Independent creative agency SomeBrightSpark has developed a reputation for the quality of their work as producers, creators and designers who turn brave vision and creative ambition into authentic campaigns and experiences for some of the world’s best-known brands.

One of their clients, Volkswagen Financial Services [VWFS], requires an ‘All Staff Update’ [ASU] to be delivered every quarter, with a live presentation over Teams designed to inform and engage its more than 1200 employees, spread right across the country.

Teams is the chosen medium, because thanks to the robust hybrid working policy adopted by VWFS the presentation is viewed by people based in the office, at home and just about anywhere in between if they have an internet connection.

Town Hall Meeting AV

TechPro has worked with SomeBrightSpark on numerous projects and trusts we will not only deliver what is needed, but enhance the event for their client, which starts with our setup in the afternoon prior to the event, in a seminar room at the Milton Keynes HQ of VWFS.

The event is filmed in front of a branded backdrop, with six chairs set out for a senior leadership team panel session, which forms an important part of the presentation. There are three sessions throughout the day, presenting to around 400 employees at a time, which ensures business continuity, with those not attending the update continuing to provide services.

Each session includes a pre-recorded video update, which is around 40 mins in length, with the content provided by VWFS and SomeBrightSpark that is a played back through Teams.

Following the video update, a live Q&A session with six panellists from the senior leadership team answers questions posed by the firm’s employees. The questions, submitted using the chat function within Teams, are moderated by the VWFS team, then posed to the panellists who deliver their answers live on air during each session.

We provide a 2-camera (PTZ) setup for the panellists, with basic lighting to enhance how they look on camera and to deliver a professional appearance for the viewing audience. Sound is catered for with an 8-way radio mic rack to give each panellist and the host a microphone, so they can all be heard clearly during the panel session.

TechPro also provide VT playback to Teams, with the whole presentation linked together in a seamless manner to enhance the communication quality of this simple town hall ‘all staff update’. Again proving, a professional presentation can be delivered on almost any budget.

Everything is Possible

The need to maintain important services can make it difficult to gather employees together in a single location at the same time. But when technology is utilised by the experienced professionals of the team at TechPro, any important communications event can be given the support it deserves.

We understand how best to deliver effective town-hall meetings, supporting creative event agencies or dealing directly with clients to make the most of any budget. We will ensure important messages are communicated in a professional manner, so please get in touch if you need something similar.