Large Meetings & Conferences Archives

Gala Opening Celebration

Thematic Content and Venue Capabilities

Objectives

The stars aligned for a gala grand opening celebration at the Henry B. Gonzalez Convention Center in San Antonio, Texas. The VIP event introduced existing and prospective customers to the newly opened convention center.

Encore’s Creative Content team was engaged to develop ideas and designs that would bring the CE Groups’ vision of “Fire, Wind, Ice, and Earth” to fruition.

Line of business: Venue and CVB We Delivered: Full Production Services

Solutions

Fire

The event began with a red carpet arrival featuring fire dancers and LED and intelligent lighting to bathe the entrance in red and deep amber fire hues.

Wind

Upon entering the main lobby of the center, the guests were introduced to the “Wind” portion of the journey. A violinist played as ribbon dancers performed on the stairway. Above Exhibit Hall 3, a 180’ x 15’ metal mesh screen is installed in front of a white wall. Internal LEDs normally light this mesh “chain mail” installation, but Encore projection-mapped onto it. Intelligent lighting provided color and patterns throughout the atrium walls, floor, and ceiling and provided special illumination for the performers.

Ice

On cue, the audience was invited to the next leg of the journey, “Ice.” A “wagon wheel” truss structure flown in the center of the room created a focal point for the Ice experience. An Ice Flo set from the San Antonio Encore branch office was mapped with custom “Ice” themed video images, while another stack of projectors projected additional Icy vistas above the DJ stage on the entrance wall.

Earth

Guests continued to the next leg of their journey up to the third floor Stars at Night Ballroom. Earth Harp provided a special musical experience using a custom harp with strings that stretched 125’ out and over the audience.

Results

This event was a true collaboration and partnership between Encore, the San Antonio CVB, the Henry B. Gonzalez Convention Center, CE Group, RK Group, and others.

Guests were entertained at every turn with Encore’s Creative and Production teams incorporating focal points to enhance the structural and technological features within the newly renovated Henry B. Gonzalez Convention Center.

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Meetings and Conferences

Event Strategy and Design, Creative Content, Staging, Scenic, Breakouts

Objectives

Out & Equal Workplace Advocates held a high-profile, celebrity-packed summit for more than 4,000 attendees. Their goal for the event was to elevate it into an experience that incorporated aspects of Philadelphia (the host city) – particularly the messages of love and inclusion, synonymous with their brand message.

The three-day event included over 90 workshops, panels, roundtables, networking mixers, receptions, and plenaries.

Line of business: Association We Delivered: Full Production Services

Solutions

We won this bid, in part, due to having all the resource needs in one team – event strategy and design, thematic content, video production, show management, talent booking, full staging services, breakout sessions, as well as support for off-site events.

Encore designed a custom stage and replica of the famous LOVE statue by Robert Indiana as an homage to the host city. Our creative content teams also created event branding, animations, videos, motion graphics, speaker bumpers, logos, backgrounds, as well as an onsite highlights video.

Multiple functional and AV-supported areas were staged across the convention center. Our Production teams booked all entertainment and talent, and Digital Services handled video conferencing from two separate locations. They also developed an event mobile app and provided handheld devices for attendees.

Results

The Encore team handled every production aspect of the Out and Equal annual meeting. As a result, Out and Equal Workplace Advocates did not have to work with any other vendors during the planning and execution processes.

Out and Equal‘s attendees shared that they felt connected with both the brand and host city during their conference experience. Because of this event’s success, the Encore team went on to handle the subsequent years‘ conference as well.

Let’s Talk About Your Event Experience Needs.

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Meetings & Conferences

Meeting, Video Conferencing, Live Stream

Objectives

Facebook wanted to celebrate their 10-year anniversary in a big way. With 1400 attendees expected at their Global Sales and Marketing Meeting, Facebook asked us to transform the Marriott Marquis into an extension of their main campus – the ultimate Facebook experience.

In addition to design strategy, Facebook sought to video conference and broadcast a live stream of the event in high definition.

Line of business: Tech Giant We Delivered: Full Production Services

Solutions

Facebook’s 2014 Global Sales & Marketing Meeting came with unprecedented and heightened expectations. The tech giant was celebrating its 10th anniversary and on track to close more than $200 billion by the end of 2014.

