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A repeatable monthly event setup for Teya
Client
Teya
Event type
Recurring internal event, in-room audience + live stream + multi-camera capture
Location
4th Floor, 100 Victoria Embankment, London
12 June 2025
Scope
PA system hire, Wireless handheld microphone hire, LED photography lighting, Presentation laptop, Streaming laptop with an audio interface, Three-camera setup, Camera stands, Video switching, Picture-in-picture setup, Audio feed routing, Live streaming support, On-site audio technician, On-site streaming technician, Camera operators, On-site technical production.
Project overview
Teya needed a dependable monthly event setup that could be built, tested, delivered and cleared inside a single working day. The format is practical but technical: a live in-room presentation supported by PA, wireless microphones, lighting, three cameras, live streaming, video switching and a dedicated on-site crew.
Because the setup repeats every month, consistency matters as much as the equipment itself. Teya needed the room to sound clear, the cameras to capture the right angles, the stream to receive clean audio and the presenters to feel confident during the live session.
EMS Events supports this recurring setup with a full technical layout that can be reproduced each month without starting from scratch. The goal is simple: make the event easy for Teya’s team to run, while keeping the experience professional for both the people in the room and the viewers watching remotely.The main production constraint is working inside a listed building on a floor that must be returned to use as a cafeteria within an hour of the event ending.
The brief was to create a reliable monthly event format
EMS Events had to deliver a repeatable AV and streaming setup inside Teya’s fourth-floor office event space at 100 Victoria Embankment.
The setup needed to support a one-hour live event, with time built in for setup, rehearsal, live delivery and derig. EMS Events had a clear technical window: two and a half hours to set up, one hour for rehearsal, one hour for the event and one hour to derig after the session.
The room layout needed to cover three core needs:
- Clear audio for presenters and audience members
- Multi-camera coverage for the speaker, audience and wider room
- A stable streaming and switching setup with audio routed cleanly into the recording and broadcast workflow
Above all, Teya wanted the event to feel identical month after month: the same look, the same sound, the same crew and the same run of show.
The challenge was making a recurring office event feel smooth every time
Recurring events can look simple from the outside. In reality, the pressure sits in the details.
The room changes from a normal working office environment into a temporary event space. Speakers, lights, cameras, laptops, microphones and the AV desk all need to fit around tables, chairs, glass walls and audience movement. Nothing can block the presenters, interrupt the audience or make the space feel overproduced. And the whole thing has to be reset to a working cafeteria before the end of the day.
The setup notes show that EMS Events planned camera positions for speaker focus, audience focus and wider room coverage, alongside marked speaker positions, lighting positions and AV desk placement across the room. A specific note, “Record audio feed via camera please!”, flags a deliberate technical decision: capture a backup audio track on the audience-facing camera in parallel with the main mixed feed so there’s an independent recording of the room if anything happens to the primary audio path on the day.
The challenge was not just getting the kit into the room. It was making the same technical setup feel controlled, familiar and dependable every month.
EMS Events delivered the recurring AV and streaming setup
EMS Events provides the complete technical package for the session, and every element is chosen with the recurring format and the specific room in mind.
A 6-SPEAKER DISTRIBUTED PA SYSTEM
The instinctive way to do audio for an hour-long presentation is a pair of tops on stands, either side of a stage. On this floor, which doesn’t work, the audience isn’t in rows; there’s no stage, and structural columns and glass walls break up both sight-lines and audio paths.
A distributed six-speaker system places pairs of speakers around the seating zones so that vocal reinforcement stays even and intelligible wherever the presenter stands and wherever an audience member sits. Running six speakers at lower individual levels also reduces reflections off the glass walls and keeps the room from becoming acoustically muddy.
FOUR WIRELESS HANDHELD MICROPHONES
Up to four people can present, moderate or take audience questions at the same time: a leadership speaker, a guest, a moderator and a floor mic for Q&A without stalling the rhythm on a single roaming microphone.
TWO LED PHOTOGRAPHY LIGHTS
Overhead office lighting on the 4th floor is a mix of ceiling panels and daylight through the glass walls. It’s fine to work under but flat and colour-inconsistent on camera. Two LED lights on either side of the presentation area lift the presenter off the background and give the cameras a controllable, consistent source to white-balance to. These aren’t atmospheric event lights; they’re camera lights.
