Challenge

The client had recently assumed responsibility for the event midway through its planning, taking over from the previous coordinator. With multiple moving parts already in motion and tight time frames, they were quickly getting up to speed.

Key challenges included:

• Coordinating a dual-format event: an in-person AGM with a live stream, plus a separate board meeting via Teams
• Managing room layout variations at the Hilton, which differed from standard formats
• Supporting the CEO’s first AGM presentation, including building confidence with the autocue
• Navigating communication gaps with the venue, which the client found challenging

Solution

Vidcom took on the full technical and planning scope, ensuring the client felt supported at every step.

Our solutions included:

• Pre-event coordination

  with multiple floor plan iterations, liaising directly with Hilton to finalise layout and logistics

• Dual-event support

  Setting up both the Teams-connected boardroom and the fully equipped AGM space

• Autocue rehearsal

  Session the day before, helping the CEO feel confident and ready to deliver her first AGM speech

• Clear and proactive communication

  Filling the gap between the client and the venue to ensure no detail was missed

Conclusion

This project highlights Vidcom’s commitment to delivering not just technical excellence but genuine support. By guiding the client through an unfamiliar process and helping key speakers feel confident and prepared, Vidcom helped make Oceania’s AGM a smooth and successful event. Client feedback on the day was overwhelmingly positive, with praise for our crew’s organisation, efficiency, and clear communication throughout.