Tackling the European Market in Conferencing and Event Management

Introduction

When a company or organisation wants to put on a conference or large event, it is unlikely they would consider doing it themselves. Most companies do not have all the necessary in-house expertise, and releasing personnel from their usual work could be less cost efficient than bringing in the experts. There is also a great deal more to organising a conference than most people would realise in that it is a very stressful and technical activity. The client therefore would usually call in another company that specialises entirely in conference and event management.

There are a great many companies offering Corporate Event Management Services so competition is keen. Even if you are the best you still have to compete with others who offer lower prices and might appear to be cheaper. One of the ways of countering the cut throat business in the UK is to look at offering Conference Production Services in Europe. European managers then have the option of using a UK or EU company to provide for their Conference or Event. UK conference services are more than able to offer competitive prices. In the current economic climate with the pound at its lowest value for many years, UK companies have a distinct advantage in the EU market. The following example will serve as a useful illustration of the many benefits of taking your event expertise outside of the domestic environment.

I plan to take you through a step by step account of the stages of managing an event in Europe using examples from a recent contract in Rome.

Step 1

As a company offering conference and event management services it is essential that the quality of service provided is professional and value for money. To this end attention to detail is paramount. The project manager will know his team and the quality and reliability of the technical staff, the quality of the electronic equipment and the soundness of the sets that are used. Once these items are in place and proven on previous jobs then the pitch to the client can be confident and knowledgeable so that the client can be reassured things will run smoothly.

Step 2

The Brief

The brief we were given was a three and a half day conference event in Rome in early February for approximately 150 international delegates attending, the majority of whom would be travelling from the USA.

Technical Specification

The technical requirement was to combine a rear projection set and a four speaker PA system with radio microphones. Also data and video switching, wireless table microphones for delegate interaction with presenters in question and answer sessions. They wanted two show laptop PC’s loaded with PowerPoint and various video software to assist with conversion of any extra footage required to a suitable format for projection.

Step 3

A quotation was provided for all the physical hardware and the technical requirements and the services of the project manager and his team. No subcontracting was necessary. Details were agreed and the quote was accepted by the client and a contract issued. It is important to make sure you have a contract and in it, a clause for cancellation charges.

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Step 4

When organising any event abroad we find it more reliable and economical to use our own technical equipment and workforce who we know and trust. There are no problems with language and the team understand the technical issues that are likely to be encountered. They are used to working together, each having their strengths to contribute to the whole, and they can be trusted to do the best possible job with the minimum of fuss. However planning is a key activity particularly when organising meetings and conference events abroad. If you have forgotten something it’s too late to go back when you have driven 600 miles. So having decided to transport the full conference set, staging and equipment by van to Rome we then worked out the details of how best to achieve it.

Step 5

Transportation

The size of the event is critical to the choice of shipping. In our Rome example it was possible to convey all the required equipment in a hire van which could be driven using a standard UK driving licence. If the scale of a conference or exhibition event is much larger it would be recommended to use a dedicated freighting company to collect, deliver and return staging and technical elements to the destination. Using a dedicated freighting company also has the benefit of delivering the key personnel to the event without them being tired out after driving across Europe.

However, in this case it was decided that the event technicians would drive the van to Rome which would still be well within budget for all staging and technical elements. When hiring a vehicle it is essential to pay attention to maximum load capacity of the vehicle. The weight of the technical equipment and set must be less than the maximum load and once the main systems are onboard, care must be taken not to fill it to the brim with extra bits and pieces.

It is so easy, when being helpful, to add the client event material, such as delegate registration systems and materials, brochures, display and graphic panels. The result can easily mean that the maximum safe load allowance for the vehicle is compromised. As the load capacity is a legal necessity it is never a good idea to agree to extra items on behalf of the client without being aware of the likely impact on overall weight.

Step 6

The Journey

As the distance was twelve hundred miles there and back it was decided that with an allotted journey time of two and a half days each way to Rome would be sufficient. Although it would have been possible to travel to Rome in two days we have learned from experience to allow a margin for any delays en route. It also allows for the technicians themselves to be fresh enough after the road trip to be able to work effectively.

