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Conference and awards roadshow for Arena

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Project Details

Client:Arena International Events Group

Account Manager:Shane Thurston

Project Manager:Adam Gray

Venue:Villa Kennedy, Frankfurt and Sofitel, Munich Bayerpost

2910
KG equipment weight per event
2360
Miles traveled
8
pitstops
2
Days travel

1. THE BRIEF

Perception produced two conference and awards show for Arena International. These shows were within the EU, incorporating Project Management, Event Services, AV Equipment and Logistics. The locations were on opposite sides of Germany. The first was in Villa Kennedy in Frankfurt and then Sofitel in Munich Bayerpost.

2. THE PREFACE

Our Account Manager, Shane, prepared an event timeline with contingency for the travel. The team have used EuroTunnel before to travel into the EU. We therefore understand the weather in the Channel can delay all freight.

We had to consider the vehicle weight. It was essential to ensure that it was within the weight tolerance range. As per our system each individual piece of kit was already weighed before loading.

The route to Calais, involved 2 technicians sharing the return journeys of 950 miles and 1400 miles.

The client was integral to all our plans as we could not attend site visits. We communicated with venues for room plans, measurements, power onsite and loading facilities.

3. THE EVENT

Perception provides audio-visual services to Arena International for over 20 conferences per year. 5 of these are outside of the UK. We have worked with Arena for some time and create packages to suit their requirements. Their needs vary from venue and location to meeting types and financial remit. Perception was the number 1 option for these event services.

Both events had a similar agenda for the event. A daytime conference led into an evening awards dinner. Munich was a Motor Theme for Europe Conference & Awards. Frankfurt was a Financial Theme for Germany Conference & Awards.

We supplied generic and intelligent lighting to create a conference rig. We then created a secondary state for the evening.This gave a unique feel for each venue. Robe and Avolite were the choice for this.

For audio, the d&b System, digital desk and Digital Sennheiser Mic System gave options for all presenters, playback, stings and VOG.

Projection was a 12k rig with full seamless Barco Control, networked.

4. THE FEEDBACK

Adam Gray got great compliments from the client onsite for his project manager role.

The events ran smoothly due to preparation, travel and set-up of the Conference as well as the Awards Show. The client was ecstatic with the quality of the AV services provided. We are currently arranging three more events this year. There are also pending conferences in Switzerland, Spain and Czechia.



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