• Aztec’s Silent Seminar System delivers a high quality audio experience
• No interruptions and no need for expensive soundproofing
• Greater freedom and flexibility to locate theatres wherever you choose

Aztec’s Silent Seminar system improves the audience experience in terms of clarity and accessibility. Now organisers can enjoy increased capacity, flexibility and most importantly reliably deliver quality of sound to their delegates. It eliminates the need for soundproof structures that are costly for the event organiser.

Using the Silent Seminar System, event organisers can now position their seminar theatres with complete freedom. By eliminating all loudspeakers, seminar theatres can hold bigger audiences. The signal radiators can be sited wherever needed so they can also accommodate odd-shaped theatres.

Every audience member has a personal volume control, and can hear the presentation in crystal clear audio wherever they are sitting, whilst the headset helps to screen out peripheral sounds. Audience members with hearing aids can be provided with an induction loop (instead of a headset) that will transmit the audio presentation directly to their hearing device.

A sophisticated system, simply delivered

Aztec’s Silent Seminar System delivers a speaker’s voice or an audio presentation via headsets plugged into individual pocket receivers.

The audio signal is taken from the main PA and instead of being routed to amplifiers and speakers, it is sent to a number of ‘radiators’. These ‘radiators’ then use high frequency infra-red light waves to broadcast the signal to the pocket receivers.

Organised by Imago Techmedia, IP EXPO is now the biggest IT infrastructure and cloud event in the UK.  IP EXPO Europe 2017 took place at ExCeL and was co-located with two other shows, Cyber Security Expo and MACHINA Summit.AI.

IP EXPO Europe 2017 was the biggest show yet, attracting 15,593 visitors to the event, a 1% increase on 2016. Aztec has been involved in this large show since 2011.To give an idea of the scale, for the 2017 event, three articulated lorries full of equipment were required to transport the equipment to ExCeL. This was a 35% increase on equipment Aztec had provided in 2016. In addition, 29 technicians per day were used for the installation and 30 were on site throughout the show to address any issues and manage the theatres and all the other services we were providing.

IP EXPO Europe’s objective was to grow the number of European and UK delegates. Their strategy was to deliver relevant, contentious and interesting topics through a new international keynote conference and associated seminars. Although this was not a new event for Aztec, the scale and complexity of the 2017 event was set to be a challenge.

At the planning stage Aztec began to realise the complexity of the task, simply due to the volume and variety of equipment that would be used. This included; audio visual services to all 21 seminar theatres including the keynote area, live video streaming, 6.1m wide front projection screen with 14k widescreen HD projector, digital signage, silent seminars, AV services to more than 150 exhibitors and a total of 180 wall mounted screens. This would need 30 technicians per day all under Aztec’s management.

The highlight of the IP Expo Europe event was to be the keynote speaker Prof. Brian Cox OBE, the world renowned physicist. Imago advised Aztec that registration to attend this presentation had already exceeded the capacity of the theatre.  To cope with this exceptional demand, the organisers decided to stream the speech live to another 20 theatre areas at the show. Using its video streaming system, Aztec ensured that the maximum number of delegates could enjoy this important presentation.

To deliver the best experience of the keynote speech, the speaker needed to be visible to all delegates, irrespective of their position in the room.  After evaluating the lighting conditions within the venue, Aztec decided the best solution would be use front projection using one of its high power HD projectors to feed a 6.1metre wide screen.  Combined with a carefully positioned sound system, Aztec’s technicians ensured everybody could hear and see everything.

The remaining 20 theatres were smaller and required a smaller projection screen to create the same effect. The lack of space clearly meant that in order to achieve the best image quality, rear projection would be the best solution.  Although there was the issue of some theatres being placed on the show floor, creating a noise pollution issue, this was not a problem for the Aztec team. They simply installed their Silent Seminar solution, providing perfect audio quality to attendees – this utilised over 120 headsets.

However, the sheer number of theatres required a sophisticated way to disseminate information to attendees. Aztec used their EventIgnite platform to display the theatre agenda and centrally control all the information being shown on the 22 screens. This bespoke software was able to combine the agenda with high-impact sponsored adverts to drive attendees to exhibitor stands. In total an impressive 11,040 adverts were displayed across the two full two days of the show.

The large number of theatres and speakers also meant that managing the organiser’s presentations and distributing them to the correct laptop, in the correct room, was going to be a demanding task. In response to this challenge, Aztec installed a file server to automate this service and allowed speakers to add last minute changes to their presentation in the ‘Speaker Ready room’.

‘Impressive’

All of these elements combined meant the show was an outstanding success on all levels. IP EXPO Europe was a large show in terms of equipment installed and services provided to the organiser. Its smooth running was much appreciated by the event organisers:

Mindy Crosby, Head of Operations at Imago Techmedia sang the praises of Aztec after the show, saying “Aztec mobilised an army of technicians to deliver superb AV services right across the show. I was impressed by how well they managed a very complex project, proving they have the capacity and bandwidth to service the most demanding events”

Furthermore, Aztec has proved once again that they can rise to the challenge and manage any event, be it big, small or huge!