When travelling long distance across Europe and at a time of year when the weather might be inclement, it is essential that the safety of personnel and other road users is paramount. By dividing the travel time between two drivers and rotating them every two hours, we have found that neither is unduly weary. This system allows large distances of up to 600 miles a day to be covered with safety. Regular breaks help to maintain concentration and awareness, with total travel times of no more than ten hours in any day and preferably no more than eight hours a day.

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Having selected the route to be taken from the UK to Rome we left the UK via a ferry from Dover to Calais and then journeyed to an area just North of Dijon on day one. From Dijon on day two, the journey continued as far as Bologna via the Mont Blanc tunnel. We decided on day three, to make an early start for the half day drive from Bologna to Rome and deliver the equipment to the venue, then rest up for the remainder of the day so the crew would be fresh to start work the next morning.

Navigation across Europe is now much more straight forward with Satellite, but we would also suggest printed route plans and local maps of any places where a stop-over is planned. It has sometimes been the case that even with the latest updated information the Sat Nav cannot always find the precise location of the road you want, due to the ongoing construction of many new motorway networks. You may find yourself suddenly stuck on a road it doesn’t know and this is when the co-driver can be a great help to navigate you through the confusion.

Step 7

Accommodation for Overnight Stops

Choosing accommodation for suitable overnight stops is worth some research. There is a plentiful choice of motel stops near to all major roads in France and Italy all of which are reasonably priced. However, there are wonderful guest houses away from the main cities and major roads which offer a much more relaxing experience for a tired traveller and are usually cheaper than the chain motels. Often these places have secure parking enhancing vehicle security from theft and damage. After all, when freighting audio-visual systems with a value stretching to tens of thousands of pounds, peace of mind is useful to say the least.

Step 8

On Site Conference Production

On arrival in Rome we drove the van to the conference venue so that the audio-visual equipment and staging could be unloaded directly into the conference room. This was to secure the items and have everything ready for setting up the following day. Getting an early start to set up the equipment allowed for the client to begin presentation rehearsals on the afternoon of the rig day. Later on the same day there was to be an evening reception and brief welcome presentation to all attending delegates. The setting up procedures are tried and tested and the team worked like a well oiled machine so that all the audio-visual elements were complete and in place on schedule and all the technical systems were working correctly by the time the client presenters arrived from the USA.

Step 9

Audio Visual and Production Content

An example of the kind of last minute technical hitches that has to be resolved is when a conference presenter is unable to submit his presentation during the pre-production period and will arrive on site with it in his briefcase (Probably having worked on it during his flight over). The production team will not know until late in the process what presentation format is required. However the presenter will still expect his material to be incorporated seamlessly into a master slide deck. If a conference set uses a wide screen projection format the content will need to be generated in a sixteen by nine aspect ratio. Unknown to the presenter however, the offered material may have been built around a slide template that used a four by three aspect ratio instead. Depending on content, this may have minimal impact on the look of the presentation but if there are images of people, or pie chart graphs, these will then appear as stretched and elliptical shapes which would be unsatisfactory. Fonts and text boxes may move out of alignment and embedded applications such as XL may well be impossible to read.

Remote monitoring and control capabilities such as diagnostics and reporting are an invaluable resource if offered by your audio visual hire company.

During the rehearsals for the first day of the conference one of the American presenters had travelled to site with a power point presentation containing video footage. Unfortunately the video content had not been embedded into his presentation so it did not appear as he expected. The video content was hyper-linked to files that were inaccessible from the PowerPoint presentation – supplied to us on a memory stick. Fortunately with our technical proficiency we were able to download the video from source and convert the video footage into a high resolution format that would be compatible with our audio visual systems. This is when event support specialists, who speak English as a first language and are familiar with the requirements of such last-minute complications, are priceless.

In an ideal scenario, all presentation content will have been submitted during the pre-production phase to minimise such last minute glitches, but more often than not on-site changes are required to re-format a presentation. Whilst it is by no means out of the question that a local AV company might well have been able to do the same, feedback from client events in Europe suggests that when they have used a local supplier they have often failed to be sufficiently expert to support such needs.

Step 10

During the Conference

Over the period of the two and a half day event we were able to further increase our reputation with the client and delegates. Something that they had overlooked until the last minute was to provide appropriate themed music for role-play exercises. Although it had not been part of the original conference production brief, we were able to provide apt and timely presentation support at very short notice from our on-site database of over thirty thousand music tracks.

