For the seventh consecutive year, GRP provided production design and management for the annual series of investor conferences for a major financial services company. This event is one of their largest each year with five meeting rooms hosting concurrent meetings totaling nearly 200 presentations over the three day conference. Nearly 1000 investors would be attending during the three days.

The meeting rooms are not available for setup until 11pm the night before the conference begins, meaning an overnight setup in order to be ready for the 8:00am conference start. In addition, the meeting rooms are not on a 24 hour hold so entire rooms must be taken down at 5pm to accommodate evening events the hotel has booked for another client. Rooms are then reset after the evening function for the next days meetings. In addition, the economic downturn resulted in a significant contraction of the conference budget requiring GRP to do more with less.

The GRP team reviewed the challenges and developed an efficient, cost effective solution. Due to time constraints, hard sets and rigging were not an option, so GRP designed a clean & simple stage set using basic lighting and pipe and drape which allowed for a faster setup and tear down. The simple design could also be duplicated in all rooms regardless of their size or dimensions. Working with the hotel and our AV partners, GRP arranged a load in and setup schedule to allow room setups to begin as soon as a room was available without disturbing other rooms that were still being used. Throughout the conference GRP maintained close communication with the hotel banquet department to learn of any changes to the strike/reset schedule and adjusted accordingly.

The GRP presentation management system and network allowed the team to monitor and track the multiple presentations and revisions being sent into the conference to ensure that the proper presentation and version were on screen when that presenter began their presentation.

The GRP planning and experience ultimately paid off as the conference went flawlessly for another year.

One of the five identical conference rooms