Case Study: SuperComputing Conference Series

Elevating Supercomputing Experiences

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AV Concepts’ Two Decades of Innovation and Unrivaled Reliability

For nearly two decades, AV Concepts has stood as a strategic partner alongside Supercomputing, dedicated to enhancing the event’s value and delivering transformative experiences. At the core of the SC23 event, hosting over 14,000 computing experts, 1 Large Keynote, 330 Sessions, nearly 1,000 presentations, and a bustling trade show with 350 exhibitors, was a compelling goal—to seamlessly accommodate a diverse audience while elevating the program to ensure it remains a must-attend event year after year.
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As Supercomputing navigated through the evolutionary phases from physical (pre-pandemic) to virtual (during the pandemic), and now embracing a hybrid format in the post-pandemic era, the challenge was clear. AV Concepts took on the challenge with determination, striving not only to meet but to exceed expectations by delivering innovative solutions tailored to Supercomputing’s unique needs.

Driven by Supercomputing’s long standing desire to enhance the event experience, AV Concepts approached the planning process for SC23 with a keen focus on strategic goals. Collaborative efforts and transparent discussions with Supercomputing organizers paved the way for groundbreaking solutions. From investing in cutting-edge streaming technologies to developing specialized Presenter Kits and implementing a robust content delivery system, every step was meticulously designed to elevate the program to new heights.

Enhancing Attendee Experience: Precision in Execution

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The success of SC23 was intricately tied to meticulous planning and flawless execution. AV Concepts conducted extensive training sessions for volunteers and union labor, ensuring proficiency in navigating the event’s intricacies. A comprehensive pre-show synopsis set clear expectations and delineated responsibilities. Physical in-room training provided a hands-on understanding, offering insights into the experiences of both remote attendees and presenters. This meticulous preparation guaranteed a seamless integration and operation of AV Concepts’ solutions.

A standout innovation was the Central Management Center (CMC), meticulously designed to monitor every presentation. The CMC not only aimed to eliminate human errors but, more importantly, sought to achieve a high-quality event within a cost-effective budget. Notably, the flexibility of this solution allows the Central Management Center to operate seamlessly from any location worldwide.

Looking Ahead: Harnessing Experience for Future Excellence

The transformative success witnessed at SC23 has endowed AV Concepts with unparalleled experience and expertise. Cultivated over an almost two-decade collaboration with Supercomputing, this wealth of knowledge serves as a guiding beacon for future events and partnerships. Already, the innovative solutions birthed from SC23 have found applications in numerous other programs, solidifying AV Concepts’ commitment to continuous advancement and ensuring that Supercomputing remains a beacon of excellence in the computing world.
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Is Live Streaming What Your Company Needs?

Is Live Streaming What Your Company Needs?

Begin Your Virtual Event Journey

Ever since the world has gone into lockdown and our day-to-day vernaculars gained new additions such as ‘social distancing’ or ‘self-isolation’, the internet has provided an abundance of tips and tricks on how to make our Zoom calls and virtual meetings more professional and more attractive. But there are certain issues that no amount of virtual backgrounds or home office outfits can fix: at this point most of us who have been working out of our homes have come across problems in connecting with our colleagues and clients, and have experienced frustration over the same technological challenges of video calls and virtual meetings that used to plague only those who regularly dealt with such means of communication in their jobs.

So what other options do I have, you may ask? Over the years, but especially in the past couple of months, live streaming went from a somewhat complicated, mostly social media-based tool to an essential means of corporate communication. It is now easier to use than it has ever been with an abundance of softwares to choose from, however it is still difficult to select the option that is right for your brand’s or business’ needs and your own technical experience.