Whilst seeming relatively negligible points in themselves the above types of scenarios can be very stressful for conference and event organisers, who already have responsibilities that go beyond the presentation content. The corporate conference event being organised by the client is a huge task of delegate management and event logistics, so that any projects that can be left to an experienced dedicated event management team such as ourselves, frees them up to focus on their own tasks of delivering a successful delegate experience.

Step 11

Language Issues in European Conferencing.

When working in Europe either as an event manager, conference producer, or production company, it is always helpful if you are able to communicate directly with the people you meet at the venue and along the way. Whilst all major event management destinations and hotels across Europe have staff who will speak English, there are occasions when they will not be available. We are fortunate to have colleagues with rudimentary skills in French, Spanish and German who are all keen to improve their language skills. They are prepared to have a go whenever possible to try out what they have learned and this has sometimes proved to be invaluable. It may seem obvious to say, but we recommend that at least one on your production team should have a working knowledge of the local language and should be encouraged to use their language skills as often as possible. It is often surprising how a little effort can generate a much better response from those who you are working alongside.

Conclusion

If you haven’t given much thought to the idea of working in Europe then we really recommend it. Conference events in Europe can be undertaken by a UK event production company at comparable cost to our European colleagues in the audio-visual supply sector. Favourable exchange rates add a further competitive edge to the costs of bringing your audio-visual and staging from the UK. Researching and planning the route and method by which conferencing systems are freighted and delivered will provide surprisingly low cost delivery solutions.

Taking your chosen conference production team with you to Europe will give increased peace of mind with regard to the quality of your technical support. Our client in Rome was very happy with the service and level of attention to detail we brought to their conference and repeat European corporate events are now routinely part of our conferencing diary. Fortunately our team really enjoy the experience of travelling abroad and having the opportunity during ‘down time’ to experience life in another culture and country. Particularly at the last night celebration which, rather like a topping out ceremony, tradition dictates must take place at the end of each show!

The Balloon Arch

Introduction 

Whenever there is a special event being held, the organisers want to make an impact or find something novel to wow the people attending the event. Sometimes there are ice sculptures or huge displays of flowers, maybe swathes of fabric, all intended to make an impression on the guests. One novel idea is to have Balloon sculptures or a Balloon Arch. They are bright, colourful and impressive structures which catch the eye and are a great way to make an impact at your event. There are balloon arches to compliment any occasion, whether it is a wedding, promotional marketing campaign event or special celebration such as 40th wedding anniversary.

Usually when there is a special event, profession balloon decorators would be engaged to make an eye catching arch of colour or combination of colours which can be twisted to greater effect. There is a choice of a huge selection of any number of colours, from basic colours to pearl shine and metallic finishes, when combined in a creative blend, they will enhance any decor you may choose.

Professional balloon party decorators would know how to construct a balloon arch and use electronic equipment to measure the precise amount of helium to fill the balloon to achieve a uniform size for the best results.

However, if you are an aspiring balloon sculptor then you might like to attempt a balloon arch for yourself.

Here is How You Make a Balloon Arch

Materials: 

Latex Balloons (The number will depend on the size of the arch), Nylon Line (Like that used for fishing), 2 Weights, Balloon Sizer, Curling Ribbon or tulle (Net), Helium in canister

Stage 1

Cut the nylon thread (fishing line) to the precise, length required (See formula below)

Arch length formula

• If the arch is wider than it is tall: Height + Width = approximate total length
• If the arch height and width are about the same: (1.5 x Height) + Width = approximate total length

If the arch is taller than it is wide: (2 x Height) + Width = approximate total length

Stage 2 

Both ends need to be tied to something heavy to hold it in place while you work.

Stage 3

Using the balloon sizer as a guide, inflate the balloons with helium so that they are a consistent size. (A cardboard circular template can be used if you have no sizer.)

Stage 4

Secure the balloons on to the line (always approaching the line from the same side)

Stage 5

Leave approximately 12″ between each balloon. Once they are tied on the balloons can be moved gently to the required position so that it is firm and the shape you want.

