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Events | Video | Case Studies
The Event
Prudential Retirement Services “Super Saturday” – New Jersey and Pennsylvania
The Challenges
Satellite uplinks – 2-way video, 2-way audio
Remote sites
VERY short lead time
Multiple internal and external players with no direction
Production vendors already contracted
The Analysis
This meeting was held on a Saturday. Employees were asked to come in for a motivational half-day meeting to talk about the status of the company. Half the employees worked in New Jersey, and half were in the company’s facility in Pennsylvania. Rather than inconvenience any one group by bussing them, the client decided on a satellite uplink.
The Satellite and Video Company was already booked, and they provided a production truck complete with a director, graphics, cameras, videotape and audio support. Also, a generator truck and a satellite truck were booked.
Unfortunately, when the client booked the production truck, they thought the event was “under control.” When we came into this meeting, it became apparent that just the video production was under control, the management of the event itself was not addressed. No staging, no lighting, no audio support for the venue, no schedule of events was created, no satellite test time/rehearsal time was scheduled.
Clearly, what was needed here was Production Management. We sat with the marketing folks and the meeting planners to create a viable strategy to get us all through the event.
After reviewing what was ordered, we augmented that with equipment and expertise.
The New Jersey site was pretty traditional. We used pipe and drape, and created a stage for the executives to speak to the live audience in NJ. There, we rigged lighting, audio and provided speaker support slides, and that’s where the main production trucks were parked.
Pennsylvania was a little more challenging. We were basically using the cafeteria to stage a video event. One entire wall was windows, and the ceilings were 9 feet tall.
I sent a second unit there, complete with a producer, to oversee that location. We were connected with them via phone lines, so we could talk back and forth. Lighting was difficult, because of the low ceilings. We needed to drape the entire wall of windows so the attendees could see the video monitors. The venue was extremely tight, but everyone was cozy and eager to make it work.
We did a content/technical rehearsal two hours before the actual show, as the 2 executives who were going to hold this show together had limited experience with this technology. It takes a lot of practice to be able to go back and forth on satellite feeds. TV networks make it look easy, but they have permanent facilities, and do it everyday. Corporate executives need to practice.
The Outcome
All the technology and people worked and played together flawlessly. Audio, which is the usual challenge with satellite events, was perfect. If people don’t notice the audio, that means it’s good.
The event was a success because there was a plan, and because of everyone’s ability to come together and focus on the goal – flawless production.
© 2010 Moonfish Production, Ltd.
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