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Tag: Corporate Events

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June Recap 2023

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June Recap 2023.

We have been looking back at the busy month of June and specifically a popular single week of events. Over the course of the week, we undertook 7 events including a series of video shoots spanning 5 different countries.

See below for a breakdown of where we have been and what we have been up to.

Hybrid IM.

Date: 12th June 2023
Location: Frankfurt, Germany
Overview: 1-day Hybrid Investigator Meeting
Audience: 50 In-House and 50 Online Audience

We used a standard frameset setup for this meeting with re-useable branded graphics. This meeting was for both a small on-site audience and a wider virtual audience. To ensure everyone could ask questions we used our custom-built question submission app. This allowed the presenters to view and manage all the audience questions in one place, via a tablet.

Hybrid IM.

Date: 13th – 14th June 2023
Location: Madrid, Spain
Overview: 2-day Hybrid Investigator Meeting, with interactive polling, question submission, video playback and 12 remote presenters
Audience: 85 In-House and 40 Online Audience

We used a standard frameset setup for this meeting with re-useable branded graphics. This meeting was for both a small on-site audience and a larger virtual audience. We used online voting and question submission so both the in-house and online audiences could feel included. This meeting also had a large number of remote presenters which we managed from our webcast suite in our UK office.

Hybrid IM.

Date: 14th – 16th June 2023
Location: Madrid, Spain
Overview: 3-day Hybrid Investigator Meeting, with interactive polling, question submission and interactive workshops
Audience: 130 In-House and 130 Online Audience

The smaller CRA room had our standard frameset setup with re-useable branded graphics. The larger IM room had a large dual-screen custom stage set. On the 1st day, the on-site audience split into smaller discussion groups for a workshop session. We also split the online audience into smaller workshop groups. At the end of the session, everyone returned to hear feedback from both the on-site and online audience.

Ad Board.

Date: 14th – 15th June 2023
Location: Milan, Italy
Overview: Ad Board
Audience: 20 attendees In-House and 15 Online Audience

This Ad Board meeting utilised the remote cameras we have on our hire stock due to the limited venue room size. These cameras allowed our technicians to sit out of sight controlling the cameras from a distance, whilst still streaming live to the virtual audience.

During this project, we experienced unfortunate travel issues with cancelled and re-scheduled flights. Working with the options available to us, QAV were proud to be able to deliver the promised event, regardless of the uncontrollable complications.

Hybrid IM.

Date: 14th – 16th June 2023
Location: Copenhagen, Denmark
Overview: 3-day Hybrid Investigator Meeting, with interactive polling, question submission and workshops
Audience: 400 In-House and 100 Online Audience

Due to the large on-site audience, this meeting was held in a congress centre. The stage set was a large custom-printed setup flown from the ceiling. Large projectors and speaker stacks were also hung from truss runs, ensuring that even those sitting at the back of the room could see and hear the meeting.

The meeting was streamed virtually to those who couldn’t attend in person, with live camera feeds displaying the presenter’s presentations. Remote presenters were also able to present to the room utilising our refined webcast services.

This meeting also included 20 smaller concurrent workshops. The overall audience was split between the breakout rooms to conduct smaller meetings, all overseen by the staff at QAV.

Simon, the event’s Project Manager, said “These larger shows are a great experience for everybody involved. We strive to provide the very best facilities creating a memorable experience for both presenters and attendees, all whilst staying within budgets and maximising on potential where we can”.

Hybrid IM.

Date: 15th – 16th June 2023
Location: Barcelona, Spain
Overview: 1-day Hybrid Investigator Meeting, with question submission and remote presenters.
Audience: 70 In-House and 30 Online Audience

This Investigator Meeting was comprised of our custom-branded reusable set graphics ensuring we can minimise our waste wherever we can. As well as setting up the meeting room incorporating the audio system, projectors and live cameras for both streaming and post-event edits, the team also set up an ‘office’ room for the onsite logistics company. This gave them access to our fast printers helping to support this fantastic event.

Interview and panel discussion filming.

Date: 12th – 16th June 2023
Location: Milan, Italy & Lugano, Switzerland
Overview: Series of Video Shoots with on-site editing
Equipment: 4k URSA MINI Pro’s and Aputure light kits
Output: 11 x edited video’s

Our camera crew travelled to the South of Switzerland to the city of Lugano where our crew undertook a series of interviews and panel discussions. The edit was sent to the client with a quick turnaround of the next working day with our on-site portable edit suite. Over the course of 5 days, 11 individual shoots were recorded.

