Case Study: A Secure, High-Speed Network for a National Managers Conference

The Portable Network Operations Center (NOC) Backstage at the event

At Talon Audio Visual, we know that a reliable network is essential for any successful event. When a client planning their national managers’ conference approached us with a unique event networking challenge, we were excited to deliver. The client’s strict data security policies prohibited corporate devices from connecting to the hotel’s WiFi network, but they still needed a secure, high-performance internet solution for both attendees and for our onsite production team managing the audio, video, and lighting for the event.

To address these requirements, we engineered a private network that operated independently of the venue’s infrastructure. Leveraging 5G networks from all three US cell carriers, and bonded cellular technology from Peplink, we provided a fast, reliable, and secure network that exceeded the client’s expectations.

The Challenges

1. Data Security: The client’s strict corporate IT policies meant we had to be entirely separate from the hotel’s internet connection, and that we needed to isolate client devices from each other and from production machines. We also needed to support client PCs with a corporate VPN.

2. High Bandwidth Demand: Supporting internet access for hundreds of attendees while meeting the needs of the production team to download and upload large media files, while ensuring consistent performance across devices.

3. Temporary Setup in a Busy Venue: Designing and implementing a robust network within a short timeframe, all while ensuring it seamlessly, if temporarily, integrated into the event environment.

The Solution

To meet these challenges, we deployed the following:

A Wireless Access Point on a stand in a hotel ballroom.

• Peplink Network Backbone: A powerful system to handle high volumes of traffic. Using a Peplink SDX Pro as the core router, we built a temporary NOC in the backstage Video Village tech area that managed the network building-wide.

• Ten Cellular Modems: Bonded to combine bandwidth from multiple 5G providers for a reliable and high-speed connection.

• WiFi Access Points: Strategically placed around the venue to provide seamless coverage in all event areas.

• Temporary Cabling: Carefully routed to connect the entire setup without disrupting the aesthetics or flow of the event.

• Device Isolation: A critical security feature to ensure corporate devices couldn’t communicate with other endpoint devices on the local network, protecting sensitive data.

The Results

The result was a secure, high-speed private network that supported all aspects of the event. Attendees enjoyed reliable WiFi access for work, email, event polling and engagement, while the production team leveraged the robust network for video streaming, AV integration, and other resource-heavy needs.

Technical Highlights

• 5G Cellular Bonding: Combined multiple connections to create a fast, redundant, and reliable internet experience.

• Advanced Security: Delivered a network that complied with the client’s strict IT requirements, including device isolation.

• Event-Specific Design: Tailored the setup to the unique needs of the conference, ensuring flawless execution.

Our team’s expertise in bonded cellular and 5G technology broadly, and in the Peplink Ecosystem specifically, not only addressed the client’s challenges but also enhanced the overall attendee experience. The event went off without a hitch, with both the client and attendees benefiting from the secure, high-performance network.

At Talon Audio Visual, we specialize in creating customized solutions that meet the unique needs of live events. Whether it’s building a secure network, delivering seamless AV integration, or providing full technical production services, we’re here to ensure your event is a success.

Want to learn more about how we can power your next event? Contact us today to get started.

Project Spotlight - Tech Company User Conference

In the Fall of 2024, a leading tech company hosted its first in-person conference at San Francisco’s Pier 27, blending on-site and virtual experiences via the GoldCast platform. Working with our agency partners, Talon AV led the technical team across departments and vendors to make sure every technical detail was spot-on.

Comprehensive Technical Oversight

We handled a range of technical elements and departments, from Audio Visual, to Lighting, to Power, to Network.

• Video & Audio: Oversaw audio building-wide, including general sessions, breakouts, and paging, and oversaw video for both in-room screens and live stream, to ensure high-quality visuals for both on-site attendees and the online audience, giving everyone a unified experience.

• Network Coordination: Coordinated with the in-house IT team, AV team, registration vendor, and production teams to set up a robust network that supported both the event’s internal needs and the live stream for virtual attendees. This meant planning in advance for internet access in hard-to-reach outside locations, as well as managing multiple networks for attendees, presenters, and production staff.

