Renting Automatic Conference Management System

At conferences with a large number of participants, modern technological solutions are used more and more increasingly for providing professional services of such processes as:

• participant registration;
• debate management;
• hall sound solutions;
• simultaneous interpreting;
• presentation demonstration;
• video recording of the event;
• providing live video, etc.

In events where decisions are made by voting, it is also essential to ensure reliability of voting results and security against the unauthorised use of voting equipment. In order to provide all the above-mentioned services, numerous professional technicians as well as close communication during the event are necessary.

In case of unscheduled changes during the event, implementing them without appropriate modern technical solutions can be very difficult. For example, it may be difficult for a video operator to quickly find an unscheduled speaker in an audience of several hundred people, in cases when the chairman of the meeting has included this person in the schedule at the last minute without informing the video staff.

In order to avoid such unpleasant organisational and technical breaks, KT Serviss has developed an automatic conference management system which allows for the managing of all the processes involved in conference organising from a single system – participant management, audio solutions, simultaneous interpreting, voting, presentation management, video recording, live streaming, captioning and subtitling, and other processes.

Our conference management system is based on software that is developed, continuously improved, and regularly updated by the leading congress technology IT companies in Europe. The automatic conference management software is installed on a powerful conference management server equipped with HD video-capturing cards and which also can be used as a video mixer. The system can be controlled either from a server or from the client’s PCs or Android tablets.

Before an event, often there is a great amount of delegate data to be registered. We offer software solutions that make this task very easy, using the importing options of MS Excel documents. We also create an event management template for each event which the event moderator can later use in order to conveniently manage conference debates and voting processes on his/her conference management computer or tablet. Our powerful video processing and captioning programme allows you to simultaneously show up to four delegates, whether streaming live on the screens in the hall or in a video recording; it also automatically displays the delegate’s name, his/her represented country, and other information.

Before your event, we will set necessary framing settings for each delegate on the automatic PTZ robotic cameras. During the event, when a delegate switches on his/her microphone, the camera will automatically turn to him/her and show him/her on the screens. Also, a subtitle with the speaker information will be automatically displayed. In order to ensure high quality video and comfortable watching of the event that is being filmed, whilst turning to the next speaker the system will automatically show a panoramic view of the event hall or the event logo. With our software and HD PTZ robotic cameras, the turnaround time from turning on the microphone to displaying the speaker on the screen or on air is 2-5 seconds. In events that are filmed with classic video cameras, first information is sent via an intercom communication device by the video director letting the staff know which operator should be filming the speaker. Then, the operator must find the speaker in the hall and frame that speaker, meaning that the speed with which the speaker can be displayed on screen or on air is of no competition to the automatic system’s speed.

During debates, with the delegates exchanging short replies, there may be situations when the speaker can not be filmed manually, meaning that after the event, when deciphering the video in a text document, the identification of the authors of some proposals or objections could not be possible. The automatic conference management system eliminates such cases. Another important advantage is the ability to control different manufacturers’ PTZ cameras, which use different data transfer protocols, in one system with a single joystick. An additional software allows for creating from the main video programme a complementary, different programme for the event participants to see in the hall.

Another very useful feature of our system is the ability to save, send in an e-mail, or print information on the event participants and on voting results in any of the popular formats -- pdf, ppt, doc, xls, rtf, or txt.

Depending on the discussion microphone system used, NFC non-contact smart cards can be used for identifying participants and for voting.

These are the main features of our automated conference management software. Automatic camera control, participant sequence coordination, and other functions have proven to be indispensable in modern high-profile events. Our system has been recognised by the high-level event organisers of the Latvian and Estonian EU Presidencies. If you require any additional information on the capabilities and performance of our system, don’t hesitate to contact us.