If you would like to learn more about our meeting services, please reach out to us and one of our team will be happy to talk you through what we have to offer.

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Corporate Events Events News Virtual Events

BACK BEHIND THE CAMERA

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BACK BEHIND THE CAMERA .

As the country starts to open up we are back on the road and back behind the camera for a range of COVID secure filming projects. Over the last month we have undertaken a range of different projects up and down the country, below are just a few examples of what we have been up to.

KOL Shoot.

Date: 24th May 2021
Location: London
Venue: Studio
Equipment: 2 x Sony FS7 4K camera shoot kits including comfort monitors and lighting
Output: Produce 4 different subject videos

This project was to capture 4 short interviews with a Key Opinion Leader (KOL) at a COVID secure London studio. All cameras and additional equipment was provided and operated by QAV.

Post event the videos were colour graded and audio optimised by QAV’s in-house digital team before the client was provided with the High Definition footage for post-event use.

Training Video Shoot.

Date: 24th May 2021
Location: Glasgow
Venue: Scottish Ambulance Service base at Glasgow Airport
Equipment: 3 x URSA Mini Pro 4K camera shoot kits including lighting, plus a live video feed from the intubation camera
Output: Produce 4 post-event training videos (2 procedural, 1 interview and 1 general tips)

QAV were tasked with producing 4 training videos, 2 showing procedural techniques, 1 interview with the trainer and 1 with general training tips. The subject for the training was Neonatal Intubation and filming was undertaken in a simulated intubation room using a baby mannequin as the patient.

All cameras and additional equipment was provided and operated by QAV, we also took a live record feed from the intubation camera used during the training.

All footage was then edited by QAV’s in-house digital team to create the final training videos which included subtitles and side by side video examples of the intubation process.

Live Moderator for Virtual Conference.

Date: 9th – 10th June 2021
Location: Moderators Home
Equipment: Blackmagic Pocket Cinema 4K camera shoot kit including comfort monitors and lighting
Output: Live moderator video and audio feed into online webcast

The location for this shoot was at a meeting moderator’s home in London. The presenter was tasked with being a guest moderator for a virtual conference. QAV provided and operated all equipment including cameras, lighting, audio, presenter comfort monitors and were responsible for the uploading of the video content onto the webcast platform over a 2 day period.

Webinar Live Filming.

Date: 22nd June 2021
Location: Leicester
Venue: Hospital
Equipment: 3 x URSA Mini Pro 4K camera shoot kits plus video feed from the intubation camera
Output: Produce webinar training videos (procedural and interview style webinar record)

QAV were tasked with producing both training videos showing procedural techniques (Laryngeal mask insertion, two person airway opening manoeuvre and suction under direct vision) using a baby mannequin as the patient, plus an interview style webinar record with the trainer. This was undertaken at Leicester Hospital under COVID secure conditions.

All cameras and additional equipment was provided and operated by QAV, we also took a live record feed from the intubation camera used during the training.

All footage was then edited by QAV’s in-house digital team to create the final training videos and webinar interview.

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Corporate Events Events News Virtual Events

KEYSTONE VIRTUAL TRAINING PROGRAM

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Keystone Virtual Training Program .

QAV successfully produced a four day Oncology meeting for MSD Pharmaceuticals in which external KOL’s and staff has the opportunity to interact and gain latest best practises
For the past four years MSD has held a four-day internal training programme to share knowledge around the latest immune therapies and data for the oncology unit across its EMEA and Canada regions. Previously always held in-person, the project moved online for the first time in 2021 due to COVID-19.

QAV was approached by Open Health, the agency asked to deliver this event, as it is recognised as an expert in the technical field of producing live and virtual events. There was some trepidation around moving the event online for the first time and concerns around the quality of the event. Questions were also muted on how likely on how an online event would meet the overall objectives of allowing attendees to network and share knowledge with one another. However, QAV was able to allay fears ensuring the digital event was delivered to as high a standard as in previous years.

The number of attendees has been growing over the past few years, but this year saw a particular increase due to the increased accessibility for the digital incarnation of event program enabling over 300 attendees to join each day.

With a panel spread across a number of territories and attendees joining globally, QAV organised a number of technical rehearsals several months in advance of the event. The event stakeholder chose Webex as the delivery platform of choice due to their organisation’s familiarity. QAV guided/advised the stakeholder into deciding Webex events was the best fit for this particular program given the added presenter hierarchy functionalities required.   Attendees were also sent detailed instructions on how to join as session along with a personalised agendas with relevant access links. QAV delivery also included a fully supported technical service throughout to assist with any individual challenges that arose.