Now that we are about to slowly but surely ease back into some semblance of our regular lives, using a dedicated studio space for your live streaming needs is once again a safe option

What factors other than safety are in favor of choosing live streaming over regular video calls?
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Some – if not most of us are not as tech-savvy as we would like to believe.
And when it comes to your brand, professional (re)presentation is one thing you can never compromise on. While the world is currently excelling in practicing understanding and compassion towards one another, if your message gets lost in a constantly freezing video call, low bandwidth, or your neighbor’s car alarm in the background, you can almost guarantee that while you will be forgiven by your audience, you are also going to lose business. A studio space at your private disposal guarantees you a highly professional, undisturbed environment and just the audio and video quality, as well as internet speed you need. What is more, an expert staff is there to take the responsibility of making the technology work seamlessly for you without a glitch.
Location is an issue.

Not everyone is prepared for the eventuality of having to have a designated office space in their homes, sometimes not even a blank wall to serve as a backdrop for a video call. We also do not like to provide others with a look into a messy kitchen, or a living room full of kids’ toys, or even a cluttered office space. While these days virtual backgrounds are an option in certain video conference softwares, not all devices are compatible with the technical requirements needed to use this feature. If you run your own webinar or online conference, you cannot afford to turn off your camera for obvious reasons, so using a professional studio backdrop with state-of-the-art lighting, cameras, microphones, and of course technicians at your disposal are guaranteed to save you any embarrassment.

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A video call is simply not the right platform for what you need.

In recent news the issue of security breach has been much talked about, as some companies have banned their employees from using Zoom due to concerns regarding effective end-to-end encryption and exposing sensitive company information to hackers. When it comes to important corporate announcements or exclusive content, security is only one half of the issue, and the need to reach out to your audience without engaging in a discussion or the distraction of having everyone else on camera is paramount. In such cases studio live streaming could be your perfect alternative.

While video calls are all the rage these days (and rightfully so, as they make our lives much easier and a lot less lonely in isolation), we can see that they are not always the right option. Whether it is technology, location, logistics, your audience, or the content itself, having an alternative solution to eliminate any or all those concerns can be beneficial to your business.

Some – if not most of us are not as tech-savvy as we would like to believe.

And when it comes to your brand, professional (re)presentation is one thing you can never compromise on. While the world is currently excelling in practicing understanding and compassion towards one another, if your message gets lost in a constantly freezing video call, low bandwidth, or your neighbor’s car alarm in the background, you can almost guarantee that while you will be forgiven by your audience, you are also going to lose business. A studio space at your private disposal guarantees you a highly professional, undisturbed environment and just the audio and video quality, as well as internet speed you need. What is more, an expert staff is there to take the responsibility of making the technology work seamlessly for you without a glitch.

So, in what specific cases should you consider choosing live streaming over a regular video call?
Virtual conference

While it is possible for multiple people to engage in a discussion over a video call, there are certain limitations that can make it an experience that is not so appealing audio-visually. Having the participants in the same room where they can talk face-to-face, or even having them connected through screens across countries is still a better option to keep the conversation flowing than sharing the screen with dozens of your distracted audience members.

Interviews and panel discussions

You do not need to sacrifice professional presentation and technology even without a physical meeting of your peers and clients. Virtual conferencing platforms serve as a great substitute, where the focus remains on your speakers, while audience interaction is still possible without any interruptions, and your presentation is streamed live in a secure, password-protected system. Using a studio space to have your speakers address their audience in a way they would in a conference setting, using the presentation tools and body language essential to conveying their message, is an ideal solution.

Company announcements

Sharing live updates concerning your company and your employees is not something that you should do in a video call, especially if your message is to be spread across multiple locations, countries, or even continents and requires little to no audience interaction. Streaming your message from a studio space through a secure and private channel is a great way to do it, and it makes your audience feel like they were in the same room with you.

This article was recently published by AV Alliance. AV Concepts is a member of AV Alliance.

Our Virtual Event Studio

Our Virtual Event Studios

Begin Your Virtual Event Journey

Reach Global Audiences Seamlessly

Experience Innovation and Unmatched Expertise

Stream confidently to your audience! We offer simultaneous streaming to multiple platforms, crucial for regions with restricted access. Benefit from unrivaled clarity with our high-bandwidth fiber-based internet, supported by cellular backup for uninterrupted streaming.

