How Big Ideas Advertising Organized DepEd-TESDA’s ManCom Events
A well-executed event doesn’t happen by chance—it requires strategic planning, precise execution, and technical expertise. At the DepEd-TESDA Management Committee (ManCom) Meeting in Bacolod City, Big Ideas Advertising spearheaded the LED wall, sound, and lighting setup, ensuring a visually impressive and technically flawless experience for attendees.
For every event we handle, we follow a structured and detailed process to ensure flawless execution:
Table of Contents
Initiation and Project Organization
Goals and Objectives:
- To deliver a high-quality visual experience using large-format LED walls.
- To integrate professional sound systems that deliver clear and impactful audio.
- To set up dynamic lighting that complements the mood and enhances the atmosphere of the event.
- To provide an immersive experience for both in-person and virtual attendees, ensuring the event is engaging from both perspectives.
Kickoff and Planning:
- A kickoff meeting is held with the event organizers and key stakeholders to determine the specific requirements, including the event size, location, audience type, and type of presentations to be delivered.
- Big Ideas Advertising provides a technical proposal outlining the equipment, setup logistics, timeline, and costs associated with the LED Wall, Sound, and Light System.
Event Setup Process: Organizing the System
Event Site Assessment:
- Big Ideas Advertising conducts a site visit to assess the event venue.
- Key factors such as venue size, layout, and location of power sources are evaluated to determine the most effective placement of the LED Wall, speakers, and lighting equipment.
- Decisions on LED Wall size (e.g., single screen, multi-screen arrays) are made based on visibility and impact.
LED Wall Setup:
- Large-format LED panels are installed and configured to fit the event space.
- The LED system is connected to presentation devices, ensuring that visuals, videos, and slideshows can be displayed seamlessly during the event.
- Resolution and brightness levels are adjusted to ensure the content is visible clearly for both on-site attendees and virtual participants (if the event is streamed).
Sound System Installation:
- A professional sound system is set up, with surround sound capabilities for even distribution of sound across the venue.
- Speakers are strategically placed to ensure optimal audio quality, avoiding sound distortion or dead zones.
- Microphones (wired or wireless) are provided for speakers, ensuring clear audio during talks, presentations, or performances.
Lighting System Integration:
- The lighting system is set up with programmable LED lights to adjust based on the event’s needs (e.g., keynote speeches, performances, mood lighting for networking).
- Spotlights, ambient lighting, and colored lighting effects are used to highlight key areas, such as the stage or product displays.
- Lighting is synced with the LED Wall to ensure visual coherence and dynamic effects during presentations or video content.
Timeline for Implementation
Pre-Event Setup (1-2 Days Before the Event):
- Arrival of Equipment: All LED wall panels, sound systems, and lighting equipment are delivered and transported to the venue.
- Testing and Calibration: Big Ideas Advertising’s technical team sets up and tests the equipment, ensuring:
- The LED Wall is properly calibrated for visual clarity and brightness.
- The sound system delivers clear, high-quality audio without distortion.
- The lighting system is synced and ready to complement the event’s needs.
- Run-through: A rehearsal is conducted to ensure all elements are working properly and that the technical crew is prepared to handle the event smoothly.
Event Day Setup:
- Final Checks: The morning of the event is used for final adjustments and checks.
- Sound and Lighting Coordination: The team will ensure sound levels are consistent, lighting transitions are smooth, and the LED wall is displaying the correct content.
- On-Site Management: A technical team is stationed on-site throughout the event for real-time troubleshooting and adjustments.
Post-Event:
- Dismantling: Once the event concludes, the LED wall panels, sound systems, and lighting equipment are carefully dismantled and removed.
- Equipment Inspection: The equipment is inspected to ensure it was returned in good condition.
Execution and Coordination During the Event
Event Coordination:
- Throughout the event, the Big Ideas Advertising team will coordinate with the event organizers, ensuring the seamless flow of visuals, sound, and lighting during presentations, discussions, and performances.
- Content Switching: The technical team will handle content switching on the LED wall during the event, whether it’s showing live feeds, videos, or slideshows, ensuring everything is in sync.
Real-time Adjustments:
- During the event, real-time adjustments can be made to lighting, sound, and visual content to match the mood, agenda, or audience reactions. For instance, lighting colors can be changed for a keynote address or adjusted for more relaxed segments like networking.
Feedback and Evaluation
After the event, feedback from the client, attendees, and internal team members is collected to assess the performance of the LED Wall, sound, and light setup. This feedback is used for:
• Improving future implementations, ensuring that any challenges faced during the setup and execution are addressed.
• Client satisfaction: Gathering insights into how the systems contributed to the success of the event and how they impacted attendee experience.
