Congress floors, parallel sessions, interpretation

Conference AV Rental in Istanbul

A congress is several rooms running at once, in more than one language, on a programme that cannot slip. That is a workflow problem before it is an equipment problem — and it is what this page is about.

Request a conference AV quote Send your programme

Conference AV scope

Six layers of a congress build

Each of these is quoted as its own line. A meeting with one room and no interpretation needs two of them; an international congress needs all six.

Simultaneous interpretation

A standard line item once your delegate list crosses a language boundary, and one that has to be designed into the room rather than added at the end.

Sound-insulated interpreter booths positioned with a clear view of the stage
Interpreter consoles and one receiver headset per delegate who needs a channel
Interpretation feeds integrated with the room PA and the recording path, not run in parallel
Booth position fixed early — it competes with camera positions and seating for the same floor

What simultaneous interpretation needs →

Plenary and breakout scaling

A congress is not one room. The difficulty is running several at once with a crew that cannot be in all of them.

Plenary gets a dedicated control position and permanent operators
Breakout rooms are standardised so any roaming technician can work any room
Room-to-room changeover planned against the programme, not improvised between sessions
A floor lead who owns the whole set of rooms rather than one of them

Speaker and presentation management

The layer that decides whether a session starts on time. Most conference AV failures are here, not in the equipment.

Speaker preparation position where slides are checked before the session, not during it
Central presentation handling so decks are loaded and cued in advance
Preview and programme separation so the operator sees the next slide before the room does
Countdown and confidence monitors for the presenter

Hybrid, streaming and recording

Remote delegates and post-event content are usually the same infrastructure decision.

Camera and vision mixing per streamed room
Encoding and delivery to the platform your organisation already uses
Per-session recording with a clean programme feed for later publication
Return audio and video so remote speakers can be brought into the room properly

Exhibition and sponsor stands

Congress floors carry commercial space alongside the sessions, and it runs on a different clock.

Stand display and LED surfaces built to the venue's load and access rules
Build-up inside a shared window with dozens of other contractors
Screens designed to read from every approach angle rather than one seated direction

Room audio and microphones

Conference speech intelligibility is a different problem from music reinforcement.

Coverage designed for speech in wide, low congress halls
Lectern gooseneck, panel table, handheld roving and lavalier per speaking role
Wireless frequency coordination across parallel rooms so they do not fight each other
Spare channels and a wired fallback on the microphones that carry the session

Congress case study

EAACI Congress Istanbul

A fully surrounding LED screen architecture built for Leti Pharma's exhibition space at EAACI Congress Istanbul.

Client: Leti Pharma
Event: EAACI Congress Istanbul
Scope: 360° LED wall, exhibition stand integration
Environment: Indoor congress exhibition hall

The constraint that defines congress work is visible here: a short shared build-up window, venue load and access rules that are not negotiable, and a surface that had to look finished from every direction because an exhibition floor has no back row.

Read the full technical scope

Build window

Congress venues run on a different clock

Four scheduling realities that shape how a conference build is planned in Istanbul.

The slot is shared

Congress venues run their build-up with many contractors on the floor at once. Your freight slot is booked, not taken when convenient, and the sequence around it has to be planned in advance.

Rooms hand over late

Breakout rooms are frequently released later than the plenary. The standardised-room approach exists precisely so a late release does not become a late start.

Session-to-session turnaround

Between sessions you have minutes, not hours. Changeovers are rehearsed and the kit is laid out so a mic swap or a laptop change does not require rigging access.

Hand-back is a deadline

De-rig is scheduled against the venue's hand-back time, and overrunning it is expensive. It is planned at the same time as the build, not afterwards.

Before you brief us

What a conference quotation needs

Room count and language count move the price far more than delegate numbers do.

Information needed for a conference AV quotation in Istanbul
Venue and rooms	The congress venue plus the plenary and each breakout room. Room count drives crew size more than delegate count does.
Programme	Session schedule across all rooms, including parallel tracks and changeover times.
Languages	Which languages need interpretation, in which rooms, and expected receiver headcount.
Speakers	Number of presenters, whether they present remotely, and who supplies the decks.
Hybrid scope	Which rooms are streamed or recorded, and where the output goes.
Exhibition	Whether sponsor or exhibition stands are in scope, and the hall's build-up window.

FAQ

Conference AV questions

Do you supply simultaneous interpretation equipment for congresses in Istanbul?

Yes. Interpreter booths, interpreter consoles and delegate receiver headsets are supplied and integrated with the room audio and the recording feed. Booth position is agreed early in the room layout because it competes with camera positions and seating for floor space. Interpreters themselves are usually contracted by the organiser or the PCO; we supply and run the technical infrastructure they work in.

How do you cover several breakout rooms running at the same time?

Breakout rooms are standardised so that any roaming technician can work any room without a handover briefing. The plenary keeps dedicated operators and a permanent control position. A floor lead owns the whole set of rooms and manages changeovers against the published programme.

How is this different from your general AV rental page?

The AV rental page covers supplying an equipment package in Istanbul — audio, lighting, LED, playback — as dry hire or crewed. This page covers the congress workflow specifically: interpretation, parallel session management, speaker and presentation handling, and hybrid delivery. Many conferences need both; the quotation is still one document.

Can you handle presentations and speaker slides centrally?

Yes. A speaker preparation position lets presenters check their decks before their session rather than at the lectern. Slides are loaded and cued centrally, with preview and programme separated so the operator is always a step ahead of the room.

Do you have experience with international medical and scientific congresses?

Yes. At EAACI Congress Istanbul we built a 360-degree LED wall for Leti Pharma's exhibition space inside the live congress — a short shared build-up window, congress-venue load and access rules, and a surface that had to read from every approach angle. The project page sets out the technical scope.

Can sessions be recorded for publication after the congress?

Yes. Per-session recording from a clean programme feed is part of the hybrid scope, so the output is usable afterwards rather than a camera-in-the-back-of-the-room capture.

This page is the congress workflow. These cover the neighbouring needs without repeating it.

Running a congress in Istanbul?

Send the venue, the room list and the session programme. Room count and languages are what we price against.

Request a conference AV quote Message us on WhatsApp