57th ASEAN Foreign Ministers' Meeting
Vientiane, Lao PDR, 25 July 2024
CASE STUDY
Congress Rental Enhances Connectivity at the 57th AMM
Background:
The 57th ASEAN Foreign Ministers’ Meeting (AMM), held on 25 July 2024 in Vientiane, Lao PDR, convened delegates from the ten ASEAN member states under the theme "ASEAN: Enhancing Connectivity and Resilience." The meeting also welcomed representatives from ASEAN's dialogue partners, including China, Japan, the Republic of Korea, the United States, and the European Union.
Key discussions focused on strengthening ASEAN’s unity and centrality, developing strategic plans for ASEAN’s Community Vision 2045, advancing sustainable development, enhancing supply chain connectivity, and promoting regional integration across sub-regional growth areas.
Congress Rental was entrusted with a crucial role in supporting the event. This decision was based on the success of our previous collaborations, including the 33rd ASEAN Summit and Related Summits in Singapore (2018).
Our Solution:
For the event, we provided a complete range of technical support to ensure the event’s success. We utilised cutting-edge technology to ensure high-definition audio and video capture, seamless multilingual communication, and a flawless presentation experience.​
High-Definition Video and Streaming
For cameras, we installed our Avonic PTZ cameras, which are known for their exceptional image quality and precise control. These cameras were integrated with MVI Audio Visual software, allowing us to capture and stream high-definition video throughout the event. The PTZ cameras were strategically placed to cover all angles, ensuring that every delegate was clearly visible during the proceedings.​
Audio Integration and Distribution
To manage the complex audio requirements, we employed Dante software for audio distribution and routing. Dante's advanced digital audio networking capabilities allowed us to transmit high-quality audio across the venue with minimal latency. The use of Bosch Dicentis Wired Conference Microphones further enhanced clarity, ensuring that every word spoken by delegates was captured and transmitted without distortion.
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Interpretation Services
Multilingual interpretation was a critical component of the event, and we addressed this need by equipping the venue with Audipack interpretation Booths and on-site interpreters. These booths were fitted with complete simultaneous interpretation (SI) systems, ensuring interpreters could work effectively in a controlled environment. We provided delegates with over 600 Bosch receivers and headphones, guaranteeing that they could access the interpretation services in their preferred language without any interruptions.
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Visual and Ambient Experience
The visual setup was equally sophisticated. We installed multiple LED walls to display live feeds, presentations, and other visual content, ensuring that all participants had clear visibility regardless of their seating position. The lighting systems were carefully arranged to enhance the ambience of the venue, complementing the LED displays and creating a professional and engaging environment.
Seamless Integration and Coordination
To ensure all systems worked together seamlessly, we routed fibre optic cables throughout the venue, enabling fast and reliable data transfer between devices. Video and audio signals were converted and managed using robust systems to maintain the highest quality standards. Our meticulous approach to integration ensured that all technical components functioned harmoniously, providing a smooth and uninterrupted experience for the delegates.
The comprehensive technical setup was backed by a dedicated team of professionals, including six distribution staff in the listening room and up to 20 additional team members. They collaborated seamlessly to deliver a successful event featuring interpretation services in English, Lao, Korean, Japanese, Russian, Mandarin, Indonesian Bahasa, Vietnamese, Khmer, and Thai. This ensured effective communication and connectivity across the diverse ASEAN representatives.
"I visited Lao a month before the event to offer consultation and design services. The client had such confidence in our expertise that they entrusted us with full discretion over how to manage the entire setup."
- Alphonso Lim,
Set-Up:
One month before the event, we conducted a site visit to Lao PDR to provide consultation and design services. During this time, we collaborated closely with our local AV partners, carefully inspecting all rented equipment—from routing distribution systems to LED walls and mixer boards—to ensure they met our high standards. This was particularly important since it was our first time working with these partners.
For set up, we arrived on site a full five days before the event commenced, allowing us to ensure each element was tested and calibrated for optimal performance. The setup process was meticulously planned to ensure that all elements were in place and fully operational by the time the meeting began.
Client's Requests:
Congress Singapore was privileged to lead the comprehensive, end-to-end production support for the LAO PDF ASEAN AMM 2024 from the 23rd to 27th of July 2024, addressing all technical facets crucial for the event and coordinating a network of five suppliers. The Lao Ministry of Foreign Affairs (MFA) relied heavily on our expertise, giving us the freedom to design and implement the entire technical setup.
Drawing on our extensive experience with similar high-profile events we tailored the setup to meet the meeting's unique demands. While the MFA provided specific requirements for the number of microphones and interpretation booths, they relied on us to manage all other aspects of the production with full confidence in our capabilities.
57th AMM Retreat Session
25 July 2024
31st ASEAN Regional Forum
27 July 2024
57th AMM Plenary Session
?? July 2024
Unique Challenges:
PLANNING
The production of the 57th ASEAN Foreign Ministers' Meeting presented several significant challenges, each requiring careful planning, expert coordination, and innovative solutions to ensure the event’s success.
International Shipping & Logistics
One of the foremost challenges was the logistics of transporting high-value, sensitive equipment internationally. Shipping to Lao PDR posed complexities due to varying customs regulations, freight restrictions, and the need for precise timing. Our team had to navigate these hurdles, ensuring that all equipment arrived on schedule and in optimal condition, despite receiving final confirmation less than two weeks before the event. This was achieved through meticulous planning, close coordination with logistics partners, and proactive contingency measures.
Site Recce and Equipment Quality Control
Given that this was our first time working with local AV partners in Lao PDR, ensuring the quality and reliability of the rented equipment was paramount. A month before the event, we conducted a thorough site recce, visiting the AV partners to inspect all rented gear, including routing distribution systems, LED walls, and mixer boards. This hands-on approach was critical to verifying that the equipment met our stringent standards, preventing any last-minute issues and ensuring that the event would proceed without technical disruptions.
Cable Routing and Standards Compliance
Routing video and sound cables across multiple rooms to the listening room posed another challenge. The Lao Ministry of Foreign Affairs (MFA) set stringent standards and specifications that had to be adhered to, necessitating precise cable management and system integration. We expertly routed fibre optic cables, ensuring that all audio-visual signals were transmitted without loss of quality, and met the standards required by the Lao MFA. This meticulous approach to cable routing ensured that all systems operated flawlessly, maintaining the integrity of the event's audio-visual output.
Rapid Turnovers and System Updates
The dynamic nature of the meeting required quick system adjustments, including the rapid addition of microphones and updating country names within a tight 10-minute window. This challenge was particularly critical during transitions between sessions, where any delay could disrupt the flow of the event. To address this, we pre-planned and configured the systems in advance, allowing us to swiftly upload the necessary software configurations during these short windows. This preparation enabled us to manage rapid turnovers efficiently, ensuring the event remained on schedule without any technical hitches.
Conclusion
The successful execution of the 57th ASEAN Foreign Ministers' Meeting (AMM) underscored Congress Singapore's ability to manage large-scale events with precision and efficiency. Our detailed planning, state-of-the-art technical solutions, and effective coordination met the high standards set by the Lao MFA and the broader ASEAN community.
By enhancing connectivity among delegates and fostering resilient communication, our efforts resonated strongly with the event’s theme of connectivity, demonstrating our commitment to excellence in technical production.
