Step-by-Step to Great Meetings

Step-by-Step to Great Meetings

Most people don’t realize the extent of planning and preparation that goes into creating an event from nothing. In showing my “office for the week” presentation, I’ve always assumed anyone looking at my work would understand just what it takes to put on an event and what my Partners and I go through to prepare for it.   What follows is a brief summary of the steps we take and how they benefit our client.

Step 1. The work starts as we prepare our proposal to win the business. We undertake detailed discovery to assess your needs and choose the perfect team to exceed your goals. This includes identifying members of the Team, budgets, sets, video, screen size, equipment, agendas, as well as hotel and travel details. We strive to anticipate everything you need. Our goal is for you and your attendees to have a rewarding, motivating, great time. We want everything to be stress free for our clients.

Step 2. Next our respective teams will collaborate on a theme for your meeting or event. We brainstorm back and forth and come up with a suitable theme that is based on the results you want to accomplish at your meeting. If your organization is doing great, the theme might be, Living the Dream — Writing History — Born to Perform —  Momentum. If you need to motivate, the theme might be, Expanding Our Vision – or — Chart the Course.  Some clients prefer no theme and just be branded. To be sure we stay in synch there is an approval process for every step of the process. No wasted time.

Step 3. Once we have a theme approved, we start designing templates and print materials based on your input and feedback. We might create an e-mail teaser, posters and/or brochures. You may want an event app developed. All will be branded to create the perfect experience for your participants.

Kapaln Graphics 003   Kapaln Graphics 005

Kapaln Graphics 004

Step 4. Once the templates are approved, we select from among several ways to put together the presentations. Presenters can provide their scripts and we will create a visual experience that helps communicate the key message. Or, we can distribute the template to presenters to create their own presentation. These “presenter-built” presentations are retuned to us in time for us to enhance them with exceptional graphics and polish them for delivery to your audience. Either way, we collaborate – going back and forth until we have a visually rich presentation that the presenter looks forward to presenting.

Kapaln Graphics 006   Kapaln Graphics 007

Kapaln Graphics 008

Step 5. So far we have picked a theme, created support materials and decided on the perfect set and screen sizes. It is time to go on-site. Our crew arrives a day or two early and builds out the General Session room and Breakout rooms (if needed), ensuring that each space reflects your theme and is set up for optimal communication. We test and repeatedly run through what we will rehearse with you and your presenters. Each presenter will have dedicated rehearsal time with The Graphics Guy or Gal. Then they will be get a chance to practice their presentation. We ask if they have a favorite song for their play-on. We also get titles and create recorded voice-over introductions for everyone. Also during rehearsals the lighting technicians will create special lighting pre-sets customized for each presenter or each session.

Kapaln Graphics 011   Kapaln Graphics 010

Kapaln Graphics 009

Step 6. Show time! Our events can feature as few as 2 computers to run the event but we have used as many as 16 to run all the sources, screens, eye-candy, videos, etc. We have “branded” stadiums including every screen, scoreboard and banner with your theme branding or animations. We have produced theatrical performances and reveals for CEOs. We have engineered a 30′ widescreen sliding out of the way to reveal the tradeshow floor or closing party. We can do anything that can be imagined as long as the budget supports it. And, with all the meticulous preparation that’s preceded your show, you can be assured of a professionally managed event that accomplishes your purposes.

Kapaln Graphics 012   Kapaln Graphics 013

Kapaln Graphics 014

My site has a section dedicated to events. I tell a little about each event and show several pictures. My photos are mostly in-between sessions because I run the shows and I am usually positioned backstage with the video village.

If you ever have questions or would like me to consult on a graphics project or event, please give me a call, 678.361.7671. We are a full service graphics company with Experience, Knowledge and Focus. I LOVE my job and I have over 32 years’ experience.

When Your Work Speaks for Itself … Don’t Interrupt!




Posted in blog, Featured