• Power Distribution: Carefully planned power needs between vendors and the venue’s preferred electrical vendor to supply power to everything from catering to AV to expo to lighting, ensuring everyone had a great experience.

• Lighting Design: Worked closely with the design team and AVL Vendors to create lighting that not only lit up the venue but also matched the event’s branding and themes - we paid meticulous attention to color temperature, focus, and locations to light everything just right

• Logistics Management: Coordinated load-in and load-out schedules with the producer and all vendors, collaborating efficiently with production teams, client, venue, and vendors to ensure timely setup and teardown.

Design-Centric Approach

Knowing the client’s focus on design, we paid special attention to elements like set design and lighting color temperature. Our aim was to create a space that was visually appealing and aligned with the event’s goals. This meant choosing lighting colors that complemented the set design, but still worked for the cameras, ensuring both in-person and virtual audiences had the best viewing experience.

Seamless Hybrid Experience

A key aspect of this event was its hybrid nature. We made sure virtual attendees felt just as engaged as those on-site. By leveraging both the GoldCast platform and YouTube, we delivered a live streaming experience that was interactive and immersive, allowing remote participants to engage with the content effectively.

Tight Onsite Window

With only 36 Hours onsite, we had 24 hours to build the event, and 12 hours to take it all down. Coordination between vendors, venue, and production teams was crucial to pulling it all together on time.

Collaborative Effort

The event’s success was a result of the teamwork between Talon Audio Visual and our Agency, Client, Venue, and Vendor Partners. Our shared goal was to bring the client’s vision to life, down to the last detail. In the end, the event was a big success, with great feedback from the client and attendees. At Talon Audio Visual, we take pride in teamwork, in managing complex technical requirements, and in keeping an eye on aesthetic excellence, ensuring every event we handle is both operationally sound and visually captivating.

Project Spotlight - 2024 AI Engineer World's Fair

Talon Audio Visual was proud to support the biggest technical AI conference in San Francisco, the 2024 AI Engineer World's Fair. This marquee event brought together leading AI companies, founders, VPs, and engineers, featuring over 30 companies on the exhibit floor and more than 100 speakers delivering live talks and workshops to approximately 1,500 in-person attendees and thousands more online.

Talon Audio Visual provided technical production services and oversaw all audiovisual technology for the show. We also provided the Show Caller for the General Sessions and managed a team of a dozen breakout producers and over 40 union technicians and stagehands who covered 11 different rooms.

Challenges and Solutions

The project was daunting, requiring hundreds of hours of pre-production planning. Our production team faced several challenges, including multiple sessions, mid-show program changes, and unique tech needs. Here's how we tackled them:

1. Managing Multiple Sessions: With 11 breakout sessions and a General Session that split and re-combined twice a day, keeping everything running smoothly was a significant task. We succeeded through careful planning and quick adjustments.

1. Last-minute Changes: Our team handled numerous last-minute speaker changes and content updates. This required coordination between Talon, our partners, and the many producers and technicians. It also meant many live updates to the run-of-show. Our teams coordinated with presenters and producers to ensure seamless updates without disrupting the ongoing show.

1. Specialty AV Needs: The tech-heavy show featured many live demos requiring rock-solid network connections, complex AV routing, and custom audio filters. Our team collaborated closely with speakers on their last-minute needs and handled these unique requirements with ease, ensuring every demo went off without a hitch.

Teamwork

The success of the event was a true team effort, involving:

• Argus HD Event & Digital Productions: The AV team from Argus HD and their partners provided solid leadership and expertise.

• IATSE Local 16: The union technicians and stagehands showcased their skills and dedication throughout the event, and made the show possible.

• San Francisco Marriott Marquis: The Banquets and Event Services Teams at the Marquis were incredibly helpful, adjusting room setup and reset times, crew meals, and security schedules to support the production, and the in-house IT Team provided consistent network support throughout the event.