Get in Touch
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Broadcast 1

Our largest and most flexible broadcast space. This room package starts with (4) technicians, multiple simultaneous presenter calls, graphic/playback capabilities, and recordings of the show.

This broadcast space is a video powerhouse touting up to (6) PIP windows, chroma key effects, lower thirds, backgrounds, and beautiful transitions. Switching between pre-recorded videos and real-time virtual sessions is effortless and gives you the option to control your program on a deeper level than possible with a purely live production.

The unique audio routing in this space allows presenters to talk between themselves regardless of the platform they are using. This cross-platform integration allows them to use the software they are comfortable with. Even remote crew members can call in to the Crew Comm Line to take part in back channel discussions during production, ensuring things are running smoothly and on time.

Broadcast 2

Our second largest broadcast space. This room package starts with (2) technicians, multiple simultaneous presenter calls, graphic/playback capabilities, and recordings of the show.

This studio space has similar video and audio capabilities as Broadcast 1. For smaller format shows, this is a perfect budget friendly solution that still brings a high level of production value.

Green Screen Studio

Planning to pre-record your content?

Our green screen studio is equipped with stunning 4k cameras and crisp studio lighting. This space lets you reap one of the greatest benefits of virtual events, pre-recorded content edited to your needs.

Want to keep it live?

If pre-recording is not your style, we can stream you live from the green screen studio and put you in several different virtual scenes. Or better yet, mix and match these two options!

Small Scale Studio Suites (Cloud Based)

Our smallest broadcast spaces that still pack a powerful punch! This package starts with (1) technician, multiple presenter calls, playback capabilities, and recordings of the show.

These (4) studios are great for running breakouts, small webinars, and pre-recorded based programs.

Home Presenter Studio

Our Remote Presenter Capture Solution has been engineered for ease of use, exceptional capture quality, and overall convenience.

Each Home Presenter Kit comes with a pre-configured laptop loaded with presenter software and instructional videos that walk you through set up.

  • All necessary cables including a power strip, USB extension, and CAT5 ethernet
  • Shipped directly to your door with a prepaid return shipping labels
  • 24/7 personalized support from our virtual event experts
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Layout Drawing

Take a look at what your Home Presenter Studio look like and visualize the space.

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Brochure
Dive into what’s included in the Home Presenter Studio.
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Phoenix Convention Center Floor Plan & Specs

Phoenix Convention Center Floor Plan and Specs

Return to Phoenix Convention Center Page

Average Cieling Heights

Low Steel — 32’

High Steel — 43’

Airwall Soffit — 31’

Low Steel — 35’

High Steel — 43’ – 57’ (east to west)

Airwall Soffit — 28’ – 9”

Low Steel — 31’ – 6”

High Steel — No high steel points

Airwall Soffit — 28’ – 9”
*Must be on points, there is no steel to wrap in this space

Low Steel — 30’ – 3”

High Steel — No high steel points

Airwall Soffit — 28’ – 9”

Acoustic Drop Ceiling “Clouds” — 28’ – 9”
*10’ soffit perimeter – no rigging in soffit area

Low Steel — 27’
*Rigging in South Building is limited, please call for specific details

Rigging Policy

Rigging Rules and Regulations

In an effort to effectively ensure safety and maintain the aesthetic and structural integrity of the facility, the following policies regarding rigging apply. The policies, rules, and regulations set forth in this document may not be all-inclusive and may be subject to change at the sole discretion of AV Concepts and the Phoenix Convention Center.

Submit a Drawing

Phoenix Convention Center Rigging Policy

  • AV Concepts Inc. is the exclusive rigging contractor for the Phoenix Convention Center (“motors up” facility).

  • All rigging labor, chain hoists, and rigging hardware (motor up) will be provided by AV Concepts and quoted at prevailing rates.

  • A written request and drawing for rigging shall be submitted via our web portal no less than three (3) months prior to the lease period. Final Drawing meeting all requirements for heavy or theatrical rigging submitted less than twenty-one (21) days before move-in may incur additional charges.

