VIDEO SERVICES
FOR EVENTS, CONFERENCES E CONGRESSES

PLANNING
Typically, the service starts with a planning process, during which the client and the production team define the purpose of the video, the public we aim for and the message of the video.

PRE-PRODUCTION
In the pre-production stage, the department develops the concept, drafts a script, organizes the casting of actors, if any, chooses locations, sets the budget, and plans the shoot.

PRODUCTION
During production, the video footage is shot, using sophisticated specialized equipment, such as cameras, lights, microphones, and other accessories.

POST-PRODUCTION
Finally, in the post-production stage, the professional team processes and edits the footage shot, adding special effects, music, narration, and any other elements needed to complete the video.

Live filming

Among the video services of a live event, there is most certainly live filming. A dedicated camera and audio microphone system, tailored by skilled technicians, to ensure audiovisual filming and recording of presentations and speakers’ speeches, more generally.

Depending on the size of the event, there may be different sets to capture different angles and plans. Live filming allows both the broadcasting of content (in the hall as well as live streaming online, in the case of hybrid events) and its recording for future distribution of content on demand or for distance learning (DL) courses.

Live video filming services, when well combined with Presentation Management System software solutions, make it possible to immediately have the conference proceedings complete and visually appealing. This is very useful content for the broadcasting of the themes of the conference itself, as well as a historical archive of the work done.

Finally, backstage interviews and video documentation can be provided, to be re-edited in post-production for short videos with highlights of the events for promoting.

Video projection

TO SUPPORT COMMUNICATION
Videoprojections or video projections ( of acronyms, power point presentations, demonstration videos, film clips, images, and more), are necessary tools to support communication for events such as conventions, congresses, and conferences that have, by definition, a high number of speeches.

Video screenings make speeches much more engaging and interesting for the audience; they support the speaker in delivering his or her messages and improve the visual experience of the listeners.

CREATIVE ROLE
Video screenings have unlimited scope that is maximized when it is put to creative use. Consider all those settings where video projections turn into proper permanent displays. Here we are referring to:

• Large-screen content in public spaces, such as museums, art galleries, conference rooms, theaters and exhibition halls. Useful for improving the viewer experience and providing information and entertainment in a highly efficient way
• video projections may be employed to create engaging, fully immersive settings in spaces such as stores, restaurants, and hotels. This can include projecting images onto walls, ceilings or floors to create a distinctive mood
• or they can be used for advertising in spaces such as shopping malls, train stations and airports. This can help in promoting products and services successfully and attract the attention of potential customers

In general, video projections can be used to improve the user experience in many permanent and provisional installations, to provide a wide range of information or plain and simple entertainment.

Word to the expert

We asked Marcello Fittipaldi, head of Tecnoconference Video Production, what video projection techniques are featured in an event and which, to date, is the most frequently used.

“Based on current records, the most popular technology used in events is the ledwall. Modern, versatile and technologically enhanced, it has a striking effect on the audience and makes any kind of event spectacular. It also always guarantees the readability of the content of a conference or convention.

As a great romantic, I prefer screen projection on canvas. It retains the retro charm of cinema, while ever evolving in terms of definition, and it is a cost-effective solution for an event. With a properly placed projector, and a good canvas on which to project the “magic” is complete.

In special settings, however, I would only propose videowalls and ledwalls. The videowall for small rooms or for long-range signal broadcasts, where a digital signage system can help. The ledwall for medium to large spaces (not huge spaces) where, in addition to the dramatic performance of the digital set design, which is helpful for simultaneous multi-projections, you do not want any limits for natural light conditions, which could compromise the traditional projection on canvas. In both cases, there are no projectors, but latest generation hardware systems capable of transmitting the video signal.

Last but not least is videomapping. A type of projection that is by its nature whimsical and creative, used mainly in the arts and cultural sphere. It is an architectural videoprojection, performed with one or more projectors, to design light scenes of endless possibilities”.

4K and FullHD Direction

When referring to video directing at a live event, we are describing the technical systems used to shoot, record and manage the entire video department during the event. There are different video resolutions depending on the desired image quality. From HD to 4K, the larger the format, the better the image rendering, with video systems increasingly complex and larger files to manage.

The choice between different types of resolution direction depends on the requirements of the event and the ‘post-event’, as well as the budget at hand. FullHD direction ( today’s TV standard, for example), still remains a viable and affordable choice for most events, especially those with set budgets where excellent video quality is needed and easily dealt with.

Live streaming

Live streaming is a widespread video transmission mode for events, conferences and congresses with an online audience. The aim is to broaden the reach and extend it to everyone, also simultaneously in different countries and continents.

In this way, an in-person event is transformed into a hybrid event or, when there is no audience in the hall, into a virtual event. These two types of events are held using online platforms for streaming, which are also useful as a repository of on-demand content, for long-term use.

One of the most popular in Italy is our LIVEbit homegrown platform for hybrid and virtual events. Modular, personalised and hi-tech, which, in addition to streaming, features Q&A, polling and chat forms to increase audience engagement in both synchronous and asynchronous mode.

Video conferencing systems

Video services also include the management of the video stream from the videoconferencing system. Very often at conferences, guests speak from a distance. This means that the signal must be amplified and broadcast for all guests at the conference. Either through proprietary solutions, or mixed with Presentation Management System software, in order to broadcast (and stream) a single audiovisual stream of the event’s programming.