Held at the Marriot Marquis San Francisco, approximately 1,400 people were slated to attend the April global meeting. Encore’s task was to elevate the meeting from a conference into an unforgettable experience, spanning from the general session ballroom into the common areas. The objective was to give attendees the feeling that they were physically at the Facebook campus.

Throughout the entire planning and production process, Encore used an agency approach for the customer. Our production and digital services teams developed impactful designs, content, and delivered custom solutions to emulate the Facebook campus.

Multi-surface Projection Mapping

One of the key features at the event was the 165-foot wide multi-panel stage set and its composite of materials to restage the Facebook campus inside the large ballroom. Scenic strategy included elements like the red steel girders which gave nod to the same architectural features found at their Menlo Park, CA office. The stage panels were projection-mapped to display interiors you’d find onsite and other notable details at Facebook’s offices. The panels also played host to other pieces of creative content which we changed at different times to complement presentations and speakers.

Experiential Elements

The Facebook campus boasts colorful, crafty, curated artwork. Our production services team was able to mimic this look with content creation, scenic and environmental design, and themed action stations throughout the ballroom foyer, including selfie stations, a giant doodle board, and butcher block tablecloths and crayons during meals.

Appealing to multiple senses, we also booked a DJ for live walk-in entertainment. Our digital services team was able to video conference and live stream the event in high definition, bringing the event beyond the walls of the hotel.

Results

Facebook’s global Sales and Marketing teams appreciated the level of detail which emulated their main offices. They shared that it was an especially memorable experience for international attendees, both onsite and those tuning in remotely.

Let’s Talk About Your Event Experience Needs.

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Meetings and Conferences

Global Summit

Objectives

Europe’s largest digital experience conference, the Adobe Summit EMEA, returned to ExCeL London in May 2019. Once again, Encore was chosen by agency Taylor Bennett Partners to deliver the two-day event’s full technical production.

Focused on creating innovative customer experiences, over 6,000 attendees from across Europe, the Middle East, and Africa gathered to hear the latest updates from Adobe Experience Cloud and its partners. Led by our Group Creative Director, we were tasked with bringing Taylor Bennett’s incredible vision to life by delivering the technical production for the main conference plenary, exhibition space, break-out sessions, and the hotly-anticipated Summit Celebration.

Featuring a spectacular light installation and an interactive projection–mapped chillout area, the Adobe Summit once again knocked it out of the park when it comes to delivering extraordinary experiences.

Line of business: Tech Giant We Delivered: Full Production Services

Solutions

The Jellyfish

It wouldn’t be the Adobe Summit if there wasn’t a wildly creative centerpiece drawing attendees into the exhibition space, and this year was no different.

Measuring 5,000 sq ft and floating gracefully above the Adobe informational booth, the beautiful light installation known affectionately as the Jellyfish, dazzled attendees, and created an interactive experience. Dreamt up by Russell Bennett, Partner at Taylor Bennett Partners, Encore collaborated with experiential design studio Cinimod and laser specialist ER Productions to transform the vision into reality.

Four circle truss structures fitted with beam fixtures and DMX-controlled fans allowed the illuminated material to billow through the air. Attendees were able to change the installation’s color by passing their hands through a cage of 24 laser beams situated in the center of the Adobe booth.

As though one interactive experience wasn’t enough, guests were able to take some time out in the projection–mapped lounge space. Inspired by the Adobe Experience Cloud, the area featured a series of deconstructed blocks that came together from a specific focal point to create the Adobe logo. Guests could alter the color and movement of the logo content in real-time using a handheld replica of the Adobe ‘A’ fitted with an accelerometer.

Setting the Stage for Adobe Insights

This year’s Keynote theatre played host to some famous faces, including international human rights attorney Amal Clooney, actor Eddie Redmayne, and comedian Jack Whitehall.

World-leading brands such as Unilever, BT, and illycaffè shared their creative insights on stage. To illuminate the space and showcase the Adobe Summit content, we used projectors and ROE LED panels supplied by 80-Six, to deliver a jaw-dropping expanse of 24 million pixels.

Lighting in the Keynote theater created a stunning design to complement the on-screen content while delivering dramatic walk-on stings and ensuring the speakers remained beautifully lit throughout.

