COHESIVE AUDIOVISUAL INTEGRATION POWERS THE VEEVA SUMMIT
OVERVIEW
Category:
Audio/VisualClient:
VeevaEvent:
Veeva R&D and Quality Summit 2024Location:
Boston Convention & Exhibition Center (BCES), Boston, Mass.Objective
Veeva, a leader in cloud-based software solutions for the life sciences industry, hosts the annual Veeva R&D and Quality Summit to bring together industry professionals for networking, learning, and collaboration. The event focuses on advancements in regulatory, clinical, and quality management solutions.
For this event, we were tasked with managing two major elements:
- The Hub (Trade Show Area) — A dynamic space requiring a streamlined audiovisual integration.
- Meeting Rooms — Over 40 breakout rooms requiring high-quality AV setups and smooth coordination.
Veeva needed competent technicians with expertise in both audio and video—something their previous vendor lacked. AV Images provided a multi-op team to ensure all technical needs were met.
Challenges & Approaches
Executing a large-scale event like the Veeva R&D and Quality Summit comes with its own set of logistical and technical hurdles. From tight timelines to complex coordination efforts, overcoming these challenges required strategic planning, innovative solutions, and a highly skilled team.
Tight Setup Window
The event had a compressed timeline for setup, requiring meticulous pre-planning and efficient execution. Weekly planning meetings with Veeva and AV union representatives began in July, to ensure all elements were in place before the September event.
Union Coordination
Managing multiple unions—including teamsters, carpenters, and AV professionals—was crucial to the event’s success. AV Images coordinated efforts to ensure a smooth setup and breakdown process.
Multi-Op Technician Needs
Veeva required technicians proficient in both audio and video. AV Images deployed a highly skilled team, flying in multi-op techs as needed to ensure all areas were covered effectively.
Communication & On-Site Coordination
Drawing from previous experience at 3DExperience, AV Images implemented Discord, a real-time communication platform, for internal team coordination. This allowed instant messaging and updates among AV team members, ensuring seamless operations. Meanwhile, Veeva’s team used radios rented from AV Images for their own communications. This dual-system approach kept operations running smoothly across both the Hub and meeting rooms.
Silent Presentation Challenges
Some of the busiest theaters required silent presentation setups, using rented silent disco-style headphones. AV Images successfully sourced and provided the necessary equipment, despite tight timelines.
Outcome
Through meticulous planning, expert problem-solving, and smooth execution, AV Images delivered an exceptional AV experience for the Veeva Summit. The show ran smoothly, meeting and exceeding Veeva’s expectations. AV Images looks forward to continuing as a trusted AV partner for Veeva’s future events.
By leveraging insights from similar large-scale projects like 3DExperience, AV Images efficiently managed lead labor, divided work into manageable sections, and optimized the deployment of AV teams. The success of this event reaffirmed AV Images’ reputation as a premier AV partner for large industry summits.
