Technical event management
Key roles in the technical production of a business event
Discover who’s who backstage. An essential guide to roles in event production for Project Managers.
Edgar Vásquez
22/01/2026
Have you ever felt that, despite having a great speaker, the attention of the room is lost after ten minutes? It’s not the fault of the content, but of the packaging. In the corporate world, the first impression doesn’t just count: it’s what defines whether your message gets through or is diluted.
At Edgar Vasquez Audiovisual Services we have proven after years of managing productions in Barcelona that success is not only about making the microphone work. Success lies in creating an atmosphere that breathes the identity of your brand. As marketing or internal communication managers, you know that the tranquility of a well-executed event is priceless.
Today we want to share with you how to raise the level of your next convention. It’s not about spending more, it’s about investing more in a corporate staging that transforms a simple meeting into a memorable corporate experience.
Forget the traditional projection screen tentatively placed in a corner. The current trend in indoor events is the total integration of video as part of the scenery.
Using large format LED screens allows us to create dynamic backgrounds that change according to the moment of the event. Imagine that during the reception the attendees see a relaxing landscape with the company’s logo subtly animated, and when the CEO’s speech begins, the entire background transforms into the brand’s corporate colors.
This technique not only offers an impeccable and modern image, but also allows something crucial for your department: total branding. You can read more about how to boost your brand through technology in our article on audiovisual branding for corporate events.
Light is the most powerful and cost effective tool to change the emotion of a room. However, on many occasions we see events in hotels in Barcelona where we rely solely on the flat white light of the room.
Effective business staging uses lighting to guide the attendee’s eye.
For networking moments: Warm and soft lights.
For presentations of results: Focused and sharp lighting on the lectern.
For the “Wow” moments: Color baths on the walls with the exact tones of your corporate identity.
Planning this lighting design in advance ensures that the event photos, which will then be circulated on LinkedIn, convey professionalism and warmth.
The 100% face-to-face event is a classic, but the hybrid format is the current standard for multinationals. The challenge here is that the screen is not a barrier.
For the staging to work, remote speakers must appear on stage with the same visual hierarchy as face-to-face speakers. A pixelated video call is not enough. Smooth signal management and supporting screens (comfort monitors) are required so that the moderator can interact naturally with those at home.
If you’re interested in how to do this without technical glitches, we recommend our guide on how event streaming works. The key is for the technology to be invisible and the connection to be human.
The era of the passive assistant is over. If you want your team to remember the message, involve them. The staging should include moments where the audience takes control.
Real-time voting: Project the results of a poll on the main screen instantly.
Catchbox” microphones: Foam dice with integrated microphone that are tossed into the audience for dynamic Q&A.
Gamification: Quick contests on company data.
These dynamics require precise technical coordination to avoid awkward silences or system failures. Discover more ideas in our post about interactive formats for conferences.
Sometimes, the best business staging does not require a single watt of electricity, but a rethinking of the space. Why always use the theater format (rows of straight chairs)?
At Edgar Vasquez Audiovisual Services, we collaborate with you to design room layouts that encourage attention.
Cabaret format: Round tables to facilitate note-taking and discussion.
Fishbowl format: The speaker in the center and the audience around (360º), ideal for close leadership sessions.
This change in layout involves adapting the sound system and the location of the screens to ensure that, wherever they sit, everyone has a clear view and hearing.
Organizing an event in Barcelona has an advantage: the city offers incredible venues. From historic hotels in the Eixample to modern auditoriums in the Forum area. However, each space has its acoustic and lighting challenges.
What works in a low-ceilinged room will not work in an open-plan industrial space. This is where the figure of a technical partner who knows the venues in the city is vital. We make prior technical visits to audit the space and ensure that your creative idea is technically feasible.
In closing, we want to alert you to three mistakes we usually correct when we are called to professionalize an event:
Wires in sight: Nothing destroys the elegance of a corporate event more than a tangle of black wires crossing the stage. An impeccable installation always hides them.
Unreadable screens: Use low power projectors in rooms with lots of natural light (large windows). The content looks “washed out” and transmits laziness.
Poor sound: If the CEO is not heard clearly in the back row, the message is lost.
As we have seen, an impressive corporate staging is the sum of creativity, technology and, above all, planning. Your goal is to communicate and motivate; ours is to ensure that the technical environment makes it happen without you having to worry about anything.
Having great ideas is the first step. Executing them without risk is the second. To materialize these concepts, you need to count on audio visual event solutions in Barcelona that back up your vision with high-end equipment and comprehensive technical support.
Do you have a date in mind for your next corporate event? Don’t leave your company’s image to chance. Request here your personalized proposal and let’s design together an experience that your team will applaud.
Discover who’s who backstage. An essential guide to roles in event production for Project Managers.
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