The entire production team managed the show and navigated challenges with confidence and grace. The AI Engineer World's Fair was a tremendous success, thanks to our team’s and our partners’ hard work and support. The event's complexity and scale pushed us all to grow, and demonstrated the strength of our teams. Together, we delivered an exceptional event and we are excited to deliver an even better show next year.

Networks, Streams, Signage, and More for a Nurse's Convention

Networks, Streams, Signage, and More. That’s what Talon AV provided to the National Nurses United Conference 2024, held this year in New Orleans, Louisiana.

Did you know that about half of Talon’s work is managing specialty scopes for our AV and Agency partners? As a strategic outsourcing partner, we take on complex technical scopes for our partners and their clients, allowing them to focus on their core areas of expertise while delivering complex and flawless shows to their clients.

Earlier this year our partners Metro Media Productions came to us with just that sort of ask - interface with the in-house network team, the client’s IT department, and the multiple production vendors on the project to ensure the packets were flowing. Also can you provide a digital signage solution that showcases user generated content along with the daily agenda? And oh by the way, we need a cellular backup network for the VIP board meeting’s Zoom Call.

We got you Metro!

Coordinating with Encore Global, the in-house AV and Network vendor at the property, we optimized the network order for the multiple network needs that the show had - from registration, to production, to attendee WiFi. We provided a Peplink bonded cellular solution for the board meeting, as well as network infrastructure building-wide including Netgear AV managed switching to distribute multiple vLans from the house network to the various production needs.

On the signage front we provided Brightsign players, on a mix of wired and wireless connections, to display daily agendas above live-updated social media content, and provided networking support to the AV, Lighting, and Video teams from Metro, 4Wall, and Proxy AV.

We provided Epiphan Pearl encoding to deploy overflow, green room, and client office feeds over IP, along with Zoom feeds for staff on and offsite to monitor sessions from their personal devices. You want that Zoom feed in 1080p? Don’t worry, it’s already enabled on all of our accounts!

From IT support, to streaming, to signage, to accessibility - captions, interpretation, etc., we’ve got equipment, staff, and key vendor relationships to deliver key technical expertise and support and ensure that your events go swimmingly - whether we provide the whole AV package, or we support agencies and AV companies that just need a bit of help.

Outside Looking In - a vendor perspective on event production for internal production teams

In Spring 2023, I had the opportunity to present at the University of California Video Producers Conference. This annual event brings together video and production professionals from all over the University of California System to share resources, reconnect with colleagues, and inspire each other with new ideas. As a founding member of this group, I was asked to come back as a featured guest speaker and present to an audience of my former colleagues with an outside perspective on the work we share.

Tim Kerbavaz of Talon Audio Visual presents at the University of California Video Producer's Conference 2023, hosted at UC San Diego

Talon Audio Visual's Crucial Role at a San Francisco Healthcare Professionals Conference

In the heart of San Francisco, at the iconic Moscone Center, the stage was set for an international healthcare professionals conference. Behind the scenes, Talon Audio Visual was hard at work supporting our partners at Metro Media Productions ensuring one of their flagship projects was a resounding success.

We were tasked with managing digital signage, Zoom calls, breakout recordings, bonded cellular networks, and live streaming.

Digital Signage: Setting the Stage

To set the stage for the conference, our clients wanted to transform the Moscone Center into an immersive experience. Talon’s team managed digital signage, which included both venue and temporary monitors, LED walls, and BrightSign digital signage players across the venue. We curated content in multiple formats, resolutions, and aspect ratios, incorporating timed updates and live social wall content on the displays. To add an extra layer of dynamism, our team also crafted animated motion graphics content for the massive LED screens in the lobby and projection in the expo. The result was an electrifying atmosphere that captivated attendees and set the tone for the entire event.

Zoom Calls: Bridging Language Barriers

In today's globalized world, language should never be a barrier to understanding and collaboration. For this event, our team handled Zoom calls that provided real-time human language interpretation across multiple rooms. This service extended to the general session and an evening outdoor live performance, ensuring that every participant could engage and comprehend the proceedings. With the power of technology including Zoom, Talon’s hardware and support, the RSI Exchange interpretation app, and a global team of live interpreters from Tiller Language Services, we brought the world together under one roof.

