past was faulty. Therefore the kit had to be unloaded via the lorry access ramp, which added three hours to our typical load-in time of two hours. 

Having been in regular communication with the venue, we anticipated the load-in challenges and were able to increase our crew numbers for building  the set and stage the day before the event.

The Conference Production and Set Design Barcelona

The conference set design in Barcelona 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 seamless integration of large-scale LED screens, state-of-the-art audio systems, and dynamic lighting tailored to the event’s theme and brand.

With a striking full stage-width high-resolution LED screen installed as the centre point of the room, our client was able to create a fully dynamic, interactive learning experience. The set was also designed to include:

• Blackmagic Atem 2 M/E Production Studio 4K Vision Mixer: This advanced vision mixer allows seamless switching between video sources, supporting 4K video for ultra-high-definition production. 

• Dell Alienware Laptops: Known for high performance, these laptops are often used in event settings for managing demanding multimedia tasks and live-streaming capabilities. Their robust processing power and graphics are particularly useful for VR displays, real-time analytics, and handling complex presentation software.

• 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 that enhance the event’s atmosphere.

• 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. 

In the small breakout room, we also provided a basic AV and video package.

Final Thoughts

On reflection, the conference production and set design in Barcelona 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. Having a working knowledge of this venue also helped us to minimise our on-the-day challenges, and despite a faulty lift the project was delivered as planned.

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 our team today.