  • All rigging diagrams must be approved by AV Concepts no later than 3 business days prior to load-in. Acceptable file formats: DWG or VWX. PDFs may be included for reference but are not a valid format for submission approval. If drafting services are required to produce a DWG or VWX file, this will be billed at a Project Manager (PM) hourly rate and made available for the Licensee to submit.

  • All rigging drawings must include, but not limited to including:
    • Drawn in current (DWG/VWX) building/space shell as available on the Phoenix Convention Center website
    • All load factors
    • Equipment details (this can be supplied as a callout in the drawing or in a separate spreadsheet):
      • Manufacturer, Model, Weight and the Total Quantity
    • Equipment counts and positions on rigging plot (Truss line)
    • Callouts of cable picks or drops
    • Location of pick-up points
    • All diagrams must include the load imposed on each point and the total load of each individual structure to be hung (point load calculations) in order to be considered for approval
  • Requests and approvals for rigging services received within 3 business days of load-in will incur additional fees or may be denied.  (Fees will be 20% of the total rigging invoice)
  • If after review of the proposed rigging requires the services of a registered engineer, such expense shall be the sole responsibility of the Licensee.
  • An estimate for rigging cannot be completed until a current rigging drawing has been submitted and approved.
  • The first rigging submission submitted more than 22 days out from load-in will be free of charge. Each resubmission after that or submission 21 days or less from load-in will be charged at a minimum of 2 hours of a Rigging Supervisors time.
  • The number of rigging crew members required on a call will be determined by AV Concepts based on the motor count, scope, and a Licensee provided production schedule for the event.
    • Minimum Rigging call for heavy production and theatrical rigging will consist of 1x High Rigger, 2x Lower Rigger, 1x appropriate Lift on a 5-hour call.
  • Requests to fly “non-standard” items due to physical characteristics, weight, rigging apparatus or lack thereof, etc. must receive written permission/approval from AV Concepts and the Phoenix Convention Center.
  • Exceedingly large rigs that support abnormal loads, or non-uniform distribution of weight or hardware, may require (at the Licensee expense) plans that have been approved and stamped by a licensed engineer selected by the Phoenix Convention Center. Approved plans must be on file no later than three business days in advance of load-in.
  • Once approved, any diagram that is altered must be re-submitted for approval and stamped accordingly.
  • All rigging and/or hanging requests must be submitted in writing to AV Concepts 3 business days prior to event load-in.
  • During the period of occupancy, the Licensee of the facility is ultimately responsible for any damage, injury, etc., that occurs due to the hanging or attachment of items to the facility itself or to facility-owned equipment by any exhibitor, contractor, subcontractor, representative, agent, etc.
  • When the South Ballroom Stage and Fly system is requested,  a “South Ballroom Supervisor” will need to be present and in service during the entirety of the time the space is occupied

AV Concepts On-Site Practice

  • Rigging from any lighting fixtures, plumbing or sprinkler fixtures, electrical conduit, air ducts or any support mechanism is strictly prohibited.
  • “Dead Hangs” must fall within prescribed weight and dimension limits. Items at or above 100lbs and/or over 10’ in length/diameter must be approved prior to any direct attachment to the building.  This rigging must be undertaken by AV Concepts.
  • Cable runs that consist of three or more socapex runs and are ten feet or more extending away from the rig must use a cable bridge and/or motors.
  • It is strictly prohibited to add additional weight to flown equipment after AV Concepts’ riggers leave the call.
  • Written permission from the Phoenix Convention Center must be obtained before any person may be suspended walk/climb upon any point or supporting structure attached to the building via rigging points. All such activities must be in accordance with OSHA regulations.
  • Any heavy production and theatrical rigging (Exclude rigging on the installed Fly system in South Ballroom) will require AV Concepts to supply a minimum of 1x Lift of appropriate size for the exclusive use of rigging by AV Concepts for the complete duration that any rigging is attached to the structure and/or build.  
  • Motor controllers may only be operated by an AV Concepts supplied rigger (riggers shall remain on the call until all flown equipment is finalized at trim height and made safe).
  • Any weight (equipment/object load) exceeding the pre-approved limits is subject to removal at the Licensee expense.
  • Air wall hangers must be provided by the Phoenix Convention Center or AV Concepts (see below for guidelines and restrictions) and can only be rigged by AV Concepts.
  • Floor supported structures over 20’ high must be tethered and meet all safety guidelines as outlined by the facility.