Breakout Recordings and Quick Edits: Capturing Every Moment

In a world that moves at the speed of light, we know the importance of preserving valuable content. Talon Audio Visual took charge of recording and quickly editing breakout sessions. This meant that attendees who couldn't make it to a particular session didn't miss out. Our team's dedication to prompt delivery ensured that the conference's impact reverberated long after its conclusion. Using remotely managed recorders from Epiphan, the files were automatically uploaded to the cloud for our editor to start working on right away.

Bonded Cellular Network: Connectivity Beyond Boundaries

For an outdoor event, we had the unique challenge of setting up a bonded cellular network. This network was responsible for production networking, Zoom uplink for interpreters, and providing attendee Wi-Fi for 300 users of the interpretation app. We had to ensure that this network was robust, reliable, and could withstand heavy traffic.

With 12 cell modems across all three major carriers, six Wi-Fi access points, and a fiber truck between event areas, we created a network that could handle anything thrown at it. The evening before the event, the client informed us of an unexpected increase in the number of translation app users, almost six times the original estimate. We responded with extensive testing and traffic shaping, scaling up the network to accommodate the surge in demand. The result was a seamlessly connected outdoor event that went off without a hitch.

We also provided bonded cell backup networking for key sessions inside the Moscone Center ballrooms during the event.

Livestream Uplink: Sharing the Experience with the World

Finally, to share the conference with a global audience, we managed a livestream uplink via TVU bonded cell video link. This link connected to a master control room where livestream encoding, management, and recording took place. We also had a distributed remote engineering team monitoring the stream. With their expertise and vigilance, we ensured that the conference was accessible to those who couldn't attend in person.

Our Dedicated Team:

• Tim Kerbavaz - Technical Producer: Tim Kerbavaz, a seasoned professional in the audio-visual industry, took the lead on this project. As the Technical Producer, Tim was responsible for overseeing pre-production, gear specification, and acted as the onsite manager and client contact. He also managed the streaming and networking scope for the event.

• Ryan Behrmann - Zoom and Breakout Recording Lead: Ryan Behrmann assumed a critical role in managing Zoom calls and breakout recordings. She spearheaded a team of six local technicians and collaborated closely with the General Session and Breakout operators to ensure that Zoom calls were seamlessly connected and presented in a way that was both visually and auditorily appealing. Her expertise was instrumental in bridging the gap for international participants.

• Jack McRoberts, Networking Lead: Jack McRoberts and his company Copano Media Group provided invaluable network support and additional network hardware to ensure that the increased network demands at the outdoor event ran without a hitch. Jack’s expertise in network management and dedication to ensuring a seamless online experience for attendees made a significant impact on the success of the event.

Our management of digital signage, Zoom calls, breakout recordings, bonded cellular networks, and livestream uplink was only a small part of a bigger production, and we know that the success of this event was a collective effort. Talon Audio Visual was proud to play a pivotal role in supporting Metro Media as they exceeded their client’s expectation.

In the world of live event production, we understand that no two events are alike. Each brings its own unique challenges and opportunities. Our experience at the Moscone Center underscores our commitment to pushing boundaries and delivering seamless, immersive experiences for our clients and their attendees.

As we reflect on the challenges and achievements of this event, we acknowledge the dedication of our team members. Tim Kerbavaz, Ryan Behrmann, Jack McRoberts, and our animator Ray Tarara, along with the rest of the Talon Audio Visual and Metro Media Productions teams, demonstrated unwavering commitment to the success of the production, contributing to the overall success of the conference.

As we look ahead to more events and adventure, we look forward to more opportunities to collaborate and deliver excellence in audio-visual support at future events. You can rest assured that Talon Audio Visual will be there, ready to tackle complex challenges and exceed expectations.

