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Structured meeting AV for the ICESCO-Newglobe ministerial dialogue in london
EMS Events delivered delegate audio, live sound mixing, mirrored presentation visuals and professional 4K video recording for the ICESCO-NewGlobe High-Level Ministerial Dialogue at Park Plaza County Hall, London, on 20 May 2026.
The production was planned around a formal U-shaped meeting layout, giving delegates direct access to microphones, clear views of the presentation and an unobtrusive video record of the four-hour discussion. The confirmed technical package included 17 delegate microphones, one chairman microphone, two Nexo PS8 speakers, one 65-inch Samsung 4K display and one Canon XF605 camera.
Client
NewGlobe Education Services UK Limited
Event
ICESCO-NewGlobe High-Level Ministerial Dialogue on AI for Public Education Systems, 20 May 2026
Location
Millennium and Battersea Suites, Park Plaza County Hall London, 1 Addington Street, London SE1 7RY
Scope
Push-to-Talk delegate microphones, Nexo PS8 PA, live audio mixing, mirrored presentation visuals, Canon XF605 video recording and on-site technical support
THE MEETING BRIEF AT A GLANCE
NewGlobe Education Services UK Limited required a complete AV setup for a high-level international meeting focused on AI for public education systems.
The combined Millennium and Battersea Suites were arranged in a U-shaped layout for a 36-person meeting setup. This format encouraged direct discussion among representatives, but it also meant the technology had to work around the delegates rather than direct everyone toward a conventional stage.
Seventeen delegate microphones and one chairman microphone were required around the tables so participants could speak from their places. The sound system also needed to provide consistent coverage across both sides of the combined room.
Presentation content had to appear on two visual outputs: the venue’s projection screen and an EMS Events-supplied 65-inch Samsung display. This gave delegates seated at different angles a clear view of the same slides.
A Canon XF605 camera and a dedicated camera operator were also required to record the full meeting, with an unedited MP4 file supplied after the event.
EMS Events managed the equipment preparation, installation, technical checks, live delivery, recording, breakdown, and collection under a single coordinated production plan
ABOUT THE ICESCO-NEWGLOBE HIGH-LEVEL MINISTERIAL DIALOGUE
The meeting brought senior international representatives together to discuss how artificial intelligence could support public education systems.
The presentation material focused on enterprise AI and the role it can play across an education system rather than as a standalone application. The meeting format combined shared presentation content with direct contributions from representatives seated around the room.
ICESCO and NewGlobe branding appeared throughout the event space, alongside national flags and meeting materials for the participating delegates.
The U-shaped layout created a formal setting while allowing representatives to face one another during the discussion. This made clear that delegate audio was especially important, as contributions could come from either side of the room rather than from one fixed speaking position.
The technical setup therefore needed to support three activities equally: listening to other delegates, viewing the shared presentation and creating a professional video record of the meeting.
Delegates supported in the room
Push-to-Talk microphones (17 delegates plus 1 chairman)
Video capture and mirrored display setup
At the ICESCO High-Level Ministerial Dialogue
— NewGlobe (@NewGlobeEdu) May 20, 2026
If you cannot see the daily behaviour of your teachers, the daily attendance of your pupils, and the mastery of your curriculum, you cannot use AI to solve the learning crisis.#EWF2026 #ICESCO #NewGlobeEdu
#AIinEducation #SDG4 pic.twitter.com/3HpTDZqdNH
THE TECHNICAL CHALLENGE: SUPPORTING A FORMAL DISCUSSION FROM EVERY SEAT
The meeting needed a different technical approach from a conventional conference with one stage and a small number of speakers. Representatives were seated around three sides of the room, so contributions could come from several directions. Passing handheld microphones between delegates would have slowed the discussion and placed unnecessary attention on the equipment.
Presentation visibility also required careful planning. The venue’s projection screen provided the main visual focus, but delegates seated closer to the side of the room needed another clear reference point. The video camera had to capture the full meeting from a stable position without restricting delegate movement or drawing attention away from the discussion.
Cables, microphones, speakers and technical control equipment also had to fit around laptops, documents, refreshments, national flags and branded materials.
EMS Events planned the delegate audio, room sound, visual distribution, camera position, and technical control area as a single, connected meeting setup.
HOW EMS EVENTS BUILT THE PRODUCTION AROUND THE ROOM
EMS Events treated the project as a complete meeting production rather than a series of separate equipment hires. One technical plan covered the 18 microphone units, a two-speaker PA, live mixing, a dual-display presentation feed, 4K video recording, cable routes, the control position, and onsite technical roles.
17 DELEGATE MICROPHONES AND ONE CHAIRMAN UNIT
The main audio requirement was a structured Push-to-Talk conference microphone system.
EMS Events positioned 17 delegate microphones around the U-shaped tables, allowing representatives to contribute directly from their seats. This removed the need to pass microphones around the room and supported a more natural discussion between both sides of the table.
A separate chairman microphone was installed for the meeting chair. This provided a clearly defined audio position for introductions, procedural guidance and session handovers.
The complete system was managed through a single Push-to-Talk controller, connecting the delegate and chairman units within a single conference audio setup.
Microphones were positioned alongside the meeting materials without taking over the available table space. Delegates could continue using laptops, notes and documents while keeping the microphone within comfortable speaking distance.
The exact number of units also gave the NewGlobe team a setup designed around the confirmed seating plan rather than a generic microphone package.
The U-shaped delegate table with Push-to-Talk microphones at every seat, in position ahead of the 13:00 dialogue opening.
