AOGS 2025, the Asia Oceania Geosciences Society’s 22nd Annual Meeting, required dependable AV support for a major 7-day scientific conference at Marina Bay Sands.
This was not a “one ballroom, two speakers, three cables and hope” sort of event. The programme spanned multiple geoscience disciplines and required AV coverage across 28 breakout rooms and a main plenary, all operating within the same venue environment.
Each breakout room required a complete, consistent presentation setup:
Across 28 breakout rooms, that meant:
For the main plenary, Motion Media Works also provided:
The requirement was clear: every room had to work reliably, every setup had to be consistent, and the main plenary needed the scale and polish expected of a major international scientific conference.
In short, this was not just an AV setup. It was an AV ecosystem with name badges.
The challenge was scale, speed, consistency, and coordination, all happening under a compressed setup timeline.
With 28 breakout rooms running across the conference, even small inconsistencies could create operational friction. If every room had a slightly different setup, troubleshooting would become slower, crew movement would become less efficient, and support across the venue would become unnecessarily complicated.
At this scale, variation is the enemy. One room behaving differently from another is charming in a boutique hotel. It is less charming when a scientific presenter is standing at a rostrum, ready to begin, while the projector decides to enter its philosophical era.
Wireless microphone frequency coordination was another major challenge.
Each breakout room used 3 wireless microphones, meaning 84 wireless microphones were operating within the same overall venue location. Because all the rooms were located within the same conference environment, frequencies had to be planned carefully to minimise clashes, interference, dropouts, and signal instability.
With that many microphones in play, wireless audio cannot be treated room by room in isolation. It has to be planned as a coordinated system. Every microphone needs its own clean lane on the invisible audio highway.
The main plenary added another layer of complexity. Unlike the breakout rooms, which were designed for standardised repeatability, the plenary required a larger and more visually prominent setup with a large LED wall, rostrum, and 10m x 4m stage.
So the technical challenge was twofold:
All while keeping the overall system manageable for 7 days of operation.
Standardised the AV setup for every breakout room.
Each breakout room followed the same core configuration: laser projector, projection screen, sound system, three wireless microphones, and rostrum. This made deployment faster, operation smoother, and support more efficient throughout the conference.
Instead of treating 28 rooms as 28 separate custom builds, we treated them as one coordinated multi-room system. Same structure. Same logic. Same operational rhythm. This allowed our team to move between rooms more efficiently, identify issues faster, and support presenters with less friction.
For wireless microphone deployment, we approached the 84 microphones as a venue-wide coordination exercise. Frequencies had to be planned with the wider environment in mind, not just individual rooms. This reduced the risk of interference and helped maintain stable audio performance across simultaneous sessions.
For the main plenary, we delivered a larger production setup featuring a large LED wall, rostrum, and 10m x 4m stage. The LED wall provided visual impact for major sessions, while the stage and rostrum created a formal, professional focal point for keynote presentations, addresses, and plenary proceedings.
The breakout rooms were built for consistency. The plenary was built for presence. Together, they formed a complete conference AV environment capable of supporting both high-volume parallel sessions and major flagship moments.
Behind the scenes, the project required careful planning across equipment preparation, manpower deployment, room-by-room setup, wireless frequency coordination, testing, and operational support. The glamorous part was on screen. The real machinery was in making 28 rooms, 84 microphones, and one main plenary behave politely for an entire week.
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