Production with Pride - Davis Pride 2023

It may no longer be June, but Talon Audio Visual, Inc. is PROUD to be a long time partner of the Davis Phoenix Coalition and Davis Pride - we've been providing the production support to the Davis Pride Festival for many years. Here's a little recap of the fun we had in June!

Raising Funds and Ensuring Access - Captioning and Accessibility Consultation for Children's Miracle Network

When your mission is ensuring that 10 million children receive life saving hospital care each year, you have to sweat the small stuff. Details matter to Children’s Miracle Network, the nonprofit organization that raises funds for children's hospitals across the U.S. and Canada. Among those details are accessibility and equity, areas in the core focus of Talon Audio Visual’s Accessibility Consulting Services. In the Spring of 2023 Children’s Miracle Network Hospitals hosted their 2023 Hospital Week event in Sunny Orlando Florida, and reached out to Talon Audio Visual’s Talon Access Service to help ensure that the event was accessible to all their attendees.

Part Telethon, part healthcare industry conference, with a dash of esports, and a live performance from Andy Grammer, it was quite the event. Talon AV / Talon Access provided live human-generated CART captions in the General Session, including for the live musical performance, along with Automatic Speech Recognition Captioning Support in the breakout sessions, and an event-wide accessibility review post-conference for the client and their production teams.

We got great feedback from the Children’s Miracle Network Team, as well as from our partners on the event, one of whom was so blown away she asked us if we could “be [the accessibility] techs for all of our conferences and events? You’re the first I’ve seen that TOTALLY gets what we need to do our job the best we absolutely can.”

At Children’s Hospital Week 2023, Talon AV helped make the great work of Children’s Miracle Network hospitals accessible to all. The positive feedback we received is a testament to Talon AV's expertise in providing comprehensive accessibility solutions.

At Talon Audio Visual, we understand the importance of sweating the small stuff to create meaningful experiences. We invite you to reach out to us for more information about our Talon Access accessibility consulting services. Let us help you ensure that your events are accessible to all, leaving a lasting impact on your audience. Reach out to us today for more information and let's work together towards a more inclusive world.

Awards Season? Let's Get to it!

It’s Awards Season, so here’s a throwback to the UC Davis Alumni Awards, A Night At the Aggies.

Throwback Movie Night!

Talk about #ThrowbackThursday - what about a whole 1950’s drive-in themed gala? We made some cusom “pre-roll” video content as part of a drive-in themed gala for UC Davis - check out the on-brand opening slideshow here.

AV With Pride - Recap of Davis Pride 2022

As June comes to a close, I know we all have a lot on our minds, but I wanted to take a moment to look back and celebrate as we wrap up Pride Month. I know many large cities just celebrated their Pride festivals this past weekend. Here's a look back to a couple of weeks ago when Talon Audio Visual helped celebrate pride in Davis, CA. As an LGBTQIA-owned live events business, Talon Audio Visual has been proud to be the production partner for Davis Pride since 2015, and I look forward to many more years of a successful and growing festival. Hope you enjoy this look back at Davis Pride 2022. This video is #captioned

Thanks to Jolie Media for the great sizzle reel.

Video Description: A colorful review of the Davis Pride festival, this video opens with footage of the AV team setting up speakers and equipment and then transitions to colorful footage of the performers and audience at the festival. The video ends with Tim, dressed in black, speaking directly to the camera.

Congrats Grads! - Graduation 2022

A video recap of Talon Audio Visual's production for the DaVinci Charter Academy Graduation in Davis CA

Event Deep Dive - Google I/O 2021

By pulling back the curtain on event production, Tim & Tim Talk seeks to entertain and educate our audience as we explore new ideas, technologies, and techniques. Throughout this series, we share ideas to increase your ROI and engagement and improve audience experience for your events. As passionate event professionals, Tim Kay and Tim Kerbavaz are long-time friends and collaborators with over 5,000,000 viewer-hours of live event streams under their belts. Our work spans from Fortune 100 conferences, to higher education and product launches, with audiences up to 30,000+ attendees in person and 100,000+ online viewers.

