How Six Global Cities Across Five Different Time Zones and Over 7,000 Attendees Made for an Unforgettable Show

Stunning developments in AV capabilities mean that corporate events are able to go bigger and reach further than ever before. In a recent show for a large software company, AVD helped orchestrate a ground-breaking global event that tested the waters of technology in new and expansive ways. Originating in the U.S., the meeting spanned six global cities in three days and involved over 7,000 attendees worldwide.

Simultaneous Transmission Across Continents

The meeting originated in Atlanta and was broadcast live to six cities in five different countries. Though every country had its own meeting with in-person attendees, the Atlanta location functioned as the central host. The show transmitted out from Atlanta through a hub in London; where leaders from the meetings at the international locations would, in turn, send half-hour segments back. This interconnectivity allowed for constant, seamless interaction between live presenters across the globe.

The show began with a main session and broke into 200 different workshops, each of which was also broadcast to all five countries.  AVD used a crew of 75 people, split between the main tent and the workshops. We seamlessly coordinated the back and forth between the in-person event in Atlanta and the other countries, facilitating real-time dialogue between speakers across all locations. The closing ceremony was an elaborate, upscale evening with a show that featured rock-concert-level lighting and spectacular sound and effects, including half a dozen confetti cannons. It too had to be streamed to the far reaches of the globe without losing any of the thrill.

AV Expertise Makes the Difference in Complex Corporate Shows

Sending and receiving signals, and integrating live presenters from remote locations with perfect timing was, from a technical perspective, the complete package.  The unusual size and scope of the meeting called for not just a truly experienced team, but a supremely adaptive one. AVD is experienced in handling the complexities of live, hybrid, and virtual shows with the capability to pivot at a moment’s notice when circumstances change.

Global Events Bring Unusual Challenges 

Keeping the crews of all six locations connected and communicating across all countries and time zones was no small feat. Through Unity, an IP-based chat app, the crews were able to communicate in real time. Test signaling went through the London hub which coordinated a global time that worked for everyone.  

Complicating the technical challenges were the individual rules laid out by each country, some of which were very restrictive. China, for example, prohibited many protocols that are considered routine in most countries, one of which was the use of a piece of electrical encoding equipment.  

Adapting On-Site is Essential

Because of the various time zones involved, some locations needed to compromise; which meant rehearsing or broadcasting at late hours. In fact, the keynote speech was actually streamed live twice, to accommodate a country that was 16 hours behind. It had been recorded, but the client felt that the live version provided a superior experience for the audience.

Amid this fluid and highly complex show, many spur-of-the-moment adjustments had to be made.  AVD’s ability to problem-solve and adapt quickly and creatively meant that we were able to meet–or exceed–expectations every time. Our ability to deliver created the best possible outcome for the client.

As Companies Go Global, So Will Events

Our world keeps getting smaller. Being able to facilitate these live connections–allowing audiences across various countries and time zones to experience the same thing at the same time–is a tremendous opportunity for an event to build camaraderie. As companies expand and develop all over the world, meetings can stream out to all employees and create the same sense of exhilaration and stirring connection that in-person meetings have done for decades. 

AV expertise was always important; now it is indispensable. If you want your event to feature the most innovative and reliable audiovisual elements possible, give AVD a call at (973) 993-8500 or use our contact form. We have solutions for any vision.