Corporate Event Set Design: From Meeting Room to Event Space: Your next company event really doesn’t have to look so uninspiring.

A memorable company event doesn’t always require a conference centre or large hotel ballroom. Sometimes the right venue is already inside your office it just needs a little imagination.

Napp Pharmaceuticals asked WaveFX to transform a conventional meeting room into an inviting event space for presentations, panel discussions, live music and interactive sessions.

The client brief

Napp wanted the event to feel completely different from a normal company meeting without moving everyone to an external venue.

The room needed to welcome 150 delegates across three repeated sessions while supporting guest speakers, musicians and audience discussions. The complete event would also be filmed and streamed for colleagues unable to attend.

Most importantly, it needed to feel lively, welcoming and far removed from another day of PowerPoint presentations.

Client quotation

“Amazing company to work with, that brought our vision to life with such professionalism, accuracy and on point with budget and execution. Highly recommend them.” Neelam Katechia, Commercial Operations Manager

Audience size, locations and platform

The event welcomed 150 delegates at Napp Pharmaceuticals’ UK offices, with additional viewers joining remotely from the UK and Europe.

The live programme was delivered through a private, branded webcast page that carried the cameras, presentations and speaker graphics. Each session was also recorded for on-demand viewing.

Transforming the meeting room

Black drapes hid the familiar office backdrop and immediately changed the character of the room. A diamond-shaped stage created a focal point for speakers, musicians and panel discussions, while creative lighting helped each part of the programme feel different.

The seating layout brought speakers closer to the delegates and encouraged conversation. By the time the doors opened, the room felt ready for an event rather than another internal meeting.

WaveFX managed the corporate event set design, staging, lighting, sound, filming and live stream as one production. Multiple cameras captured the speakers and audience, while presentations, videos and branded graphics were added to the webcast as the event happened.

Production challenges and how we addressed them

The first challenge was making a room familiar to many of the delegates feel completely new. The drapes, staging and lighting created a clear visual change without requiring permanent alterations to the office.

Space also needed careful planning. Cameras, lighting and technical equipment were positioned around the delegates rather than taking over the room, allowing the production crew to work quietly in the background.

The programme moved between presentations, discussions and live music, so the setup had to be flexible. Lighting changes, wireless microphones and live camera switching allowed each session to move naturally from one format to the next.

For remote viewers, multiple camera angles, clear sound and direct presentation feeds created a more engaging experience than a single camera placed at the back of the room.

Measurable outcome

The transformed meeting room welcomed 150 delegates across three successful sessions.

Every presentation, performance and discussion was filmed and streamed, giving Napp a complete recording and reusable content for future communications.

Using the company’s existing meeting room also avoided the added cost and logistics of hiring an external conference venue.

Could your meeting room do more?

With creative event set design, lighting, staging and production support, an everyday office can become a surprisingly effective venue.

Tell us about your space and what you’re planning. We’ll bring the tape measure and a few creative ideas.

Call 01223 505600 or email hello@wavefx.co.uk.

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