Date: 6th-8th June 2016

Venue: Olympia, London

Infosecurity Europe is Europe’s number one information security event with over 360 exhibitors showcasing the most diverse range of products and services to 18,000 infosecurity professionals..

• Keynote Conference
• 3 x Seminar Theatres
• Closed Theatre session (Pillar Room)
• Live Video and Audio Streaming
• Show Floor Theatre – ‘Cyber Innovation Showcase’
• 12 x Digital Signage screens
• 20 ‘Smart Space’ stands
• 40+ Exhibitors stands
• 24 Onsite Technicians

The entire set and stage was supplied from stock and installed and supported by Aztec’s in-house technical team.

Two Christie M Series 14k HD projectors displayed content on the screens, and audio via a line array system plus, of course, a range of switching and mixing hardware. A full stage wash provided colour to the set. Aztec also provided full power distribution to the theatre and all the LED room lighting.

The room was managed by a project manager, sound technician, data tech and video tech.

To accommodate the overflow of visitors who wanted to attend the keynote theatre sessions, Aztec provided an area where presentations could be transmitted via their Video Streaming System. This was transmitted via the venue network as opposed to running cables all over the hall.

Audio was then monitored by Aztec’s technicians to ensure that the visitors experienced a level of sound clarity as if they were inside the actual theatre.

Using Aztec’s Silent Seminar system eliminates the common problem of noise pollution.

This was particularly effective at Infosecurity where so many sessions were running simultaneously with open theatres adjacent to one another.

Obviously this enhanced the visitor experience but it also gave the organiser a cost efficient alternative to building sound proofed theatres on the show floor. This was a “win win” for the organiser.

Aztec’s Digital Signage system provided information to visitors throughout the show. Screens were dotted around the floor showing theatre programme information, sponsors adverts, calls to action and a twitter feed. The theatre programme was connected directly to the Infosecurity web site so that any last minute changes to the programme on the web site were immediately reflected on the screens at the show.

The organiser sold a number of ad slots to exhibitors and ads were produced by Aztec for those sponsors.

The central bar area was sponsored by Palo Alto Networks. Aztec’s digital signage software was programmed so that tweets appeared as follows – one third for Palo Alto, one third for the organisers and one third for all other exhibitors. Both blacklists and whitelists were operated simultaneously. As a result the networking bar with the large LED screen proved a big hit with everyone!

In addition to dealing with the theatres, the organiser’s 20 Smartspace stands and 40+ exhibitor stands, digital signage, silent seminars and streaming across the venue network, Aztec also contracted to provide large video walls for three of the main exhibitors at the show. This involved working closely with each exhibitor’s agency/stand builder in the run up to the show to ensure that the build and equipment were optimised for the space.

Furthermore, Olympia had two other events happening at the same time, which made the pre-show planning and coordination all the more important on the run up to the show.

The main challenge at Infosecuirty was the sheer scale of the event.

Aztec were asked to manage multiple areas around the venue as well as applying lots of different technologies and skills.

By working closely with the show organiser every area was discussed and planned meticulously so that the best option for each theatre, seminar and feature area were met and aligned with the show’s overall objectives.

Organised by Ascential, Bett is the first industry show of the year in the education technology landscape.

In it’s biggest year yet, Bett 2018 took place at ExCeL, covering 41,000sqm and attracting 34,700 visitors to the event. It sees 131 countries represented and brings together 850 leading companies and 103 tech start-ups.

This was the first year Aztec have work with Ascential on Bett and they wanted a fresh take on the show, in particular their main arena. 30 technicians per day were used for the installation were on site throughout the show to address any issues, manage the theatres and all the other services we were providing. This included an onsite editor to manage the content and running of the main arena.

The 1,000 capacity Bett Arena is the focal point of the show. Ascential wanted to change this from an open theatre to an enclosed arena with a more private and high profile feel to increase the potential to gain revenue by creating more ‘hype and intrigue’. To achieve this, we provided ‘edge blend’ projection on 3 large screens that curved around the arena. This provided speakers with a large hi-tech canvas to work with and gave them the option of one huge canvas, or splitting it into separate screens.

The arena was cloaked floor to ceiling in acoustic panelling and sound-proofing. This created intrigue and a buzz on the show floor, giving people vested interest in pre-booking tickets for the arena, especially with high calibre speakers including Microsoft and Google.

The result meant the arena was completely full during almost every session – ensuring demand for the dedicated streaming zones we set up with ‘Silent Seminar’ headsets so attendees didn’t miss out.

We also set up and managed a Green room where presenters could prepare content and presentations with our onsite editor who was also recording and editing all sessions.

