conference production big style

conference production: 970 emails, 2 fast cars + one gun!

A timely follow on from our recent blog “Getting organised with our logistics team”, where we went into detail of behind the scenes with our event coordinators, we move on to focus on our Project Management team and conference production. One of our recent projects this year was for a global client who held a multiple and simultaneous events programme all over Edinburgh as their worldwide and regional events coincided.

Planning any event doesn’t happen overnight, but months in advance. In fact, due to the timing of this event’s programme at the start of the year, all parties involved had to juggle planning over the Christmas break, which meant attention to detail was even more crucial.

Our project management procedures really came into their own with this event, as all paperwork was dealt with methodically and thoroughly as itineraries, event themes and concepts constantly changed and evolved while they were being formalised by the client.

Keith Hamilton was our dedicated Project Manager for this account, but try as we might, we couldn’t split Keith up into pieces to cover all the venues, so most of our other Project Managers were brought on board to assist with planning and, most importantly, on-site logistics. This meant that a team leader covered each venue to oversee our technical team, rehearsals and production and assist with any last minute changes, enabling Keith to manage the bigger picture of the multiple events and ensure quality control at each venue.

Buzz Aldrin at lecternKey facts for the 5 day event:

1. Delegates in attendance = 600
2. Venues/rooms used = 20 plus
3. Presentations delivered = 120
4. Emails sent by Keith = 320
5. Emails received by Keith = 650
6. visionevents’ Project Managers used = 7
7. visionevents vehicles used = 3 x 17t trucks, 18 vans
8. Microphones used = 106
9. Flipcharts used = 60
10. Screens/Plasmas/Projectors used = 75
11. Cameras (live camera + roving) = 8
12. Lights (atmospheric + general lighting) = 274
13. Onsite crew used = 116
14. Celebrity speakers = many…including Buzz Aldrin!
15. Aston Martin DB5 and DBS hired = 1 of each
16. Gun bought = 1 (fake…used for 007 Bond dinner!)

Atmospheric lightingKeith Hamilton, Project Manager:
“When organising a project of this scale and complexity, it is essential to know that we have excellent management procedures in place and you can rely on your team mates to help out. That’s what is special about the staff at visionevents; everyone is willing to help where and when needed. We had one extremely happy client and I couldn’t have done this without everyone in our team.”

If you are planning a conference, or any event, make sure you get in touch with us at


Edinburgh: 0131 334 3324
Glasgow: 0141 334 3324
London: 0207 936 9800
Posted in Blog Posts, Event showcase and tagged , , , , .