A boardroom by day, a party by night

The brief

Motorola came to us through Novamedia, the agency handling the programme, with a requirement that reads simply and behaves like two separate events: a plenary conference for roughly 350 delegates at Sheraton Grand Da Nang, followed by an outdoor after-party on the same day.

The day session needed the discipline of corporate production, clean stage, reliable AV, scripted transitions, nothing that draws attention to itself. The evening needed the opposite: a marquee, a DJ, a live band, opening acts and the energy of an actual party. Both had to be built, rehearsed and delivered without the second compromising the first, and without a visible changeover in front of guests.

What we delivered

iMAGINE Events Asia produced both modes with one bilingual lead across the whole day, owning technical design, entertainment coordination, rehearsal and live show-calling.

• Indoor plenary stage and AV, conference stage build with screen, content playback, line-array audio, presenter monitors and stage lighting for a 350-delegate room.
• Outdoor marquee after-party, a marquee build on the resort grounds with its own staging, power, rigging and party lighting design.
• DJ and live band, sourced, contracted and technically supported, with a stage and audio package specified for live music rather than speech.
• Opening performances, cast and rehearsed opening acts to launch the evening rather than easing into it.
• Stage management, bilingual stage management across both environments, running talent, cues and changeovers.
• Show-calling, a single scripted run-of-show covering the plenary and the party, called live from the production desk.

The programme

One day, two production modes, sequenced so the transition happened out of sight.

• Build. Plenary stage and AV installed and tested indoors; the marquee, outdoor staging and party rig built in parallel on the resort grounds.
• Rehearsal. Speaker rehearsals for the plenary, then band line-check and run-throughs with the opening acts.
• Plenary. The full conference session for around 350 delegates, run to a scripted show-flow with rehearsed transitions.
• Changeover. Guests moved outdoors while the second environment, already built, was brought up to show state.
• After-party. Opening performances, live band and DJ under the marquee, called live to the same run-of-show.

Scale and specifications

The scale of the day, and the two technical packages our crew installed, operated and struck.

• Plenary vision, conference screen with managed content playback and presenter monitors.
• Plenary audio, line-array system tuned for speech, with wireless handheld and lavalier microphones.
• Marquee, tented structure with engineered rigging, distributed power and safe cable routing on outdoor ground.
• Party audio and lighting, a music-grade PA and DJ package with a party lighting design built for a marquee rather than a ballroom.
• Entertainment, DJ, live band and opening acts, contracted, briefed and integrated into the run-of-show.
• Crew, bilingual stage management, technical operators and setup crew across both environments from load-in through strike.

The outcome

Delegates experienced one event with two distinct halves rather than a conference with music added at the end. The plenary ran to time and to corporate standard; the marquee opened as a finished party, with acts rehearsed and the room already at temperature.

For Novamedia and Motorola, the value was in the single point of accountability: one production lead carried the run-of-show from the first plenary cue to the last track, so the transition between two very different disciplines never became the client's problem to manage.