The first day of the event allowed attendees to meet and greet and re-familiarise themselves with their colleagues and the content. 

The second and third days were given over to concurrent plenary sessions followed by a specific workshop.  Each of the plenary sessions were pre-recorded by QAV’s virtual recording studio and edited into the playback plenary programs which lasted approximately 30minutes. The audience  who selected to attend these topic specific sessions watched the plenary recording and then automatically entered the workshop session which were intended to be more interactive and engaging with audiences being asked to partake in case studies, debates and interactive voting which Open Health devised and delivered the integrated Slido application.  In addition to that to build further engagement, attendees were invited to ask questions throughout the session which could then be ‘up voted’  to ensure the panel addressed the most pertinent questions during the scheduled panel discussions.

Up to three different workshops were run in parallel on consecutive days with eleven workshops held in total over the course of the event. Attendees able to choose which was most relevant to themselves via the program registration portal which also hosted pre event materials and well as the legacy assets post event.

With a number of time zones to take into account the plenary sessions and workshops were held in the afternoons allowing all attendees to join without any difficulties.

Again utilising QAV’s virtual record studio, each of the sessions were recorded and edited into a series of post event training modules available to watch again on-demand via the online portal.

The final day of the event was dedicated to smaller networking events, award celebrations and sharing successful country best practises as part of the content.

With the program being closed out with a highlights video showcasing the positive experiences of the inaugural virtual Keystone program.

As with all events, the QAV team worked to anticipate any issues that could arise and resolved them before they become a problem. With only virtual communication between QAV, Open Health and their client, the organisers and presenters relied on QAV to ensure the smooth running of the event. QAV’s dedication to event delivery had a number of contingency plans in place, but were fortunately not required.

Francisca Costa, Senior Account Director, Learning and Development at Open Health commented:

“Our client was delighted with the success of their internal training event which we were able to deliver to such a high standard with the support and immense expertise of the team at QAV. There was a huge amount of positive feedback from attendees around the smoothness of the presentations and workshops, as well as the ease of networking on the final day.
“The delivery of the event and the flexibility of the QAV team were outstanding and incredibly reassuring as this was our client first event to have been delivered digitally.
“The needs and expectations of our attendees were fully met. We are incredibly grateful to QAV for their skills, capabilities and generally being a great team to work with and QAV will definitely be our first choice for all future events that we deliver.”
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Corporate Events Events Live events News Virtual Events

WHY WE CANNOT AFFORD AN INVOLUNTARY BRAIN DRAIN TO HAPPEN TO THE EVENTS INDUSTRY

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WHY WE CANNOT AFFORD AN INVOLUNTARY BRAIN DRAIN TO HAPPEN TO THE EVENTS INDUSTRY .

What happens to an industry when the people with whom trusted relationships have been built up over many years just aren’t there to turn to anymore?
Ed Noble
QAV GLOBAL
Lucy Ramsbottom
RAMSBOTTOM EVENTS
Ed Noble – Event Director – QAV Global

The live events industry has successfully always relied on a combination of in-house and freelance staff, but what happens to an industry when the people with whom trusted relationships have been built up over many years just aren’t there to turn to anymore?

The pandemic has put unprecedented strain on many organisations and some, sadly, have not survived this prolonged period of inactivity.

It is the same for specific sectors of independent traders (freelancers) who have found themselves in the unimaginable position of looking directly into the unsupported abyss where furlough, grants or other available benefits schemes did not apply to them.

The harsh reality of this blameless situation has caused a lot of highly skilled professionals into having to find another source of income just to survive.

The live events industry is one of the few ‘lifestyle occupations’ that gives those who work within it a real buzz; the euphoric feeling of a successfully delivered event. However, the questions is, will that be enough to entice those people who have had to migrate to other sectors back once the pandemic is over?

It is completely understandable that many will opt for a better work-life balance and a decent pay check, rather than hang-on to the industry they love, given the emotional turmoil that has arisen in the course of the past year.

I asked these questions to a good friend of mine, Lucy Ramsbottom (freelance event manager), who I have had the pleasure to work with over many years within the live events industry and who now finds herself working in an alternative employment due to the pandemic:

When you made the decision you had to seek alternative employment, how did you feel?
I felt desperate. The furlough scheme didn’t work successfully for me as I am a single director of a Ltd company and the calculated financial outcome was not going to be enough to support a family of four. There was no option but to look for alternative employment.

