Two General Meetings in less than 24 hours: a look back at our partnership with Vaudoise Insurance

A long-term partnership

On May 6 and 7, SKYNIGHT had the pleasure of supporting Vaudoise Assurances at two General Meetings held in Lausanne: the General Meeting of the Mutual Insurance Company and the General Meeting of the Holding Company.

These meetings are key moments in the life of the company. They bring together various stakeholders to discuss the results, strategic directions, and decisions that shape the organization’s future. Their success therefore depends as much on the preparation of the content as on the quality of the technical infrastructure in place.

This project is part of a long-standing partnership between SKYNIGHT and Vaudoise Assurances. For the past six years, our teams have been supporting the company at numerous events held throughout the year, providing solutions tailored to the specific needs of each project.

Two General Meetings, two different contexts

One of the main challenges of this assignment was the back-to-back schedule of two General Meetings held just a few hours apart, in two settings with very different characteristics.

The first General Meeting, that of the Mutuelle, was held at the Théâtre de Beaulieu. This venue is typically used for hosting shows, with facilities designed for stage productions and artistic performances.

The next morning, the holding company’s annual general meeting was held at the Beau-Rivage Palace. The venue is typically used for receptions, conferences, or high-profile events that require a different technical setup.

From the theater to the reception hall

Although both venues regularly host professional events, their layout, constraints, and typical uses are not the same.

The goal was therefore to ensure seamless continuity between the two General Assemblies while adapting the audiovisual equipment to the specific characteristics of each venue. This ability to adapt is an integral part of the role of an event technical service provider and allows us to offer both organizers and participants a seamless experience, regardless of the setting.

A comprehensive audiovisual infrastructure to facilitate communication

To meet the needs of both events, our teams implemented several audiovisual solutions:

• A simultaneous interpretation system consisting of 220 translation headsets, a Taiden infrared transmitter, and two infrared radiators, allowing participants to follow the proceedings under optimal conditions.
• A comprehensive sound system ensuring clear transmission of presentations and speeches in the various spaces.
• A video recording filmed using three heavy-duty cameras supplemented by a turret camera to effectively cover the operations and capture various angles.
• A video control room based on a Blackmagic ATEM 2ME paired with a 4K switcher to manage video feeds and content broadcast during General Meetings.
• Return stage monitor screens as well as screens dedicated to translation to facilitate the work of speakers and interpreters.
• An HOLLYLAND Solidcom M1 HOLLYLAND Solidcom M1 system with eight stations, enabling constant communication between the various members of the technical teams.

Ensure that content is shared with all participants

Beyond the recording itself, one of the goals was to ensure a smooth and crystal-clear broadcast of the content presented during the General Meetings.

To achieve this, our teams installed two Panasonic PT-RQ22K video projectors integrated with an Analog Way Aquilon C+ video production system. This infrastructure enables the simultaneous management of various video sources, presentations, graphic content, and live broadcasts.

Effective audiovisual management is a key element of this type of event. Participants must be able to easily follow the presentations, view the projected information, and enjoy a viewing experience that is well-suited to the venue’s layout.

The combination of recording, content management, and projection helps create an environment that fosters discussion and a clear understanding of the information presented.

Adapt the lighting to the constraints of the space

Every venue has its own technical and visual characteristics. Lighting therefore plays a key role in the overall quality of an event, both for the audience in the room and for video recording equipment.

For these two general meetings, additional lighting was provided using four Ayrton Nando 502 Wash projectors.

The goal was not to alter the atmosphere of the venue but to ensure consistent visibility of the speakers while taking into account the specific constraints of each space. This approach helps ensure that speakers are clearly visible and that high-quality footage is captured during video recording.

An arrangement designed to ensure continuity between the two events

The success of this type of project depends as much on the quality of the equipment used as on the planning and preparation carried out in advance.

Organizing two General Meetings back-to-back in different settings requires meticulous preparation, close coordination among teams, and careful planning to anticipate all technical needs.

From the installation of the equipment to the management of the various key moments of the events, every step was planned to ensure a smooth transition between the two events.

The intercom system deployed at the events enabled technical teams to stay in constant contact throughout the operations, thereby facilitating the coordination of activities and ensuring the responsiveness needed for the smooth running of the General Meetings.

This approach ensures service continuity and gives organizers the peace of mind they need to focus fully on the content of their events.

Thank you to Vaudoise Insurance for its continued trust

These two General Assemblies perfectly illustrate the importance of technical preparation tailored to the specific characteristics of each event.

Simultaneous interpretation, sound systems, video recording, content streaming, lighting, and team coordination all helped ensure the smooth running of these events, which took place on May 6 and 7 in Lausanne.

We would like to extend our heartfelt thanks to the teams at Vaudoise Assurances for the trust they have placed in us over the past six years and for the quality of our partnership, which continues to grow stronger with each passing event.

At SKYNIGHT, we are committed to supporting our clients in organizing their institutional, corporate, and public events by providing audiovisual solutions tailored to their specific needs and requirements.