Life sciences meetings rely on various types of technology to present content, encourage interaction and feedback, and gather information. For in-person meetings, there’s often proprietary technology used in tandem with traditional audiovisual (AV) technology. For example, an AV team may deliver the slides and audio to screens and speakers throughout the room, while another team manages “second screen” technology that delivers content via managed iPads used by each attendee. The different teams generally share the tech table and coordinate with each other to realize the client’s vision for the meeting. However, there are times when meeting organizers want to limit the total number of vendors and points of contact on site. In these instances, a technology partner with the right knowledge and experience can serve as a single source for traditional AV, content delivery, and audience engagement.
To be successful in this dual role, the vendor should have life science-specific meeting expertise, so they are already aware of security, compliance, and other unique factors related to these types of meetings. They also should be involved from the meeting planning stage, when they can recommend ways to optimize the use of all the technology at the meeting. Additionally, a clear understanding of the meeting’s goals will help them to fluidly manage both the AV elements in the room and the content and engagement solutions. In particular, understanding the intended content flow, which content has the highest priority, and what data the organizer needs to gain by the end of the meeting enables them to react in real-time to challenges and opportunities in this area on meeting day.
When looking to have one vendor own the tech table, it’s also important to make sure their technicians have audiovisual and production backgrounds that enable them to manage both AV technologies and the proprietary platform. Since one of the key benefits of this single-vendor solution is to leave meeting planners free to address meeting-day needs, the technology partner should be able to prevent or quickly resolve issues without interrupting the client’s workflow.
WCG Array has decades of experience helping deliver meaningful experiences for audiences while gathering insights to help with stakeholder decision-making. As a single-source provider of audiovisual and audience engagement technology, we can provide peace of mind that the two will operate together seamlessly and as planned. With one less thing to worry about, clients can focus their efforts where they are needed most on meeting day. Reach out to find out more.
