Virtual Sets

The Challenge:

Due to a limited budget, compressed load-in and set-up times and a challenging venue, a national financial services company needed a creative solution to stage an Awards Gala during an incentive reward trip in San Antonio, Texas.

The ballroom had no hang points and the size of the audience wouldn’t allow rear-screen projection. And with limited hours to load-in and prepare the room for the ceremony, the staging and décor had to be efficient, yet elegant.

The Solution:

In order to accommodate the limited time available for set up, and the tight budget we decided to use large-screen projections to create the classy, opulent look of an old Texas mansion. Three projections were designed with strategic inserts that could be used to place picture-in-picture (PIP) images to display the awardees’ names, show and company logos and image magnification.

We researched the look of classic Texas mansions and created drawings using Adobe Illustrator and Photoshop to get the exact look the client wanted. We created graphical picture frames to outline the inserted PIP images.

Because the entire set consisted of projection we were able to install, and light the stage in a very short time. We also saved on labor expenses since we did not have to assemble a full set. Since the large format screen used virtual décor, dollars were saved on props and scenery.

Another added advantage of using the large-screen projections was the ability to create special effects that would have been cost-prohibitive otherwise. For example, we designed a Macromedia Flash animation of a roaring fire, which was inserted in the virtual fireplace that was part of the room imagery.

On the other side of the set we created a window looking out on a lawn. A visual progression made it look as though it was getting progressively darker as the evening went on. At the end of the progression the yard got dark and the outside lights came on. The effect was very subtle and added to the realism of the virtual set.

The Result:

Honorees dined in the atmosphere of an old Texas mansion. The staging design was cost-efficient, classy and easy to execute in a short time frame. The PIP placement was ideal to display the honorees’ names as they walked across the stage.

The animated fire was a big hit among the attendees, who stood in line to have their pictures taken in front of the virtual fireplace.

We knew our clients were very pleased with the results when they entered the room and exclaimed, “WOW!” Since then, the same clients have elected to use this solution at four other Awards Gala programs.