Last month I offered some advice on specifying audio visual equipment for smaller "breakout-style" meetings. Breakout rooms account for 75% to 80% of convention activities, but need to be clearly integrated with the large scale "General Session" meetings. The General Session is most often the central rallying point for meeting attendees. It is the session where the overall tone, focus and direction of the convention is established. The leading
keynote presentations usually take place during the general session, and it is the place where all the various threads of an event can be creatively drawn together.
The general session is also likely to be the most technically sophisticated,
and, as a consequence, it can soak up a significant proportion of the total audio visual equipment budget. As everyone needs to see and hear everything that happens you will find larger projection screens, more numerous loudspeakers, more powerful sound systems, wider usage of wireless and/or hand held microphones, better quality projection equipment, professional stage lighting, custom built stage sets, cameras to follow the action, (and project live images onto the main screens), speaker timers, video monitors, more laptops, (with sophisticated image switching equipment;
plasma screens, larger technical crews and at least one event producer. It is also likely that the general session will contain some unique audio/video/dvd material, enhanced speakersupport materials, audio and video recording and,
in some cases, simultaneous translation systems and audience response technology. The general session should also have its own dedicated power-drops, and centralized control of house sound and room lights.
Setting aside the technical issues, however, the real purpose of the general session should be to reinforce the overall theme of the event. Presentations need to be short, sweet and focused. The real value of a general session is that it should be a curtain raiser and primer for the more numerous, (and more specialized), breakout sessions. It should place everything in context, raise questions, stimulate debate, publicize key issues, outline the structure of the meeting and motivate attendees to participate in all aspects of the overall event. In short, the general session is the glue that holds everything together.
My experience tends to suggest that a General Session should feature at least one "Big Name" speaker, (maybe a celebrity, an inspirational figure, someone who might embody the theme and message of the event, and a recognized authority in the audience’s particular field of interest/expertise).
Keynote speakers are usually only too pleased to endorse the central message of the event. Their attendance may, in fact, act as an incentive for delegates to register for the convention. ”Star Power” is a valuable pomotional asset. Keynote addresses are most well received early in the day, maybe after breakfast, (when the attendees and most alert and focused). As the day wears on and the general session room gets warmer, audiences tend to get sleepy, and become less attentive. I always make sure that general session meeting rooms are kept as cool as possible, and/or are cooled of rapidly between sessions. If the presentation environment becomes warmer and more "cozy" retaining the audience’s attention becomes mush harder.
It is also very important to empty the general session room between presentations, (with coffee, lunch, afternoon tea breaks etc). This allows the catering staff to re-set and re-fresh the room, it gives the technical crew a break and allows for a more smooth transition between keynote presenters. Creating as much rehearsal/re-set time as possible, (between sessions), is
also vitally important. Another recommendation, based on my own experience, is to leave general session rooms set up for as long as possible.
The general session should open the event, restart each day's activities, and maybe remain set during any post event gala dinners. If general session rooms are broken down and reset several times during a Convention it ignificantly increases labor charges, disrupts the flow of the overall event, and creates logistical issues that can sometimes jeopardize the event as a whole.
Given the size and complexity of most events, (and budgetary considerations), there is a tendency to use general session rooms for breakfasts, lunches and gala dinners. This does call for the catering staff to "turn" the room several times, but this usually takes place after hours, (ideally overnight). If room turns cannot be avoided, I would recommend that the venue staff should be given as much time as possible, (3 - 4 hours between room changes). Audio visual equipment will usually stay in place. Audio and lighting systems may be used for housekeeping announcements, playing background music, and as atmospheric support for entertainment.
On the larger conventions the breakout session will be treated as a stand alone element, from a technical point of view. The vendor may provide two separate teams for both general sessions and breakout meeting, but keeping the entire event under the control of a single supplier allows for smoother
integration between both elements. Communication between all parties is easier and allows for a more creative approach to the event as a whole.
When General Sessions prime the breakouts, and the breakouts enhance the
General Session, the event will exceed all expectations!
By: Dorian J
DirectorAV 4224 St. Paul Way, Suite 103, Concord, CA, 94518. Telephone: (925) 726 7391. Fax: (484) 726 3805. E-Mail: dorian.blagg@directorav.com Web: www.directorav.com Webstore www.directoravstore.com
Article source http://w4rum.com/1368.t
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