Industries · Medical & pharma
Medical conferences,
produced to the brief.
Panel-heavy scientific sessions, CPD-grade recording across every room, sponsor activity that respects the Code, and a hybrid audience treated as first-class. Produced by a senior crew that has run the format before.
The brief
What we’re here to do.
A medical society annual meeting and a sales kick-off can be the same size in the same venue and run almost nothing alike. Medical conferences carry constraints other corporate events do not: a regulated line between scientific content and sponsor activity, CPD record-keeping that makes the recording part of the educational archive, a panel-dominant program, and a remote audience that paid to attend. We scope around those constraints at the brief stage, so they are handled on paper before bump-in rather than discovered on the day.
What you get
Delivered end-to-end.
- Panel-format audio: lectern, per-speaker lavalier or headset, moderator handheld, audience Q&A
- RF coordination across concurrent scientific rooms
- CPD-grade recording on every session, not just the keynote
- Vision pipeline that switches cleanly between scientific and sponsor modes
- Hybrid integration: remote presenters in, broadcast audience out
- Captioning tuned for drug names and clinical terminology
- Broadcast-grade live streaming for the remote delegate tier
- Post-event delivery to CPD spec: formats, naming, timing
- Exhibition and satellite-symposium AV
- Backup paths on every critical audio, vision, and stream link
How we work
The way it actually runs.
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Code-aware run sheet
If the meeting is pharma-sponsored, the run-of-show enforces the separation the Medicines Australia Code requires. Scientific sessions carry society branding; sponsor branding and video roll-ins live in dedicated breaks or rooms. The show caller owns the switch so a scientific session never runs over with sponsor logos still on the wall.
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Senior engineer on every room
Concurrent breakouts each get a senior audio and vision lead, with one production manager coordinating across rooms. The microphone count for a panel-heavy scientific room runs higher than a typical conference, and RF coordination across rooms is planned in advance, not adjusted live.
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Recording as the educational record
Every scientific session is captured to CPD spec, with the broadcast and archive cuts handled separately. We confirm the delivery format, naming convention, and deadline with the organising committee before bump-in, because medical CPD bodies sometimes require a specific spec.
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Hybrid parity by default
Remote delegates who paid the registration fee get broadcast-grade vision, a separate broadcast audio mix, captioning, and moderated Q&A read into the room alongside in-person questions. The broadcast feed is treated as a first-class output, not an afterthought bolted onto the IMAG.
Venues
Rooms we run this in.
Sydney venues we know room-by-room for this kind of event. Click through for venue-specific production notes.
Disciplines on this work
The services we bring.
- Audio production
PA, mixing, microphones, IEMs, recording, boardroom panels to mid-cap concerts.
- Live streaming
Broadcasting your event out to a remote audience, YouTube, Vimeo, Zoom, Teams, ticketed platforms, or your own custom destination.
- Recording & post
Multi-track audio, multi-cam video, post-produced highlight reels and broadcast masters.
- Vision & video
Multi-camera capture, IMAG, projection, LED walls, content management.
- Hybrid events
Remote presenters, panellists, and guests joining your live room, treated as first-class participants, not faces on a side screen.
- Production management
Site survey, drawings, run sheets, rigging, vendor coordination, stage management.
Read further
Guides on medical & pharma conference av.
Practical notes from past shows on how scope, budget, and technical choices play out for this kind of event.
- AV for medical and pharma conferences: what makes this format different
Medical conferences look like other corporate conferences and brief almost nothing like them. Panels, lecterns, scientific sessions, sponsor activities, CPD compliance, the Medicines Australia Code. The AV scope that gets all of this right looks different from a sales kick-off in ways producers usually find out on the day.
- Microphone strategy for corporate panels: more than just lavaliers
A panel is the AV format most-often under-served by its microphone scope. Wrong mic choice on a four-person panel produces audio that sounds fine to the front row and unusable for the broadcast. The decisions worth getting right at brief, not on the day.
- CPD recording for medical conferences: what the AV scope has to deliver
Australian medical CPD frameworks treat the session recording as part of the educational record, not a marketing asset. That single distinction changes the AV recording scope considerably, from which rooms get covered to what format the files are delivered in and when.
- The Medicines Australia Code and your event AV: where the line sits
The Medicines Australia Code of Conduct (Edition 20, effective March 2025) sets a clear boundary between independent scientific content and pharmaceutical sponsor promotion. That boundary is not just a legal formality. It shows up directly in your AV run sheet, your vision pipeline, and your recording deliverables.
- Producing a satellite symposium: the AV brief for sponsor sessions
A satellite symposium is a compact, sponsor-funded session bracketed off from the scientific program, usually slotted over a meal break or evening dinner. It runs to its own rules on branding, recording, and technical scope, and those rules differ from everything happening in the main rooms.
- Poster sessions, the AV part: e-posters, screens, and the floor
Conference poster sessions have moved steadily from foam board and drawing pins to digital e-posters on large screens and touch kiosks. That shift turns what used to be a printing and space problem into an AV and exhibition-floor problem, with power, network, content management, and floor acoustics all in play.
- Hybrid medical conferences: giving remote delegates real parity
Remote delegates paid to attend, which means the broadcast has to be a first-class output, not an afterthought bolted onto the in-room IMAG. Medical conferences carry specific expectations around Q&A, CPD recording, and international access that make the hybrid scope here more demanding than most corporate formats.
- Captioning a medical conference: why accuracy on clinical terms matters
Medical captioning is harder than general corporate captioning because of drug names, anatomy, accented international speakers, and multi-session scale. That gap in difficulty is why CART (human real-time captioning) is the default for audited CPD content, not a premium add-on.
Medical & pharma conference AV — FAQ
Common questions.
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Do you understand the Medicines Australia Code and how it affects production?
Yes. For pharma-sponsored meetings the run sheet enforces the separation the Code requires: scientific sessions stay under the organising society's control with society branding, and sponsor branding or sponsor video runs in dedicated breaks or rooms, never behind a speaker presenting clinical data. The show caller has authority over the cue order so the switch between scientific and sponsor modes happens cleanly. -
Can you record every session to CPD standard, not just the keynote?
Yes. The recording layer scales to the room count, so every scientific session, breakout, and panel is captured. We confirm the delivery format, file naming, and deadline with the organising committee before the event, because CPD bodies sometimes require a specific spec, and the recording is part of the educational record rather than just a marketing asset. -
How do you handle audio for a six-person clinical panel?
Lectern microphone plus a lavalier or headset per panellist, a moderator handheld, and roving or boom-stand microphones for audience Q&A. The engineer cross-fades as speakers move between the lectern and the panel chair, and tracks the moderator and panellist levels independently for the broadcast feed so remote viewers hear the discussion clearly. -
Do you run hybrid medical conferences with a remote delegate audience?
Yes, and we treat the broadcast as a first-class output. Remote delegates get broadcast-grade vision, a separate broadcast audio mix, captioning, on-screen speaker identifiers, and moderated Q&A read into the room alongside in-person questions. The broadcast director cuts for the home audience separately from the in-room IMAG. -
Which Sydney venues do you regularly run medical conferences in?
ICC Sydney, Royal Randwick, Rosehill Gardens, and Doltone House among others. Each has the concurrent-room separation, exhibition space, and plenary-grade vision and lighting that medical society meetings need, and we know them room-by-room for load-in, rigging, and house systems.
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