TWO NEXO PS8 SPEAKERS AND LIVE AUDIO MIXING
The conference microphone system was mixed through one Allen & Heath Qu-16 digital console.
An on-site EMS Events technician managed the sound throughout the meeting, balancing speech from the delegate positions and supporting audio played from the client’s laptop.
The room PA used two Nexo PS8 passive speakers, mounted on two square-base steel stands, and powered by a single four-channel Nexo amplifier.
The speakers were positioned on either side of the central presentation area. This gave the combined Millennium and Battersea Suites balanced room coverage without placing oversized loudspeakers within the formal meeting environment.
A two-channel DI box supported the client’s audio source, while a Behringer USB audio interface provided an additional connection from the client’s laptop into the sound system.
The technical control equipment and cabling were positioned behind three one-metre AV control hide panels. This kept the production area organised and reduced the amount of visible equipment from the delegate seating.
The two-cabinet Nexo PS8 PA in position at the front of the room, flanking the presentation screen during a session on Enterprise AI for public education systems.
MIRRORED PRESENTATION CONTENT ACROSS TWO VISUAL OUTPUTS
EMS Events supplied one 65-inch Samsung QM65R 4K display on a Unicol VS1000 floor stand.
The display was positioned to the left of the delegate tables, providing a more direct view for representatives seated at an angle to the front wall. The client’s laptop was connected to both the EMS Events display and the venue’s existing projection screen. This allowed the same presentation content to appear on both visual outputs at the same time.
The signal chain included one HDMI-to-3G-HD-SDI converter and three 3G-HD-SDI-to-HDMI converters. This supported reliable distribution between the presentation source, the venue system and the EMS Events display. The mirrored arrangement meant delegates could refer to the screen closest to their natural line of sight. They did not need to turn away from the discussion whenever a slide or visual reference appeared.
The Canon XF605 4K camera on a Manfrotto tripod, staffed by a dedicated EMS camera operator throughout the four-hour dialogue.
ONE CANON XF605 CAMERA WITH A DEDICATED OPERATOR
Professional video recording formed a separate part of the technical brief.
EMS Events supplied one Canon XF605 4K/HD camera on one Manfrotto tripod, positioned at the rear of the room. This gave the operator a wide view of the U-shaped table, presentation area and the delegates seated on both sides.
A dedicated camera operator managed the recording throughout the four-hour meeting. The rear position allowed the camera to document the discussion without occupying the central floor space or interrupting movement around the room.
The camera package included SD cards and headphones and was supplied for video recording only.
No post-event editing was included within the project. The client received an unedited MP4 recording within two working days after the event, providing a complete record for internal review, reference or archiving.
The mirrored 4K display setup in pre-event setup mode, with both the EMS-supplied 65-inch Samsung display and the venue’s projection screen carrying the same presenter feed.
FROM SETUP TO THE DE-RIG ON TIME WITHOUT ANY DELAY
EMS Events delivered the production within one working day, from load-in and installation through to live support and same-day breakdown.
PRE-EVENT PLANNING
Planning covered the 18-unit microphone system, two-speaker PA, Qu-16 mixer, display positions, camera angle, signal conversion, cable routes and technical control area.
LOAD-IN AND SETUP
Setup began at 11:00. The microphones, controller, speakers, mixer, 65-inch display, venue-screen connection, camera and supporting equipment were installed and tested before the 13:00 start.
LIVE MEETING DELIVERY
From 13:00 to 17:00, one EMS Events technician managed the audio and presentation system while one dedicated camera operator recorded the meeting.
DERIG AND LOGISTICS
The breakdown began after the 17:00 close. EMS Events supplied the setup and breakdown crews, as well as transit-insured delivery and collection.
The event took place in the first-floor Millennium and Battersea Suites, so delivery and removal were planned around the hotel’s designated access arrangements.
Client Feedback
Honestly, you guys were really friendly and so easy to work with. The whole setup made the day much easier for us. Nothing felt like too much trouble, and you just got on with everything without us having to keep checking in. The presentation was so easy to follow, and most importantly, everyone could speak from their seat.” NewGlobe event team
FINAL OUTCOME
The completed setup gave representatives a practical way to join the discussion from around the U-shaped table.
The 17 delegate microphones and one chairman unit reduced the need to move equipment between participants. Representatives could contribute directly from their places, helping the meeting remain organised as the discussion moved around the room. The two Nexo PS8 speakers supported speech and laptop audio across the combined suites, while the on-site technician managed the live mix through the Allen & Heath Qu-16 console.
Presentation content remained visible across two visual outputs. The venue’s projection screen provided the main front-facing image, while the EMS Events-supplied 65-inch display improved sightlines for delegates seated to the side.
The Canon XF605 camera documented the full four-hour meeting from the rear of the room. A dedicated operator managed the video recording without placing additional production activity within the central delegate area. By coordinating delegate microphones, PA coverage, presentation distribution, video recording, and logistics under one production plan, EMS Events gave the NewGlobe team a single point of technical responsibility for the entire meeting
PLANNING AN INTERNATIONAL MEETING OR SENIOR ROUNDTABLE IN LONDON?
Formal meetings need technical systems that support the discussion without making the room feel dominated by equipment.
EMS Events provides complete AV production for ministerial dialogues, leadership meetings, policy discussions, board sessions and senior stakeholder roundtables across London.
From Push-to-Talk microphone systems and live sound mixing to mirrored presentation displays, professional video recording and on-site technical support, EMS Events can manage the full delivery under one coordinated plan