Stage 6

Release the ends of the line from its holder and fix a suitable weight to either end of the arch to hold it in place. It can be a star weight or frilly foil weight.

Stage 7

Any decorations can now be added to the arch such as curling ribbon which is allowed to hang down or tulle festooned to give a wedding effect.

Helium Balloons

Balloons filled with helium gas are lighter than air which means they float upwards. Professional quality balloons are made from 100% biodegradable latex and are usually larger in size than most retail packet balloons. Helium filled latex balloons from your wholesale balloon suppliers typically only retain their buoyancy for a few hours. The enclosed helium atoms are smaller than the pores in the latex through which they escape. To increase the float time of a helium balloon for up to a week, the inside of the balloons is coated with a special polymer solution to minimise the leakage of the helium.

Safety and environmental concerns

Helium filled balloons once released into the atmosphere usually travel a long way before they finally burst or deflate. An estimated 90/95% of balloons released rise to an altitude of 5 miles, at which height the cold will cause the balloon to become brittle and shatter into miniscule pieces. The little fragments then floating back to earth to degrade into the ground. Because the latex from which balloons are made comes from the Hevea tree they are completely biodegradable and the dyes used in latex colouring are also non-toxic. Research has demonstrated that latex balloons degrade faster than oak leaves. Oxidation occurs first in the breakdown of latex and it begins within an hour of a balloon being inflated. As the decaying process is by natural exposure the nutrients are released into the soil.

Balloon Sculptures and Arches

Even though hundreds of balloons may be needed for sculptures and arches, they are often constrained because of the round shape of the balloons. More ambitious “sculptures” have been attempted on occasion but mostly they are restricted to simple walls or arches.

There are many events where balloon arches could be used. The most common type of arch is a single row of pearl latex balloons with co-ordinating ribbons. Often they provide a focal point at a wedding for a couple to pass through either at the service or at the reception. They may serve as a frame to outline other displays or for photograph taking, or just to enhance a feature at the venue. The arch is held in place by a hand-made weight covered by a bow. Sometimes balloons arches are used for table decorations at special events with smaller balloons for each arch. The decoration will usually include curled ribbon with an added weight to stop the balloons from floating away.

Conclusion

There is no doubt that balloon arches make a wonderful eye catching centre piece for any event|occasion|festivity}. There is an unlimited choice of colours and effects, foil balloons can make a particularly interesting balloon arch at a relatively low cost. They are a spectacular alternative to arches of flowers or drapes and provide a lively talking point for guests. Whatever your celebration may be, whether it is a wedding, birthday or special anniversary, or a corporate event, the balloon arch will give a special flavour to your occasion enhancing the total experience.

An Extensive Background in Balloons

Introduction

When you think of the word ‘Balloons’ what pictures appear in your mind? Is it simple balloons you blow up for children’s parties, or balloons that fly off on their own, or the special balloons for key events like the ones produced for the wedding of Charles and Diana? There are now so many different types of balloons on the market that you can get almost anything for everything any event you like.

So what exactly is a balloon? One definition defines a balloon as a flexible bag which you fill with air or some other type of gas, such as helium or hydrogen. The early balloons would have been made with non flexible material but modern balloons are made with latex so they have great elasticity and can be pumped up to much larger sizes.

History of Balloons

The earliest known balloons were made in Central and Southern America by the Aztec Indians. They were made out of the bowels of cats which were carefully cleaned then turned inside out. They were sewn with special vegetable thread that had the property of sticking to itself when dried in the sun and creating an almost airtight seal. The balloons were then made into air filled model animals and burned at the top of the Aztec pyramid as an offering to the sun god. (The first example of balloon modelling). A Portuguese priest, Bartolomeu de Gusmao, held the first public exhibition of a balloon in the Portuguese Court in Lisbon in 1709 which was probably made from an animal bladder that stretched when filled with air. The rubber balloon was invented in 1824 by a Michael Faraday and was filled with hydrogen to be used in his experiments with hydrogen. But the familiar latex balloon did not appear until 1847.

The early rubber balloons were sold in America in Parks and Circuses for a penny each. Although the latex balloon was manufactured in London in the mid 1800′s the mass production of them did not happen until much later in 1931.

