Meeting Production

Our expertise is producing quality meetings that inspire, educate, engage audiences and make our clients happy. Our meeting production starts with diligent work with our clients to produce the most creative meetings and events possible. Grass Shack is there to be an extension of your company and help you achieve your meeting objectives. We know you have the choice of many meeting production companies but Grass Shack’s record of returning clients speaks volumes.

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Our experienced team will produce your meeting flawlessly and professionally and we meticulously educate ourselves on the latest state of the art technologies and resources that are available and share our knowledge with our clients.


We manage all aspects of your event including; audio/visual, set design and media creation through videos, graphics, presentation solutions, and so much more.  Our presentation services are filled with experienced graphic artists that will create an exciting interactive presentation or that eye catching video or media piece for you.

We help your team communicate your message effectively throughout the entire journey.

Please contact us with any questions.

Meeting Production FAQs

How do I start planning the AV portion of my event?

Let us assist with your site survey or download our “site survey form” to help in the early stages of your planning.  We will assist you in establishing a budget that meets your goals and objectives and help you find the best solutions that will not only convey your message to your audience but wow them at the same time.


What is Meeting or Event AV?

Audio visual is the overall term commonly used to describe the sound, video, lighting and presentation equipment and personnel required to support an event.

Audio is the sound reproduction equipment that can range from simple installed ceiling speakers and a hand held microphone all the way up to elaborate concert systems for thousands of people.

Video is the all encompassing category for the screens and systems that visually convey your information to the audience.  It can be as simple as a laptop hooked to a small video projector in a boardroom or as elaborate as a wide screen (multiple projector) blended image fed by dozens of computers, cameras and other video sources.

Lighting involves the systems that make your stage and your room décor come alive by highlighting and darkening some areas, and also through the use of color and movement patterns.  It’s one of the best ways to make dramatic enhancements at a reasonable incremental cost.  Lighting helps to make your event stand out and stand apart from the ordinary.

Presentation is the catch all that includes everything from drape (which is technically a décor or a set related item) to old-school slide projectors and overheads.  It’s the category for those things that don’t fit into audio, video or lighting.


What is Meeting Staging?

Staging is the higher refinement of audio visual presentations into something closer to theatre.  Staging takes the audio visual tools and melds them into an experience and not just the basic’s of making sure an audience can see and hear the information presented from the stage.  Audio visual is the basis of Staging, but staging adds creativity and style.


Who are the guys in the black shirts and what do they do?

Every meeting production is different, so not every show will have all of these positions filled, or they may be filled by a single person wearing multiple hats.

Producer/Technical Director – This is the person that makes the show happen.  From the initial budgeting stage all the way through to the last click of the lock as the truck full of equipment pulls away.  The Producer or TD will be in charge.  They direct the entire crew, interface with the client and translate the collective vision of the client into a live event that meets the objectives set forth between everyone with a stake in the show.

Audio Engineer or A-1 – This is the person making sure that no one in the room misses a word of the sessions.  They will help design the system and oversee the installation to make sure that the standards and criteria for the meeting have been met correctly.  Any recording?  They will also make sure that an accurate and useful recording is made of the event to client specifications.

Video Engineer or V-1 – This is the leader of the video team.  They design the system, install the system and make sure that it performs to the exacting standards required to make a successful event.  They also help assure that any video recording are created to meet the client criteria and ultimate end-user requirements set forth by the client stakeholders.


Camera Operator

Graphics Operator/Designer

Lighting Director or LD

Master Electrician



Unions around meetings. When? Why? and How?

•Union labor

•In many markets facilities have agreements with labor unions to provide qualified labor.

•You must understand what agreements a facility has in place and how that will impact your AV

•Minimum, Maximum, hours, meal penalties and jurisdiction can impact your budget significantly

•Non-Union labor

•In most cases provided by equipment vendor

•Typically freelance or contract workers

Make inquiries on your initial site survey

What about exclusive contracts and preferred vendor arrangements at facilities?

Exclusive Contractor:

You may only use them to work in that facility

In-house Contractor: 

Retained by facility to be on site and provide service as needed. Not required to use, but they may be convenient.  Prices may be higher due to commission paid back to the facility.  Some facilities may charge a surcharge or fee for bringing in outside vendors.  Ask about pricing before contracting  Be sure to understand all fees and rules beforehand as they can have a substantial impact on the budget.

Rigging & Power:

Safety reasons most venues will have in-house contractors for you.


How does the venue I choose impact the budget and the AV choices that are made?

Obviously the environment to be used can have a major impact on the AV choices made to support an event.  A few of the challenging areas are noted below.


Download our AV Tips for Your Site Survey : HERE

To help assist you in looking at the room from an AV perspective on your next site visit.



Things to avoid:


  • Low ceiling heights

o      Low ceilings can require smaller and more screens for audience

  • Low hanging chandeliers

o      As above, the low point of the ceiling may not be the “listed” height which may measure to the highest not the lowest point in the room.

  • Windows that don’t darken

o      Can cost extra in drape or other coverings

  • Columns

o      Sightline issues and additional gear needed to cover for folks blocked from a clear view to the stage.

  • Mirrors

o      Reflections that go places you don’t want them.  Affects lighting and projection both.

  • Non Dimming Lighting

o      Lack of control can be a challenge for making the room look right without adding additional lights.  Convention Center type lights can have a long start up time, so not very practical on-the-fly during an event.

  • Lack of set up and dismantle time

o      Requires additional crew and thus added costs to the final bill.