What do you miss, if anything, about your previous role in the event industry?
I miss the people. I miss the diversity. I miss the travel. I miss the complexity. I miss it all! My role in the events industry was so fulfilling – each event was different, threw up its challenges which you then did your best to overcome. The teamwork and respect we have for one another in the events industry I have come to realise was absolutely the best – I find it difficult in my current employment as these previously experienced values are not the same.

Would you consider a return to the events industry, once you deem it to be secure?
Yes! I will be there with bells on. I feel lost currently and cannot wait to be back in the industry I love.

Million dollar question, when do you think that will be?
Realistically I don’t think it will be until 2022, in between times there may some small trickles.

Lucy’s responses are typical of those people who I asked the questions to and find themselves in the same situation. The fear is that as the green shoots of recovery begin to extend towards the light at the end of a very dark tunnel, our industry may have to face the fact that the freelancers we would previously have automatically turned to are no longer there to help. It is incumbent upon us all to ensure we do not sleepwalk into this scenario and a really easy way of preventing this is by simply staying in touch and reminding our colleagues we miss them and still value the expertise they have to offer.

A compassionate approach is needed now from businesses to support freelancers keen to return, yet burdened by the necessity of earning a living. Recognising that the skills and talent still exist albeit in different occupations, is the first step to re-building the network of freelancers that the events industry previously relied upon.

We look forward to the time when we can welcome our colleagues back into our industry which will hold new opportunities as a result of the disruption we have all lived through.

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Events Live events News Virtual Events

BABY STEPS BACK

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BABY STEPS BACK.

QAV recently undertook a hybrid broadcast, in which one of our shoot crews travelled to Stockholm.
QAV were glad to help out with such a good cause.

At relatively short notice QAV was contacted by an existing client and asked to deliver a region-specific live broadcast event for a pharmaceutical company. In light of the COVID-19 global pandemic, the pharma company had to convert their key annual conference from live to digital and needed technical expertise to enable them to do so.

From the outset, the event posed a number of highly technical and logistical challenges, QAV realised from the brief they received that they would need to travel to Sweden to film the chairman live on location in order to ensure he was presented to the highest standard.

We questioned the viability of travelling to another country in the midst of a global pandemic and how the team would be able to work effectively whilst ensuring compliance with shifting travel guidelines across Europe, but clear guidance from both governments ensure travel and activity were achievable.

A few days prior to the event, all the speakers were given a technical briefing and an online demonstration to ensure they were familiar with the technology. This session also resolved any local infrastructure hitches in advance of the live broadcast.

In addition to the Chair, three other presenters joined the event from Sweden, Canada and Australia via their devices.

QAV’s crew arrived onsite and it transpired that the chairman had been advised to avoid any kind of physical contact whatsoever.
The QAV crew on site worked with the chairman and offered a few alternative set-ups to appease this latest restriction.
It was finally agreed that it would be acceptable to all concerned for the cameraman in full PPE to be in attendance in the room with the chairman at the agreed social distancing.

“I just want to say thank you for all your support on the meeting and for being so flexible! It definitely made us feel a lot calmer regarding the complications with COVID and all the backup solutions were great!”

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Corporate Events Events News Virtual Events

KNOWLEDGE IS POWER

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KNOWLEDGE IS POWER .

QAV were asked to participate in an ideas exchange for a medical communication agency about programme migration to virtual.

Internal Communication Event.

The received brief was to provide some best practises and program considerations when migrating an existing face to face program onto a virtual delivery platform.

In order to provide a comprehensive solution, we decided the best delivery option was to ‘show by doing’ and to create a program to broadcast to the proposed remote audience.
The program duration was scheduled for 30 minutes with the make up being 20 minutes of pre-recorded presentations and 10 minutes for a live Q&A session, during which the panel answered submitted questions from the remote audience.

A pop up studio environment was built at our office which would provide the panel discussion backdrop for a live Q&A session of the program. This created space also facilitated the requirement to shoot the pre-recorded presentation elements. The RAW footage was then in turn edited and adorned with accompanying supporting graphics.

To show further flexibility and capability of QAV virtual services, the QAV panel consisted of three presenters within the created studio with a fourth member being located in out adjacent building and mixed in when required.

“The program was very well received by the client both in its production value and engagement but also for the content and knowledge imparted to their staff for future consideration and hopefully further collaboration.”

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