Hyperoptic Internal Communications Event

The project

We worked with Hyperoptic to help produce their ‘Quarterly Update’, an internal communications event, which saw circa 300 employees attend in person. It was the first large in-person event Hyperoptic had hosted since the pandemic, so there was a celebratory feel that the Hyperoptic events team wanted to capture over multiple media outputs.

The sessions were all run live and in person with the addition of pre-recorded videos and Slido, which was used to run polls and Q&A throughout.

The project included audio-visual equipment and support, event filming, digital event branding, and event photography.

Audio-visual support

Ahead of the event, our Head of AV and Project Manager conducted a site visit to plan the logistics, equipment requirements and set-up. Having visited the site, it was suggested that 4 large screens (55-70″) would allow for the room to be divided optimally with all 300 attendees having good visibility of the content and interactive elements. A comfort monitor and wireless clicker system aided the speaker presentations.

As the filming of the event was the primary video output, we included 2 stage lights with profiles and dimmers to ensure the visual output was optimised.

Our audio package included 9 Sennheiser G4 lapel microphones for the speakers and 2 G4 handheld microphones for the Q&A. We also had 8 speaker PAs to cater for the large room in order for all the audience to hear the talks from the executive team.

Event filming

We had 2 camera operators and 3 cameras to capture a range of content for the final video outputs. We edited the content from both cameras to create a video of the entire event as well as outputs of the individual sessions for on-demand viewing.

In addition, we created a highlights video which included session content, b-roll captured by a roaming camera operator, interviews with the company executives and vox pops with the attendees for use internally and over social media.

These video outputs were delivered within 10 working days and included 2 rounds of revisions.

Digital event branding

For a professional presentation, Hyperoptic requested a suite of digital assets to be created using their brand guidelines. This included lower thirds and holding cards, which we built into the master deck for the day.

Photography

When the event kicked off, we had a roaming photographer to capture a range of shots including the guests arriving, the speakers in action, and the social which rounded off the event. 150 images were colour-graded and edited and sent to Hyperoptic within 48 hours.

Result

“This was a really enjoyable and celebratory internal communications event. The content on the day ran smoothly with the 4 monitors aiding in the visual accessibility for the large audience and Slido worked well to engage with polls and questions intermingled with the speaker presentations. Everyone seemed to have a great time at their first post-pandemic in-person event and we are looking forward to working with Hyperoptic again soon!”
– Stephanie Clayton, Event Producer & Project Manager