Rigging Equipment Guidelines

  • AV Concepts chain motors maintain a certificate of unit test based on the manufacturer’s guidelines and ASME’s standard for overhead hoist, ASME B30.16d-1997.
  • If Truss is not supplied by AV Concepts, it is subject to inspection and approved by AV Concepts rigging crew before use.  Failure of inspection is at the sole expense of the Licensee.
  • All equipment and materials flown must pass ANSI guidelines and be approved.
  • All lifts must be in good working order and adhere to facility/industry guidelines for indoor use. Certified operators are required where applicable.
  • All lifts used on carpeted surfaces require the use of 6-mil Visqueen. No wrapping tires or “diapers” for the body of the lift will be allowed.
  • A steel “safety” is required on each individual item suspended with a nylon sling. GACflex slings are exempt.
  • All nuts and bolts used overhead must be rated and all overhead hardware (eyebolt, etc.) must be forged unless approved by AV Concepts.

Banner & Signage

  • All signs, banners, and decorations flown in ballrooms, exhibition halls, lobbies, atriums or on external building structures must be inspected by an AV Concepts rigging team member. Inspection fees will apply.
  • Banner placement inside or outside of ballrooms and or meeting rooms must be approved in advance through the Phoenix Convention Center.
  • Signs may not obstruct sprinkler heads and must have a clearance of no less than 18 inches.
  • All signs must meet Fire Marshal guidelines.
  • Signs that may injure, mar or deface any permanent building structures may not be attached by any means including nails, hooks, adhesive fasteners, staples, tacks, or screws.  
  • Signs may be posted on billboards, easels or other means of display.  
  • The hanging of pictures, banners or any other items on walls, mirrors, railings or draperies, requires the approval of the Phoenix Convention Center.   
  • At no time, will any item be attached to the ceiling grid, ceiling tile or to a false ceiling of the Phoenix Convention Center facility except by equipment specifically designed for this particular application and only with the prior approval.  
  • To assure no damage occurs to painted surfaces, all beam structures or other painted structures are to be covered with a protective material before wire, cable, etc., may be attached or placed around or over them.  
  • Whatever is used to hang signage must be removed with the sign. No wires, ropes, etc., shall be left behind. All items must be completely removed before the end of the lease period. Removal of any items left will be billed back at current market rates to the Licensee. 

West Ballroom

Beams
  • Load limits are:  5,000lbs, 2,000lbs and 300lbs per point. See CAD drawing for specifics.
  • When wrapping beams a protective wrap must be used to protect the beams painted surface along with providing protection for wire rope.
Air wall tracks
  • Rigging from air wall tacks shall be with approved air wall hangers only. Load tested and certified hangers manufactured specifically for the Phoenix Convention Center must be used.
  • The load limit from air wall tracks is 200lbs per point. The minimum distance between points is 4 feet. Vertical “dead hangs” only, SIDE LOADS ARE STRICTLY PROHIBITED. Airwall track hangers may not be used to support people or live loads such as motors, pulleys, traveler tracks, etc.

North Ballroom

Beams

  • Load limit 2,500 lbs/point (vertical load only, no bridling allowed).
  • Rigging shall only be attached to rigging points. Fire insulation is not to be removed.

Air wall tracks

  • Rigging from air wall tacks shall be with approved hangers only. Load tested and certified hangers manufactured specifically for air wall tracks at the Phoenix Convention Center
  • The load limit from air wall tracks is 200lbs per point. The minimum distance between points is 4 feet. Vertical “dead hangs” only, NO SIDE LOAD ALLOWED. Airwall track hangers cannot be used to support people or live loads such as motors, pulleys, traveler tracks, etc.