As technology has become more advanced so has the world of balloons. Now balloons can be made from rubber, latex, polychloroprene or nylon. They can be filled with air, helium, hydrogen or water. Filling the balloon with air can be done with the mouth, a manual pump(such as a hand pump), or electric inflator or with compressed gas. The balloons are used for many differing purposes, and decorated in numerous ways to suit the event.

Some balloons are purely for decoration, others are ideal for individual functions because of their low density and relatively low cost. The balloon’s properties have led to them being used in a wide range of other applications in the areas of meteorology, military defense, medical treatment, and transportation.

Types of Balloons

Party Balloons

The most common and familiar types of balloons are the party balloons. These are usually bought in small packets and blown up with a pump, some advertising balloons are used to create a festive scene for children’s parties and other kinds of celebratory events where they can make all the difference.

These days I often see a cluster of balloons at the entrance to a house or hall to indicate where the party is being held. The balloons come in many different sizes and colours and can have printing on the face which expands as the balloon is inflated. Party Balloons are mostly made of natural latex tapped from rubber trees. The rubber’s elasticity makes the dimensions variable. Balloons filled with air usually hold their size and shape much longer.

Helium Balloons

Balloons which float upwards are filled with the gas helium which is lighter than air. So for an event where balloons are let off into the atmosphere, they will need to be helium balloons. Helium filled rubber balloons typically only retain their buoyancy for a few days. The enclosed helium atoms are smaller than the pores in the latex through which they escape. To increase the float time of a helium balloon for a week or more, the inside of the balloons can be coated with a special polymer solution to reduce the leakage of the helium.

Water Balloons

The water balloons are often smaller than regular balloons and made from thin rubber so that they can be easily broken. They are filled with water and are intended for children to throw at each other as a game or practical joke with the aim of getting each other soaked. They may also be used in competitions or games.

Foil Balloons

In the late 1970s along came the foil balloon. These are made of thin non-stretch metalized plastic film or mylar. They are much more expensive and made an appearance at the wedding of Prince Charles and Lady Diana causing quite a stir. These balloons have attractive shiny reflective surfaces and can be printed with color pictures, logos and patterns to customize them. The most important attribute of metalized nylon for balloons is its ability to keep the helium gas from escaping for several weeks because it is less permeable. Foil balloons then have the advantage of being light weight, longer-lasting, with increased buoyancy. They are perfect for parties, in-store decorations, special celebrations and for gifts.

Animal-Shaped Balloons

Metalized nylon balloons can be cut into the three dimensional shapes of animals and then printed to represent the chosen animal. Once inflated the balloons make very bright, decorative items for gifts or may be used as a theme for a special event. Screen printing is used to create the designs for these spectacular pieces.

Balloon Modelling and Balloons in Art

Balloon modelling is a popular entertainment for children and adults alike. A Balloon artist twists and ties inflated tubular balloons into shapes resembling animals or even people. Sometimes they are called balloon sculptures, not to be confused with those cited below. When I have watched these artists at work I have often wondered why the balloons don’t burst when they are working.

Balloon sculpting requires a much stronger type of Latex which is extra-stretchy to enable it to be tied and turned without bursting. Using Mylar balloons or foil balloons provides an alternative to these tubular balloons which because they are so tiny require a pump to start the inflation.

Balloon Sculptures

Professional party decorators may use hundreds of helium balloons to create balloon sculptures. These sculptures are often limited because of the round shape of the balloons to simple arches or walls but on occasion more ambitious “sculptures” have been attempted. Sometimes balloons are used as table decorations for special events which will have 3 or 5 balloons to each bouquet. The decoration will usually include curled ribbon with an added weight to stop the balloons from floating away.

Professional balloon party decorators use electronic equipment to enable the exact amount of helium to fill the balloon. For non-floating balloons air inflators are used. Professional quality balloons differ from most retail packet balloons as they are bigger in size and made from 100% biodegradable latex.

Balloon Drops

I am sure you will have been to a party or dance where at the end of the evening hundreds of balloons fall from the ceiling to mingle amongst the participants. This is known as a balloon drop and is often performed at New Year’s Eve celebrations or at political rallies and conventions. It is a relatively low cost way of making a festive atmosphere at the party climax, so everyone goes away feeling they have had a really good time.

