Delivering a large-scale corporate event requires careful planning, technical expertise and seamless coordination. Delivering one with just seven days’ notice, alongside an already busy production schedule, takes an entirely different level of preparation, flexibility and experience.
When the original AV supplier was unable to fulfil their commitment, the team behind Seedance at the prestigious Peninsula London faced a significant challenge: finding a replacement production partner with just seven days until the event.
Turning to ChatGPT to identify suitable AV production companies, the client was presented with five potential suppliers. Bigabox Productions emerged as their preferred choice.
With five shows and events already confirmed for the same week, taking on another major corporate production required careful resource allocation, rapid coordination and the ability to mobilise without compromising existing commitments.
The production included a 17.5-metre LED video wall, over 60 lighting fixtures, a comprehensive audio system and sophisticated video processing infrastructure. It was a technically demanding project with an exceptionally tight turnaround, requiring experienced crew, efficient logistics and precise installation planning.
Our responsibility was clear: deliver a complete, professionally installed AV solution, ready for the client’s technical team to take control of the event.
From an AI-powered recommendation to delivering a major corporate production in just seven days, this project demonstrated the importance of having the right technical partner when it matters most.
The event required two distinct audiovisual environments, each with its own technical requirements.
The main event space needed to accommodate an audience of approximately 500 people, combining large-format LED visuals, professional audio reinforcement, extensive lighting and flexible video control.
A separate breakout room required a dedicated display and audio solution, ensuring consistent technical standards across the venue.
Bigabox was responsible for the delivery, installation, testing, technical handover and subsequent de-rig of the AV equipment across both spaces.
With just seven days to prepare, and five other shows and events already scheduled that week, equipment availability, logistics, crew coordination and installation sequencing were critical from the outset.
At the centre of the main room was an impressive 17.5m x 4m LED video wall, providing 70 square metres of high-resolution display surface.
Using 2.6mm pixel-pitch LED technology and 4K video processing, the installation provided a substantial visual backdrop suitable for large-format presentations and event content.
Together, these AV solutions provided the technical foundation for a high-impact corporate experience.
Alongside the main event, we delivered a dedicated breakout room installation featuring two 86-inch displays and four EVOLVE 50 PA systems with audio control.
Both spaces were fully installed and handed over to the client’s technical team for operation.
With just seven days to prepare, the project demanded rapid planning, coordination and installation. Adding a production of this scale to an already busy week of five confirmed shows and events required the team to carefully manage equipment, crew and logistics across multiple commitments.
An unexpected six-hour delay added further pressure when essential stage deck legs, being supplied by an external China-based construction and set company, arrived later than scheduled.
These components were outside Bigabox’s supply responsibilities but were essential to the construction of the main LED video wall. Their late arrival prevented this critical stage of the installation from progressing with the planned handover and rehearsals at 18:00 now looking unlikely.
Our crew quickly adapted the installation schedule, reorganising work around the delay and working from 4am through to 10pm to keep the production on track.
Despite the exceptionally short lead time, an already demanding production schedule and unexpected installation challenges, Bigabox delivered the required audiovisual infrastructure across both event spaces.
The completed installation included a 70sqm LED video wall, professional video processing and switching, audio systems, extensive lighting and dedicated breakout room equipment.
All systems were installed and handed over to the client’s technical team for event operation, with Bigabox subsequently managing the de-rig.
The client’s positive response reflected the team’s ability to remain flexible, professional and solutions-focused throughout a demanding production schedule.
More importantly, the project demonstrated Bigabox’s capacity to accommodate a substantial, last-minute corporate production alongside five other confirmed events, while responding effectively to external delays and maintaining professional standards throughout.
Large-scale AV production isn’t simply about supplying equipment. It’s about understanding how technical systems interact, anticipating potential challenges and having the experience to respond when circumstances change.
From video wall construction and staging dependencies to lighting rigging, audio distribution and technical handover, every component must be coordinated to deliver a successful installation.
The Seedance project at The Peninsula London highlighted three essential elements of professional event production:
For the Bigabox team, it was another opportunity to demonstrate what experienced people, dependable equipment and effective technical coordination can achieve, even when an already busy production schedule becomes significantly more demanding.
From conferences and brand experiences to complex, multi-space corporate productions, we provide professional AV solutions for events.
Whether you’re planning months in advance or working to an exceptionally tight deadline, our experienced team can help deliver the technical infrastructure your event demands.
Get in touch to discuss your next event; info@bigaboxproductions.co.uk