THREE CAMERAS WITH STANDS
A wide-shot camera covers the presentation area from the far side of the floor and acts as the safety frame that the switcher can cut to at any moment. A speaker-focus camera stays tight on the presenter. An audience-focus camera captures reactions and, critically, audience members asking questions during Q&A. The audience camera also runs the backup audio recording.
A VIDEO SWITCHER WITH PICTURE-IN-PICTURE AND CLIENT-SUPPLIED BRANDING
All three camera feeds and the presentation laptop feed run into the switcher. The streaming technician operates it live, using a picture-in-picture layout with graphics and lower thirds supplied by Teya. The stream carries Teya’s visual identity throughout: the presenter appears in the main frame, slides or an audience shot appear in an inset, and brand overlays sit around the edge.
A STREAMING LAPTOP WITH A HARDWARE AUDIO INTERFACE, AND A SEPARATE PRESENTATION LAPTOP
Keeping the streaming machine separate from the presentation machine matters: neither job can interrupt the other, and a slide-change hiccup can’t take the stream off air. The audio interface takes a clean mix from the audio desk into the streaming laptop.
A FIVE-PERSON ON-SITE CREW
The crew includes one audio technician at the AV desk, one streaming technician responsible for the switcher and stream encoding, and three camera operators, one for each camera.
THE ROOM WAS PLANNED AROUND SOUND, CAMERA ANGLES AND AUDIENCE FLOW
The room layout is standardised so that setup, camera framing and cabling can be reproduced each month identically.
The setup notes give four planning views into the room:
- The main event-facing view. The AV desk is placed to one side. Speaker and camera positions ring the presentation area. This is the view that shows the audience-focus camera and the “Record audio feed via camera please” cue.
- A wider room view from another angle. Speaker positions, LED light placements and camera coverage are marked. This is the view that shows how the room is planned around audience sightlines.
- A clear view of the AV desk position. Camera focus points and speaker locations are visible across the space.
- The screen-facing view. The wall-mounted screen, AV desk, speaker positions and audience-focus camera are all in frame, the strongest single image of the finished technical layout.
Because the layout is fixed from month to month, camera framing, audio zones and cable paths become part of the standard rather than decisions to be remade on the day.
Client Feedback
EMS Events have made our monthly setup much easier to manage. The team knows the room, understands the format and arrives with a clear plan each time. From sound and cameras to streaming and on-site support, everything feels organised and reliable. It gives us confidence that the event can run smoothly without our team having to worry about the technical side. -Teya Team
THE PRODUCTION SETUP WAS BUILT FOR REPEATABILITY
The biggest value in this project is repeatability.
Once the room layout, audio routing, camera angles, lighting positions and AV desk location had been agreed, EMS Events could return each month with a familiar production plan. That reduces uncertainty, speeds up the setup process and lets the client know what to expect before each event.
For a monthly internal event, reliability matters. The client doesn’t need a new technical plan every time. They need a setup that can be trusted, repeated and adapted when needed.
Because the kit list, crew, floor plan and run-of-show don’t change month to month:
- Setup gets faster as the crew develops familiarity with the floor, the loading bay access at 125 Watergate and the standard cable runs.
- Quality doesn’t drift; the stream Teya’s Lisbon office sees in one month is visually and sonically identical to the one it sees the next month.
- There’s no ramp-up cost per event. Teya isn’t paying for a fresh discovery and design phase every month; it’s paying for the delivery of a known, proven production.
- Failure modes are known, and workarounds are pre-planned, from the wireless mic frequencies to the audio backup path.
EMS Events gives Teya a practical production model: clear audio in the room, multi-camera capture for the stream, controlled switching, branded presentation support, and on-site technicians to manage delivery from setup to derig.
Moments From The Event
The outcome was a consistent monthly event format
The result is a repeatable AV and live-streaming setup that supports Teya’s in-room and remote audiences at the same time.
The event has clear sound, planned camera coverage, presentation support, camera-quality lighting, live switching and the right technical crew in place. The same-day schedule means the setup has to be efficient. The recurring monthly format means every detail has to be easy to reproduce.
For Teya, this creates a reliable event format that can support internal communication across a pan-European workforce without adding technical stress to the internal team.
Bring Your Next Live Event to Life With EMS Events
To discuss LED video walls, stage lighting, or full event production, get in touch with our team.