Event presentation: focus on project management

Successful presentation of an important event

An event is an essential element of a company's communication strategy. It can be used to thank employees and customers, inform about change, celebrate success, or communicate the strategic vision for the years to come. In all cases, the event aims to transmit a message and promote a very specific aspect of the company.

In addition to the initial informative objective of an event presentation, organizing an event with pomp and circumstance also aims to attract the attention of partners, journalists, and even the general public. This is the case of Apple, which organizes a resounding event every year to present its next releases.

The objectives are therefore multiple and, faced with such challenges, communicators can quickly find themselves overwhelmed. Fortunately, it is possible to call on event professionals who will be able to support you. Let's look at that in more detail later in this article.

What types of events do event agencies work on?

Conventions, seminars, trade shows, team-buildings, product launches, inaugurations, press conferences... All ideal events to strengthen the links between your teams, highlight your products and your brand, but whose organization may require the use of an event agency.

The main objective is not only to organize an event, but to create an unforgettable experience that will surprise and delight guests. As such, an agency aware of these challenges will be able to use its creative skills and its extensive experience in the event industry to make a difference and make an impression. Each event is a unique opportunity to reach and inspire your guests, and it is with this philosophy that each project must be approached.

What are the missions of an event agency?

Take charge of the entire organization of the project

The event agency takes care of the complete management of your event, from planning to final implementation, thus guaranteeing the smooth running of the project and the achievement of the set objectives. His responsibilities include various aspects such as logistics, decoration, invitations, catering and many others. To do this, it collaborates with external service providers such as animators, decorators, catering services, etc.

Your role as a customer is limited to overseeing the project and ensuring compliance with the objectives, deadlines, actions and budget defined in the specifications. The agency team, in coordination with the service providers, remains mobilized until the end of the event, thus ensuring a smooth running until the reception room is rehabilitated.

Advise and guide your client to other partners

When a company uses an event agency to organize a large-scale event such as a trade show or a seminar, it is often because it recognizes the need for specialized skills in managing such a project.

The agency's objective is not only to carry out the project successfully, but above all to guarantee total customer satisfaction. In this sense, it can even suggest the engagement of service providers specialized in a particular field if the success of the event depends on it.

This is where we come in, because it is not uncommon for event agencies to contact us for our expertise in creation of communication materials for events far-reaching.

Leave nothing to chance by using a PowerPoint agency

As you can see, organizing an event requires a considerable investment in terms of time and resources. The worst that could happen to you is to waste all your efforts on D-Day with an unconvincing PowerPoint presentation projected in front of your audience.

The PowerPoint support is therefore of crucial importance in the eyes of the participants. They expect to find the essential points of your speech clearly and concisely. It is therefore essential to prepare your presentation well in advance of the event in order to harmonize content and form, to captivate your audience on the big day and to avoid the unexpected.

Take care of your announcement effects and your arrival on stage

Get the most out of your service providers by combining their respective knowledge; the event agency in charge of the scenography and the PowerPoint agency in charge of support will allow you to stage the key moments of your intervention. Since the attention of the public is not linear throughout the event, you will have to redouble your techniques and tricks to keep them with you.

This is why presentation professionals advise prioritizing announcement effects and stage arrivals via more “catchy” slides, or even exploiting animations to capture the attention of your audience.

Plan a team of experts for the PPT presentation in management

La RégieDoes that mean anything to you?

You certainly know the technical management of shows, concerts or other events Live which consists in managing the organization of sound, lights and their components.

As a Powerpoint agency, we also join technical agencies through Powerpoint control systems.

PowerPoint control is the process of PowerPoint presentation management and control during a live event. This generally involves organizing the slides, managing transitions and animations, as well as coordinating with the technical department on site on the day of the event to ensure a smooth and professional presentation.

What is a PowerPoint control room?

One PowerPoint control room, It is the availability of one of our most experienced designers on site on the D-day of the broadcast of your event. For this, we advise you to plan this organization in advance in order to ensure our availability for your event. It is important, beforehand, to define the number of people, the equipment, and the necessary configurations, which are all useful elements for the successful completion of the mission during the Art Direction (DA), of the Declination (DE) or entertainment before the event. Our presence on site, finally, is the final touch to all the work done by the PowerPoint agency beforehand. We then coordinate with stakeholders such as technical service providers, customer contacts and other intermediaries (speakers and speakers, for example) to offer you the best possible service.

