Rotary International Convention 2023

In May 2023, the Rotary International Convention was held in Melbourne for 14,000+ delegates from around the world. According to Melbourne Convention Bureau, it was one of the most valuable conferences ever hosted by the city, worth an estimated $91 million in economic activity.

Although a worldwide movement, Rotary International is headquartered in the USA and the organisation works with a US-based company called L!VE to ensure the consistency of their event production as their convention moves around the world. Every year, Rotary International and L!VE select a local production company in the host country to help them deliver the convention on the ground.

In 2023, the local production expert was AV1.

Keep scrolling for photographs, a video showing the creative development of the production and an explainer of AV1’s production solution.

The production AV1 delivered included a three-piece LED wall on stage, stretching 18m across and 8m upwards at its highest point, in a curved flag design. The middle section of the LED wall could move up and down to admit speakers from back-of-stage, offering a theatrical entrance.

More than 100 lights were part of the overhead rig and a full D&B concert PA system comprising 60 speaker boxes ensured an even spread of sound throughout the large space. Four projection screens and two LED screens relayed the on-stage action to thousands of delegates around the arena. Twenty radio mics and 16 headsets in three different skin tones catered to the diversity of speakers.

Each moment of the plenary sessions was captured by AV1’s four-camera set up. Two cameras delivering the bulk of the live feed stood on special super-steady camera rises with operators on separate rises to minimise camera shake. A totally wireless roving camera captured tight shots and frequently went up on stage to bring intimacy between the speakers and attendees in the huge space. AV1 also arranged to have cinematic filming services onsite, to document insights from Rotary stakeholders and produce a short video to be shown at the first plenary, involving a 24-hour editing turnaround onsite.

AV1 factored in even the finest details, such as having broadcast quality hair and make-up services available to prepare speakers before their filmed sessions and having two autocue operators so that speakers could practice and make last-minute changes to their presentations up until the final moments before they stepped on stage.

Alongside all this, the team also responded to the environment throughout the four days of sessions, using their sound and lighting expertise to prompt a spontaneous dance party on day two to combat a post-opening lull.

“AV1 executed perfectly on our vision and pushed the boundaries of the technology used to its full potential,” says Ryan from L!VE.

“AV1 was technically sophisticated and creative and by the end of the event the team felt like family,” says Rotary’s Stage Production Manager Tracy Zabek-Cowan.

“When faced with difficulties or unexpected obstacles during the event, AV1 demonstrated flexibility by quickly adjusting their plans.”

As for AV1 Producer Dylan, he believes working on the Rotary Convention proves the capabilities of the team of AV1ders in the Melbourne.

“We’re always very confident in our abilities but you need a big job like this to really show everybody what you can do. I’m hoping it’s onwards and upwards from here because if we can do that, there’s not much we can’t do,” he says.

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