A Riyadh technology conference with eight session rooms, a plenary stream and an exhibition floor that all had to start on the same minute.
Eight rooms, four days, one published agenda that changed twenty-two times before doors. The production answer was not more equipment; it was a single schedule with named owners and a change freeze ninety minutes before each session block.
The technical shape
The plenary ran a speech-first audio system with a measured seat-to-seat variance of under three decibels, a lighting state built for camera, and a 14-metre LED backdrop driven by a spare processor. The seven breakout rooms shared a standard kit list: two screens, one lectern microphone, one handheld, a laptop input plate and a stage manager who owned the room.
What we would do again
Printing the running order per room and briefing the stage managers together at 07:00 every morning removed almost all of the day-of confusion. The shared comms channel meant a late speaker in room six was known in the plenary before the host asked.
The exhibition floor was the part that changed most on site: two stands needed ground support they had not specified. Because the truss and hoists were ours and on site, the build was re-engineered overnight rather than escalated.