Our intervention during a PowerPoint presentation aims to support you for your events of all types and to liaise with technical service providers for the smooth running of the presentation material, all without a hitch.

The designers present on site on D-Day for a PowerPoint presentation are experienced profiles who are responsible for the final result of your presentation. They ensure that everything is consistent with the identity of the event and they make the necessary adjustments, in collaboration with the technical management teams.

“We are there to make sure that the presentation looks good”, explains Maxime, lead designer at Mprez.

It is generally necessary to conduct a rehearsal or screening with all the stakeholders of the event to define, before the D-day, the interventions of each profession (sound, light, speaker, speaker, video, video, slides, etc.). Our missions as a Powerpoint agency are to roll out the slides, to recalibrate the presentation, to ensure that no animation has jumped along the way and that the colors and visuals pass well on the screen. Indeed, depending on the lighting and the room, it is possible to realize that certain colors or writings are illegible, that some texts deserve to be enlarged or narrowed, that the transitions are not smooth, etc.

“For example, for Veuve Cliquot, we were in the City of Fashion and Design, a place that was not at all made for management, so everything had to be created the day before and the calibration work was very important”, Maxime recalls.

Sometimes, you also need to add infographics, in other words, packaging around the presentation. “If a presentation is 16:9, while the screen is very long, you have to add other elements around it to better integrate it”, explains Bessy, lead designer at Mprez. The designers therefore make sure that the rest of the screen is aesthetic and that everything fits together elegantly.

During the day, they go over all the details and refine the prez according to some last-minute changes.

Finally, for the passage of your slides, several choices are available to you:

• You can decide to keep control over your slides and your speech by passing your slides yourself with a “Pavlov” or “Click” directly from the stage.
• You can give this role to one of your collaborators who controls the flow of your presentation.
• You can leave the hand to a person from the control room dedicated to the passage of the slides

In these cases, our designers remain available for support, providing technical support if necessary, ensuring the smooth running of the various parts.

• You can let our designer be in charge of this manipulation; we will follow the script or driver of the event so as not to miss the moments when you want to move on to the next slides. This way, you can focus on your speech (rehearsal is the perfect time to synchronize yourself on this aspect, and to confirm it with the technical department).

Recently, our teams operated a Stage manager for Chanel ; let us take you to the heart of this event so that you understand what it is all about.

Practical case: the Chanel agency

During the Chanel event, Bessy and Maxime, lead designers, masterfully managed PowerPoint to ensure that everything went as smoothly as possible.

They were not responsible for passing the slides, the presenters wanted to do it themselves, but they had to make a lot of changes beforehand, especially concerning issues of size and effects, since the location required some adjustments.

Upstream, they ensured the digital and technical installation. “Everything has an impact on the way we work, so we always ask for as much information as possible”, explains Bessy. Thus, they took into account the technical specificities relating to the location, the number of screens and their size, and added to the technical management system present on the premises. The key word is The adaptation !

They made sure that the presentation was harmonious in the heart of this imposing room and a great deal of work was done on the color rendering, taking into account the particular lighting in the room.

La Technical management During this event Chanel had two sound engineers, a video engineer and a light manager. Our designers therefore integrated themselves into their composition and communicated with each other by means of intercoms to ensure the smooth running of the presentation and the changes of visual skins.

Our teams are on the alert

Obviously, such a project must be prepared with care and attention in advance in order to be able to function!

In addition to the technical details of visual variations, our designers ensure, before coming, the equipment that you will have available during your event and take care of bringing their computers, adapters, keys, the latest version of the presentation etc. to ensure a seamless plugin to your digital tools.

During control rooms, concentration is required: “We make sure that we are 100% dedicated to the project during these meetings, in other words, we turn off everything, whether it's notifications, computer audio, etc., we put ourselves in “presenter” mode on PPT and we adjust all our software.”, they develop.

Last detail (sometimes not the least): if you have a dress code, we respect it and blend in with the crowd! “I was already asked to come to a production room in a three-piece suit”, recalls Maxime, “it was a good experience!”

Proud to be able to promote their work and to see the fruits of their efforts live on screens, our designers are always delighted to support you in these events!

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So, if you have a management project, do not hesitate to call on us!

See you soon at the Kings of La Prez 👑