With the Summit located at the opposite end of ExCel this year, we had some structural challenges to overcome. The challenge required us to maintain the same sound coverage and sonic quality of previous years while working with greatly reduced ceiling height and tricky sightlines to the mammoth screen.

A Global Celebration

This year’s Summit Celebration featured a global celebration of delicacies from around the world. Guests partied their way through Japan, India, Switzerland, America, France, and the UK, sampling food from each country along the way. With Taylor Bennett Partners’ vision, we worked with creative event specialist Bimblabee Productions to ensure Adobe’s globetrotting guests were in for a treat.

Other popular features included a projection–mapped replica of No.10 Downing Street, which allowed guests to catch a peek of Theresa May’s legendary dance moves through the window. Meanwhile, a 29 ½ foot high version of the Golden Gate Bridge created the perfect platform to survey the spectacular surroundings.

If that wasn’t enough, revelers danced the night away to pop sensation Jess Glynne, DJ Benny Blanco, and Adobe Summit regulars The Earth Lights. Thousands of white balloons hung overhead forming clouds that framed the stage. In contrast, vintage hot air balloons and propeller planes hung from the ceiling and appeared to be suspended in mid-air between the clouds, completing the overhead feature.

To create the perfect stage background to display rich video content and allow beams to pass through, our team installed 181 panels of LED. Striking lighting design and an impressive rig enhanced the party atmosphere.

Results

Russell Bennett, Partner at Taylor Bennett Partners, said:

“The Adobe Summit is where experience makers are born, so the pressure is always on to find new ways to immerse and amaze delegates. By getting technical experts on board, we’re able to utilize the latest technology to create engaging brand experiences that forge everlasting memories. We have a fantastic relationship with the team, and no matter how crazy the idea, I always know that they’ll rise to the challenge and find a technical solution that will turn my vision into reality.”

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McCormick's Unsung Heros

McCormick, an American spice company, est. 1889, has a long-standing tradition of corporate responsibility. We were honored to help them with their annual recognition program and scholarship awards to high school seniors. They weren’t able to host their event in-person and held a virtual scholarship award program instead.

Objective

McCormick has been recognizing high school senior athletes through its Unsung Heroes program for the past 80 years. In honor of their eightieth year, it was important to McCormick to hold a virtual ceremony to create a “feel good” event experience for high school seniors who were already forced to forfeit events like prom, graduation, and other year-end celebrations because of the coronavirus outbreak.

Alignment

Encore provided McCormick with a customized microsite with Zoom livestream capabilities. Each student was recognized individually with their photo and name called out. Each scholarship recipient was also given dedicated screen time with mini press interviews. To prepare for the interviews, Encore spent time coaching the event’s speakers and engaged in rehearsals of the event to ensure a seamless, enjoyable experience.

Outcome

The McCormick team and their scholarship recipients gave high marks for the virtual 80th Unsung Heroes program. McCormick reported that Encore created emotional, rewarding, and memorable experiences for all of the reward recipients. McCormick took the opportunity to pivot and the custom-themed microsite with live feed was the perfect solution for the 2020 event.

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K-12's Annual Leadership Institute

Attending an annual meeting is often one of the highlights for an association’s membership. The Arizona K-12 Center decided to pivot their 15^th Annual Leadership Institute into a completely virtual program with keynote speakers, breakout sessions, and event platform engagement tools.

Objective

The Arizona K-12 Center needed to pivot to virtual for their 15th Annual Leadership Institute. They challenged us to host a 2-day engaging and interactive virtual experience inclusive of breakout session to provide numerous topics to choose from for their attendees.

Alignment

Utilize the Chime Live platform to livestream keynote speakers and 9 on-demand breakout sessions while enabling interaction and engagement inclusive of polling, chat, Q&A, social feed and more. Strategy, content development, event management, registration management, virtual production, platform selection and technology management. Coaching for the presenters and individual production kits to guarantee speakers had optimal sound, lighting and equipment.

Outcome

“The PSAV team that we worked with was phenomenal and I couldn’t have asked for a better experience. They truly lived up to all of my expectations”. — Kristin Moon Professional Learning Designer

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Shareholder's Annual Meeting

Rather than cancel their 2020 event, one of our corporate clients pivoted their Annual Shareholder Meeting into a virtual event. Meeting participants were pleased to still participate from the comfort and safety of their home offices with minimal front-line staff onsite to execute the event.