South Ballroom

Beams

  • Please contact AV Concepts for all rigging in the South Ballroom

Ballroom Manual Rigging System

  • There is no fly gallery
  • Using the house fly-system requires the use of an AV Concepts provided flyman and weight loader.
  • The maximum weight to be installed in an arbor is 2,000lbs. Use of “trailers”, sandbags and substitution of steel weights for other material is not permitted.
  • The maximum load per cable is 750lbs.
  • Point loads on battens (such as trusses) are to be attached only at lift line attachment points and the load at any one point is not to exceed 750lbs.
  • Nothing is to be hung from the leg or side curtain tracks. All items hung on these line sets are to be attached only to the batten and only in a manner so as not to bend or damage the tracks.
  • An AV Concepts provided flyman is to load, unload, or work only one line set at a time.
  • Spreader plates are to be installed every 12 weights. All unused spreader plates are to be placed under the hold-down plate at the top of the counterweight stack.
  • All line sets are to be secured during loading and unloading.
  • Unbalanced loads are not permitted except during loading or unloading.
  • Stored weights are not to be stacked more than 6 inches high and under no circumstances to be stacked higher than the kickboard.
  • All rigging loads and connections shall be subject to the approval of AV Concepts.
  • Any changes to the rigging system or loose equipment shall be restored at the end of the event following load-out. Any remaining tape, tie line, trim marks, or spike marks on the stage deck, battens, or control lines shall be removed during restore.

Exhibit Halls A-E

Beams

  • The load limit is 2,500lbs per point.
  • When wrapping beams a protective wrap must be used to protect the beams painted surface along with providing protection for wire rope.

Air wall tracks

  • Rigging from air wall tacks shall be with approved air wall hangers only. Load tested and certified hangers manufactured specifically for the Phoenix Convention Center must be used.
  • The load limit from air wall tracks is 200lbs per point. The minimum distance between points is 4 feet. Vertical “dead hangs” only, SIDE LOADS ARE STRICTLY PROHIBITED. Airwall track hangers cannot be used to support people or live loads such as motors, pulleys, traveler tracks, etc.

Exhibit Halls 1-6

Beams

  • The load limit is 2,500lbs per point.
  • When wrapping beams a protective wrap must be used to protect the beams painted surface along with providing protection for wire rope.

Air wall tracks

  • Rigging from air wall tacks shall be with approved air wall hangers only. Load tested and certified hangers manufactured specifically for the Phoenix Convention Center must be used.
  • The load limit from air wall tracks is 200lbs per point. The minimum distance between points is 4 feet. Vertical “dead hangs” only, SIDE LOADS ARE STRICTLY PROHIBITED. Airwall track hangers cannot be used to support people or live loads such as motors, pulleys, traveler tracks, etc.

Exhibit Halls F-G

Beams

  • Main E-W Trusses
    • Lower chord w/in 6” of panel pt. – 250lbs. (increase to 300lbs if adjacent panel pts. are not loaded).
    • Lower chord between panel pts. – 125lbs. (subtract from panel point capacity).
    • Maximum load on a single E-W truss not to exceed 6,000lbs.
      • N-S Bridging Members
      • 40lbs. maximum (subtract load from connecting panel point capacity).

  • When wrapping beams a protective wrap must be used to protect the beams painted surface along with providing protection for wire rope.

Air wall tracks

  • Rigging from air wall tacks shall be with approved air wall hangers only. Load tested and certified hangers manufactured specifically for the Phoenix Convention Center must be used.
  • The load limit from air wall tracks is 200lbs per point. The minimum distance between points is 4 feet. Vertical “dead hangs” only, SIDE LOADS ARE STRICTLY PROHIBITED. Airwall track hangers cannot be used to support people or live loads such as motors, pulleys, traveler tracks, etc.

Contact Our Office at the Phoenix Convention Center

We have an office location on-site at the Phoenix Convention Center. Our dedicated team is ready to help you with all of your PCC event related needs. Contact our PCC team with the information above or email us anytime.

Address

100 N 3rd Street, Phoenix, AZ 85004

Phone

480.701.0059

Email

pcc@avconcepts.com