Once awarded the contract, our in-house design team refined the conference stage set and audio visual designs for each of the 8 spaces which included a plenary room, 2 drinks receptions, an after party, a reception area and three breakout rooms.
The Adlib project team met regularly with WSO2 and Victoria Park Plaza both on site in London and via conference call to refine the details of the conference and create the final production schedule, plans, health & safety documentation and cue lists. This included adjusting to a significantly reduced derig time of just 1.5 hours at the last minute due to another incoming conference.
Adlib has an exceptional track record of delivering conference audio visual and production requirements for high-quality events at short notice. WSO2Con EU 2015 was delivered on 2 weeks’ notice. This included the construction of a 24 metre wide custom conference stage set and the scheduling of over 30 audio visual technicians.
Conference Stage Set
By working closely with the client’s in-house event management team Adlib was able to create a custom stage set design that was based on the event branding. This included a multi-layered 3D design for the main conference space in Victoria 1 + 2 that could be easily divided by a temporary wall which was closed to divide this area into two separate rooms during the smaller breakout sessions.
In the reception area, a large printed banner was installed in a truss surround along with printed backdrops for each of the exhibitors whilst smaller printed panels were installed to brand each of the breakout rooms.
Audio Visual Hire
Adlib supplied all of the audio visual requirements for the event including audio, lighting, video, recording, projection and sound equipment from our own hire stock.
The largest of the spaces incorporated a 24 metre wide dual screen, 3D conference stage set which was fully branded with printed graphics and a large 3D logo in the centre. This was complemented by a pair of modern acrylic lecterns and high-impact lighting. All of the sessions were recorded (both audio and video).
The stage and set was designed to allow a partition wall to be closed during the lunch break to separate the room into two for the smaller afternoon sessions. This created additional complexities in terms of the sound, lighting and video system designs which were required to work as a whole for the morning presentations and then as two separate systems during the afternoon. Some careful design allowed this to work seamlessly and within the tight tun around time of around 40 minutes during the lunch break.
Break out Rooms
In addition to the main plenary sessions, there were a number of workshop tracks that ran simultaneously in a total of 5 rooms. In each space, Adlib provided a small conference sound system, projector, screen, stage lighting and a camera to record the presentations
For the conference reception area, Adlib supplied a large printed banner in a truss surround, moving lighting effects and ambient lighting from a combination of wired and wireless up lighters. This was complemented by colour matched furniture. the reception led to a small exhibition area where Adlib supplied audio visual equipment for the exhibitors including plasma screens and sound along with printed booths.
For the after party we provided a triangular stage with a creative lighting design for the function band. With the schedule being brought forward for the start of the after-party our lighting technicians programmed the lighting system in less than 30 minutes and pulled off a stunning show.