If you want to create a balloon drop for your own event you will need to set up a large plastic bag or net overhead, which is suspended at a certain height. This is then filled with air-inflated balloons so that they will fall onto the target area below when the balloons are released. You will also need to develop a mechanism for releasing the balloons. Balloon drops may also be performed at many celebrations, including graduations and weddings.

Balloon Rockets

As a child I am sure you played the game of blowing up a balloon then letting it go while watching it speed around the room making a rude noise with everyone falling about laughing. These are called balloon rockets and I remember being fascinated and wondering how they worked. When the mouth of the balloon is released, the greater pressure of air inside forces its way out and the elasticity of the balloon contracts causing the balloon to be propelled forward. This is fundamentally how a rocket works. The balloon can also be filled with gases other than air, with similar results. Besides being simple toys, balloon rockets are a widely used teaching device to demonstrate physical principles and the functioning of a rocket. The balloon rocket is frequently used to demonstrate Newton’s third law in physics.

Balloon Publicity

Where a company logo or message is printed onto balloons they are very effective as publicity at major events. A search for UK balloon delivery in your favourite search engine will enable you to source a firm when large quantities of balloons are needed for balloon releases or other major events.

Balloon Releases

In Australia they had a fund raising event on 18th April for Make-A-Wish Day. The 5,000 released balloons make a stunning sight as they rise across the bay marking the number of wishes granted since 1985.

If you are planning a balloon release or race of more than 5,000 balloons, it is a requirement that you apply in writing for permission to the Civil Aviation Authority (CAA) at least 28 days in advance. The CAA also like to be informed of balloon releases up to 5,000. A form can be obtained by calling either the NABAS office on 01989 762 204 or the Airspace Utilisation Section of the CAA on 020 7453 6599

Because of concerns about the impact on the environment of large numbers of balloons being released, the NABAS – The Balloon Association have produced a code of conduct which can be found on their website at www.nabas.co.uk

Safety and Environmental Concerns

Balloons are made of natural rubber latex (NRL) which is a natural product coming from rubber trees that are grown in certain areas of the tropics. These are not trees that are cut down to produce the NRL. The NRL is obtained by tapping from mature trees and is a sustainable crop providing employment for many agricultural workers in some of the poorest areas of the world.

As a consequence of NRL cultivation and the consumption of latex products, the planting and maintenance of rubber tree plantations helps towards the prevention of tropical rainforest deforestation. This contributes significantly to the removal of greenhouse gases from the atmosphere, produced by industrialised nations and a major source of global warming.

Research shows that latex balloons which are completely natural coming from the Hevea tree degrade faster than oak leaves. Oxidation occurs first in the breakdown of latex and it begins within 60 minutes of a balloon being inflated. As the decaying process is by natural exposure nutrients are released into the soil. Most balloons used in releases today are made of bio-degradable latex.

An estimated 90/95% of balloons released rise to an altitude of 5 miles, at which height the cold will cause the balloon to become brittle and shatter into miniscule pieces. The small fragments then floating back to earth to degrade in the ground. Balloon fragments are unlikely to cause harm if accidentally ingested. This is because latex and the dyes used in latex colouring are non-toxic.

Printed latex balloons are a fantastic, low-cost and environmentally friendly way of advertising at promotions and events. All latex balloons supplied by B-Loony, the UK’s largest printed balloon manufacturer, are completely biodegradable. The code of conduct produced by NABAS for balloon releases gives advice to ensure the protection of our environment.

Manufacture of Balloons

Balloons are manufactured by their millions every day in many countries. The rubber is collected as liquid from a rubber tree and then sent to the factories where the liquid goes through a series of treatment processes. These processes include shaping and colouring operations and testing for quality. The results are thousands balloons which provide a splash of colour and party atmosphere at celebrations and conferences or any event where a large number of people gather.

Conclusion

Toy balloons have been a source of pleasure and excitement throughout the world for many years. They have provided hours of entertainment and interest for children as well as being an educational resource. Non toy Balloons are being used for science, medicine and travel and are invaluable in helping us to learn about our world. Balloons I am sure will remain very alive and active on the world’s scene for many years to come.