Objective

Host the 2020 Corporate Annual Meeting of Shareholders event virtually for the first time and focus on ways to replicate important experiences from the in-person event.

Alignment

In collaboration with Bond Brand Loyalty, our team embraced the challenge to find forward-thinking solutions to support this important event. To do this, we began exploring a variety of scenarios to ensure flawless execution and produce an engaging — and safe — experience for attendees.

Outcome

The client was thrilled that the FMAV and Bond Brand Loyalty teams were able to provide a seamless and secure experience for their attendees. Meeting participants and C-Suite executives could view and hear the meeting from the comfort and safety of their home offices. Our client was at ease knowing that FMAV ensured social distancing onsite with minimal front-line staff executing their event.

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Financial Sales Meeting

Hybrid meetings accommodate those that are unable to attend your event in-person. A 100-person Sales meeting was broadcast from an Encore venue to those viewing remotely, allowing the team to move forward with their important event.

Objective

Our customer was looking for a hybrid meeting solution that could accommodate a group of 100 local sales team members onsite, while also engaging team members who were located across the US. Given the need to socially distance, there was a need to adhere to a variety of physical distancing and safety precautions.

Alignment

Apply MeetSAFE Guidelines to the setup of three meeting rooms to address physical distancing concerns. Implement a hybrid event solution leveraging Chime Live to connect and engage with teammates onsite, as well as those participating remotely.

Outcome

Room setups addressed physical distancing requirements enabling attendees to focus on the meeting content. Remote participants felt connected with their teams and received the valuable insights shared throughout the meeting. All attendees were able to engage with their teams before, during and after the event.

Let’s Talk About Your Event Experience Needs.

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Family Medicine Residency Graduation

Graduating from Medical school is an amazing achievement. After years of intense study and real-life work as a hospital resident, it was critical for this group of medical students to celebrate how far their studies have taken them – in a safe, eventful way.

See how professors, graduates, family and friends were able to connect with one another in a hybrid setting.

Objective

Our in-house team was asked to hold a ceremony at the South Seas Island Resort for 10 physicians graduating from a State University College of Medicine, Family Medicine Residency Program. The college professors delivered their commencement speeches to the graduates via Zoom. Each graduate was able to bring one guest in order to stay in compliance with social distance guidelines.

Alignment

Our virtual events team provided two-way conversation with the graduates onsite, professors, plus over 100 virtual attendees. In the days prior to the event, our production team arranged and provided guidance through rehearsals, practices and during the event. To ensure the health and safety of our in-person guests, we applied our MeetSAFE™ Guidelines for physical distancing, equipment cleaning and personal protective equipment (PPE) for the entire technical team.

Outcome

Even with short notice, we were able to help the event organizer plan and execute the event with success. The customer was pleased and the South Seas Island Resort was thrilled that Encore Global could offer this service to its clients. Many of the virtual attendees posted congratulatory messages in the group chat. All comments and congratulatory messages were projected on-screen for the in-person attendees. Sharing those messages with the in-person guests helped bridge the barrier between in-person and remote attendees.

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Annual GMTA Live Convention

Over 100 association leaders, members and sponsors attended a three-day annual convention with classroom-style ballroom setup that included MeetSAFE™ guidelines for in-person events with the public’s health and safety in mind. Social distancing, sanitizing equipment, and personal protective equipment (PPE) for the technical team was observed to accommodate the health and safety of all present.

Objective

The Georgia Motor Trucking Association (GMTA) held their 3-day annual convention at The Ritz-Carlton — Amelia Island, FL. It is the largest event of its kind in the region where over 100 Georgia’s trucking leaders, members and sponsors attended this year.

Alignment

The venues largest ballroom was set up in classroom style and integrated the MeetSAFE™ and venue guidelines to address physical distancing. Apply MeetSAFE™ Guidelines for equipment and surface cleaning after every session and personal protective equipment (PPE) for technical team. A greater number of microphones were secured to avoid sharing and larger screens were used to accommodate the increased distancing.

Outcome

Attendees felt safe and welcomed knowing that social distance guidelines were followed, and they could focus on the topic presented. GMTA (a repeat customer) appreciated the extra precautions PSAV team members took to make their meetings as safe as possible.