Be Prepared — Top Considerations for International Events

Bartha just recently returned from Ireland, staging an event for a large corporate client. As we review our experience abroad, we thought it helpful to share some tips regarding the planning and execution of events overseas.

Planning. Allow a minimum of six weeks just to prepare equipment; four weeks for shipping; one week for packing; and a minimum of one week for paperwork and proper documentation. The paperwork necessary to ship equipment and event supplies abroad is very comprehensive; understanding how the process works to ensure everything arrives on time is critical!

Do the math. We have learned that shipping our own mission-critical equipment is often the most cost effective way to stage a show. Much of the high-end technology we use day in and day out in the U.S. comes at a premium price overseas; some, more standard equipment, may be reasonably priced so shipping offers no distinct advantage. Every destination is different. Our job is to do the math, balance shipping costs versus local rentals, and design a final labor and equipment package that is cost-effective while assuring top performance and capability.

Teamwork.  Any time we travel abroad we know that we need to locate quality local professionals to assist us.  We work to create relationships all over the world so that no matter where we go, we know we have a solid team.  It makes all the difference and ensures that each event is worry-free for our clients.

Be dutifully aware of Duties. Every country has different (and sometimes punitive) import/export regulations. Know what they are in your destination country before you pack and ship all that expensive stuff. For example, if you plan to give your top sales people a classy piece of jewelry in recognition of their achievement, you may be liable for import/export duties based on its value. This has been known to lead to sticker shock.

Power. Be sure you understand the needs of your event so that you can be assured you have enough power. Remember the 2013 Super Bowl? Planning for power at any event is critical especially when abroad. 

For information or assistance in planning your next overseas event contact Chris Zervos at 614.252.7455. He can help answer any of your questions. 

Four Years in the Making,Two Weeks of Flawless Execution

Over 18 months ago, Bartha was selected by The Church of the Nazarene (based in Lenexa, Kansas) to produce and stage the 28th General Assembly and Conventions in June 2013 at the Indiana Convention Center in Indianapolis. This quadrennial event, held every four years, attracts over 20,000 church members from around the world. With over 18 months to prepare, we utilized a number of strategies that can be applied to any large event:

Identify and Support Key Stakeholders: The 2013 General Assembly included three two-day Conventions of church groups, five major worship services, three days of plenary business sessions, and nearly 60 breakout rooms, many of these running concurrently in two massive halls of the Convention Center. Each of these had discreet stakeholders and “ownership”. Bartha created specific teams of production professionals and on-site leaders assigned to the event spaces and individual stakeholders to assure outstanding client service for every element of the two-week event.

Logistics: Scheduling becomes even more critical for events of this size. Layout a carefully planned timeline and schedule to coordinate everything from loading dock access, equipment storage, local labor, security, load-in schedules, rehearsals, etc. Detailed planning here eliminates a world of on-site headaches and controls on-site costs.

Partner with the Best: The Church of the Nazarene General Assembly required simultaneous translation in seven languages, an automated audience response voting system, captioning of business sessions for an official record, live streaming, and a number of specialized services to serve the international audience and church business. Bartha teamed with a number of trusted partners (some of the best in the country) to flawlessly and seamlessly deliver these services.

Flexibility: Even with 18 months of planning and preparation, on-site flexibility was one of the keys to overall success. Events can change in an instant—being able to adapt to those changes is simply what we do.

Creative Ways to Honor Hundreds

We recently completed Arbonne International’s Global Training Conference (GTC 2013) with an audience of 13,000 in the MGM Grand Garden Arena in Las Vegas. With over 550 individual achievers to be honored on stage, we are challenged each year to creatively and quickly give them their moment in the spotlight.

We have crafted this list to help you during your next event.

Keep the pace of award recognitions moving, whether you are recognizing 10 or 1000:

• Keep a consistent pace going throughout the awards.
• Avoid picture taking during the show; the audience should not be waiting while you take pictures. Create an off stage  “photo op” area that can be used after the event.
• Utilize a stage manager to keep people moving and help ensure that everything runs smoothly.
• Choose the right music to keep the audience entertained and maintain the pace.

Tips for large numbers being honored:

• If your event spans multiple days; spread the awards out throughout the program.
• Scroll the names visually across the screen rather than have them wait to have their name appear. 
• Rehearse when possible or prepare documentation prior to the event that gives honorees information about where and when they need to be ready.
• Use all available space to pre-stage groups so there are no delays.

Tips for smaller numbers being honored:

• Have honorees come from backstage
• Be sure that awards/certificates/plaques are ready for distribution.

Animated graphics can make it fun: 

• If you must do things that slow down a show, have fun with graphics to keep the audience engaged

Illumination and Tradition

On the night before Spring Commencement at The Ohio State University, the traditional candlelight ceremony was held in front of the Thompson Library. This is a very special evening established years ago for students to celebrate and reflect on their accomplishments at OSU. The class of 2013 was the second-largest graduating class in Ohio State history with 10,143 Buckeyes.

Bartha teamed with the University to bathe the east façade of the Library in bright scarlet hues. This striking visual effect provided the perfect backdrop for a final and emotional farewell. Bartha is proud to have been a part of this special event. We understand how lighting of this magnitude creates a special mood and makes a lasting impression. Congratulations to the class of 2013!