In this 4-part series, with Tim Kay and Tim Kerbavaz, Take a peek behind a production curtain that few get to experience and even fewer share how it's done! In what may be the first of its kind, we will walk you through what it took planning and executing one of the highest profile Developer Conferences in a fully virtual event model.

2021 - Year In Review

Wow. What a year. 2021 was quite journey, and I'm so thankful for the production partners, freelancers, and vendors who worked tirelessly this year to get productions off the ground.

And I am especially thankful to the clients who came to my little corner of the production world and shared my vision of what virtual and hybrid events could be.

Giving Thanks with a Picnic: Project Recap - UC Davis Gratitude Gala & "Powering Up"​ Film

This last year, my clients at UC Davis came to me with a challenge - reimagine their 2021 Leadership Giving Society Donor Gratitude Gala as a COVID-Safe Event. They had plenty of ideas - a drive-in-movie and a dinner in the round were some ideas floated. The uncertainty of COVID restrictions, need to ensure attendee safety, and a strong desire to return to a fully-in-person event made for a unique set of circumstances, and led this project to a different kind of “hybrid” production.

With the need to keep the event outdoors to meet COVID safety requirements, the event was re-imagined as an outdoor sunset picnic. An army of production vendors transformed an athletic field into a “park” - cocktail tables for two were pre-set with a light picnic basket meal, an open-air bar served beverages, guests mingled amongst a showcase of exhibits showcasing highlights from across campus, and cabanas provided secluded spaces to share a moment with your “pod” while enjoying the live music from the stage. A short spoken program punctuated the joyous reunion with a message of gratitude from senior leadership.

Talon AV provided technical production for the event including audio reinforcement for the music and the spoken program, as well as all power distribution for the stage and exhibition area.

Event Design by Samie Novan, Lonnie Muntz, Korie Gannon, and Jesse De La Trinidad, with rentals from Celebrations and Designer8. Catering from Barn & Pantry, Floral and decor from Dixon Florist & Gift Shop.

Here is a brief Behind-The-Scenes recap of the event:

Keeping the event short was an important consideration, both for safety reasons and the weather - an event in late October provides an uncertain climate for an outdoor function. A key part of this event is showcasing for donors what areas of campus have been most impacted by philanthropy, so cutting the spoken program short meant that this messaging needed another avenue. Talon stepped up here to produce a short film showcasing the ways campus was “Powering Up” for the new in-person school year, in large part thanks to the support of philanthropy.

As a companion to the in-person event, the film served to supplement the shortened spoken programs by bringing the message of gratitude directly to the donors inboxes post event. The video also allows that message to live on past the event, and become an “evergreen” message of gratitude that can be shared beyond the exclusive invite list of the event.

I hope you enjoy “UC Davis: Powering Up”

Production Showcase: Virtual Donor Luncheon

Talon Entertainment Audio Visual has been whipping up virtual events like crazy, including a recent project that included a cooking show! Here's a recording from a virtual event we produced for University of California, Davis for a special group of key donors. This combined pre-produced video segments with a live Q&A via Zoom webinar.

This is a very cost-effective way to produce virtual events using tools clients already have at their disposal, but provide a little more 'TV Magic' to Spice it Up. Hope you enjoy the recipe!

Are Virtual Events Boring?

Are virtual events inherently boring? Here are some thoughts.

Virtual and Hybrid Events Recap

Have you wondered what we've been up to for the past 18+ Months? Making Virtual + Hybrid Events! Here's a sampling of some of Talon Entertainment Audio Visual's Virtual and Hybrid Event Work.

Podcasts about Accessibility

I recently had the opportunity to speak on two different podcasts about a subject I’m very passionate about - Event Accessibility. The conversations are a bit different -

On the first, with Alana Mediavilla of FilmKik, I speak more generally about the role and importance of accessibility, and the ways video producers can ensure their content is accessible to all

On the second, Ben Powell of BetterCast and I get into the nitty gritty of different caption systems and how they work. Fair warning, this one is long and has a lot of tech detail.