Specsavers virtual
management meeting

The Brief

At the time of recording, face to face events were not possible so the client needed an alternative way to host its management meeting. As virtual event experts, we were up to the challenge, and began to look at how we could make the event as engaging as possible, despite the lack of in-person attendees.

Our brief was to work in partnership with production company Chimera and their client Specsavers to live stream their internal Management Meeting from a professional temporary broadcast studio in the midst of the pandemic.

The clients wanted to get as close to the look and feel of one of their regular management events whilst working in a virtual environment. In spite of the regular Zoom meeting scenario seen during the pandemic, Specsavers wanted a higher level of professionalism. We helped them to achieve the look and feel of a ‘morning TV show’, complete with set, cameras, teleprompters, comfort displays, studio lights and more.

In doing so, we would need to provide return feeds and audio communications to the remote sites and ensure high-quality video feeds from all participants. We would also need to supply additional relay feeds to the presenters in the live studios so they could see the event action at the remote sites as well as being able to read their own scripts.

Lexus LC Launch Image
Lexus LC Launch Image

Key Deliverables

  • Video mixing & streaming solution. 

  • Virtual green room for remote guests 

  • Broadcast cameras with teleprompting

  • Large format displays

  • Greenscreen “weather forecast” type presentation

  • Professional audio system

  • Professional engineers

Virtual event production

Our Solution

During the pandemic, we saw a growing demand for a high-quality alternative to standard Zoom webinars. We worked hard to develop our capabilities as a virtual and hybrid event production company by investing in new cutting-edge technology and skill sets.

Video Mixing & Streaming

Virtual events require specialised equipment and technical creativity to achieve a broadcast which feels and looks professional.

Using our high end vMix workstation we were able to mix between four HDSDI cameras and many computer inputs over our IP network. The vMix system has huge flexibility and it can manage an entire production in the hands of a skilled operator. We also used separate vMix servers to handle the incoming/ outgoing video calls with the remote presenter and this allowed the vision director to focus solely on video mixing and spreading the workload amongst other systems creating added resilience.

Remote Link With Guernsey Studio

We also used high end laptops with the vMix platform to manage remote guests and video links using the platforms proprietary system, vCall. It can be setup with functionalities such as individual audio talkback which allows the operating engineer to privately communicate with the guest both off and on air. We were also able to set up a Green Room, where multiple guests, show producers and the engineers can see and communicate whilst off air.

Teleprompting & Tally Lights

Teleprompting options at conferences are often provided with the use of large relay screens. However, in a studio environment we use a teleprompting script right in front of but invisible to the camera lens. This allows a very natural presentation to camera whilst being able to read the script simultaneously. Our vMix server includes Tally light functionality, which also allows us to place tally devices on each camera. These provide indicator lights to the presenters, showing which camera is live and which camera will be next.

Studio Green Screening

Using the inbuilt Chroma Keying abilities of our vMix server, it was straight forward to setup a filming location to the side of the studio with a green material backdrop and descent studio lighting. A few adjustments in the server and we had a live “Weather forecast” type presentation area allowing us to super impose the presenter over their chosen background.

Professional Engineers

We have in-house and freelance Engineers, all of whom have worked with us for many years and are highly skilled from a technical standpoint. We pride ourselves on providing the right Engineers for the job, each going the extra mile to make sure any event runs smoothly and looks great. Their attention to detail and knowledge base is of the highest quality.

Lexus LC Launch Image

The Result

Specsavers were able to host and broadcast a studio quality virtual event using a web-based platform to reach their management team across the UK & the Channel Islands. 

Our team put real time and thought into our solution and in doing so, we were able to change scenes instantly during the live show. Even when presenters began to improvise during presentations there was no need to pause or interfere with the production scheduling. 

Our systems are able to operate at up to 4k resolutions, and this production was streamed at full HD. The look and feel of the production was very high quality and looked stunning to the audience. 

Both the client and our partners at Chimera were very happy with the results and see virtual events as a possible format going forwards. 

If this case study has encouraged you to find out more about how your organisation could benefit from a virtual event capable of reaching a worldwide audience, get in touch with us today.