In addition to the main arena and streaming zones, Aztec provided audio visual services to the 7 other seminar theatres, Bett bar, 4 Gallery Suites, 8.5mx4.5 free standing LED Wall in the Platinum suite for Microsoft, digital signage, silent seminars and AV services to more than 20 exhibitors.

This saw us install and manage over 350 silent seminar headsets, 12 iPads and over 50 screens as well as numerous laptops and computers.

To improve the visitor experience further, Aztec installed their EventIgnite digital signage and interactive floor plans. We used 18 responsive screens, placed outside theatres and in key areas on the show floor to display speaker schedules and other important information. Along with these we placed 10 interactive screens with EvenIgnite’s interactive floor plan features, allowing visitors to easily navigate and plan their day. The signage was updated 110 times and viewed an estimated 24,480 times by visitors.

Ascential knew what they wanted to achieve. We had the vision and the technical know-how to take an idea, create a concept and turn it into a reality from scratch. The BETT arena looked amazing and was a hit.

“We had big ideas for the BETT main arena this year and Aztec really helped us achieve our vision…” Victoria Abbott, Senior Operations Manager, Ascential Events Ltd.

Organiser: Govnet Communications
Show: UK Health Show
Venue: Olympia
Date: 27th September 2017
One-day build

• Improve overall image
• Deal with overcrowded theatres
• Produce efficiencies with floor space to increase revenue generating opportunities
• Record all sessions
• Deliver all requirements on a static budget and one-day build

Canvas-wrap sets provide a quick and effective solution to improving image. The team went the next step for the main theatres, with bigger, more striking structures.  Aztec could cover everything for the theatres and seminars from the bespoke sets, rigging and lighting solutions and all other AV requirements. With all the equipment to hand – large projection, PA systems and lighting that could be flown, silent conference – every option could be made to work.
 

The show expanded into West Olympia in 2016 – this increased costs, so Aztec redesigned the floor plan to fit back in the original space.

• Identified ‘dead space’ caused by pillars and designed a theatre around them
• Used a combination of closed and open seminars / PA’s and Silent Seminar

Our project managers went through the floor plans meticulously to find the best way to position areas so sound would push away and not disrupt each other as well as considering optimum use of space and acoustic factors such as low ceilings.

The team helped cost effectively drive revenue by fulfilling all recording requirements

• Utilising team already onsite kept costs down
• Streamed into overflow areas
• Edited recordings in-house

• The Quipco Guineas Festival – May
• Newmarket Nights – June – August
• The Moët & Chandon July Festival – July
• Dubai Future Champions Festival – October

• Upgrading all video signal from analogue to digital
• Full control room upgrade & streamlining
• Digital audio routing in the Millennium Grand Stand
• Introducing remote audio management
• Extra speakers to fill “blind” spots

Both courses upgraded in 2016 to be fully HD with all signals running on fibre cables .

Long lasting solutions to save time and money and give visitors the best experience.

Aztec has committed to “Go Green” with Southlondon.biz, the enterprise arm of Merton Chamber of Commerce.

In 2006 the company’s directors decided that it was a major business priority to become one of the leading lights in recognising and acting to reduce its impact on the environment. The company’s sustainability policy was written the same year and the staff and directors have demonstrated their commitment in a multitude and forever growing number of ways ever since.These include:

Relocating to evergy efficient premises in 2007 to premises fitted with wind turbines for electricity generation
Containers for recycling cans, glass, paper, card, plastics, toner cartridges, aerosols and any environmentally toxic substances
Environmentally sympathetic disposal of all electrical equipment above and beyond the WEEE directive
Installation of a mains fed water coolers in place of water bottles
Recycling of felt used on stage sets by donation to local schools to local schools
Receiving faxes into the company electronically to reduce paper usage

“We have always recognised that tackling environmental issues has to be driven with commercial considerations in mind. Go Green shares this ethos and has helped us to take the steps towards becoming carbon neutral” said Commercial Director, Mark Parker

The initial investment was significant but the cost savings have been easy to identify particularly since the relocation. The main factor in the success at the company has been the efforts put in by every member of staff, who see this as an extension of their role within the company and want to excel, like everything else they do.

MA Exhibitions MD Ed Tranter and Aztec sales director Leo Speck signs a two-year, 28 show deal on the show floor at International Confex (28 February 2018).

The agreement continues our ongoing partnership with the organiser.

This year ESSA celebrated their 10 year Anniversary! On Thursday the 7th December, their Conference and Snow Ball took place and to mark the special occasion, three awards were presented.

Aztec is delighted to have won the ESSA Member Company Award. The criteria for the award was to demonstrate our continued commitment to ESSA and its Code of Conduct and regulations and to also show our positive role within the industry as a whole. We’re incredibly proud to have won this award.

You can read more about ESSA’s Conference and Snow Ball here http://exhibitionnews.uk/essa-10th-anniversary-conference-and-snow-ball/

We’re proud to work with Connection Crew and to contribute to getting ex-homeless people back to work. In the financial year 2016-17 we provided 657 hours!