Stellenbosch University BENEFIT Kids Research Conferences

A keynote speaker is visible on a video camera's digital viewfinder and preview screen. Other event attendees and panelists can be seen in the background.

The Task

We were commissioned by Stellenbosch University to plan, manage and produce video content for three, multi-day medical research conferences across three countries, in as many weeks.

For the first event, we serviced the full production in-house, including recording and streaming/broadcast of the event. Our team also collaborated with local production crews when delivering the other events in this series to ensure that the vital research findings and presentations were captured in video and audio formats for circulation with the event attendees after the fact.

Objectives:

Establish a repeatable and all-encompassing conference plan for Stellenbosch University’s medical research conference program, including audiovisual and technical support as well as video production.

Ensure that all Stellenbosch University executives, travel consultants, venues, accommodation, VIPs and speakers are provided with all necessary event information

Create a welcoming and personalised arrival experience for conference attendees
Ensure that presentations are live streamed and broadcast to other stakeholders who cannot be in attendance

The Solution

Conference Planning: Through site visits and strategy meetings, we ensured that the venues could meet our space and technical production requirements.

Conference Management: Our team liaised with travel agents, venues and hotels to ensure that all stakeholders were properly informed before, during and after the events.

On-site Support: We provided camera operatives, technical audiovisual setup and live streaming engineers to each site to ensure high-level production values.

Video Production: Multi-camera shoots were mixed seamlessly with presentation slides and enhanced with graphic elements, before being edited and provided to the client for post-event distribution to their members.

Live Broadcast and Streaming: Using high-caliber equipment, and by planning in contingencies, we successfully broadcast the event with no interuptions, meeting our zero tolerance for failure.

The events were successfully planned, managed and recorded in South Africa, India and the Philippines. Each three day event enabled medical research professionals to present their findings and compare then with peers from other countries and cultures. All footage of the presentations was captured and provided to Stellenbosch University for their records.

"The events were a huge success at all three locations; with the participants as well as the Stellenbosch team. We are all still in awe as how easy Angela made everything look and run so smoothly. She was the professional we didn’t know we needed! There is absolutely nothing to criticise or anything that could have gone better. The team (Hugo, Aaron, Sanjiv and Angela) are truly amazing and such a pleasure to be (and hang out) with. I really do hope that I will be in the position to organise and event again and would choose no other company/team but yours."

Tina Sachs - Project Manager BENEFIT Kids Project | Stellenbosch University