Conference Event Production for Family First's Annual Conference & Awards
In October 2026, AV Xpert worked with Family First Day Nurseries to provide conference event production for its Annual Conference & Awards at Whittlebury Park, Northamptonshire.
Bringing together around 200 delegates from across the UK, the event provided an opportunity to celebrate the organisation’s achievements over the previous year, share plans for the year ahead and recognise the contributions of its teams at an evening awards ceremony.
With a full-day conference followed by an awards ceremony and live band, the event required a carefully planned production setup that could support each part of the programme. We worked closely with Family First to design and deliver a solution covering staging, lighting, audio, video and event recording. Our technicians were on-site to manage the technical delivery throughout the day and evening.
Conference event production overview
The Annual Conference & Awards is an important date in the Family First calendar, bringing colleagues together to reflect on the previous year, recognise success and align the organisation behind its future plans. The production needed to reflect the importance of the occasion while providing a practical setup for presentations, speeches, awards and evening entertainment.
Family First required an AV partner who could take responsibility for the technical elements and coordinate the different production requirements within one package. AV Xpert worked with the Family First team to plan a bespoke setup around the venue and event schedule. This meant considering both how the production would look and how each element would work together as the programme moved from conference presentations to the awards ceremony to live music.
The result was a coordinated production plan covering the stage set, professional lighting, multiple display screens, a professional audio system, event recording and on-site technical support.
The Solution
Bespoke Stage Set and Branding
The stage was designed to provide a clear focal point for the event, with a custom three-part truss archway forming the main structure. We incorporated a branded backdrop and custom lectern graphic to bring Family First’s identity into the room and create a consistent visual presentation for guest speakers and award recipients.
The stage set helped define the presentation area while providing a backdrop for the day's conference sessions and evening awards ceremony.
Professional Lighting
Lighting played an important role in our event setup. We fitted 12 ‘eye-candy’ effect lights to the truss archway, adding visual interest to the structure and giving the stage greater presence within the venue.
We also used zoom wash lights to introduce movement and colour, particularly as guest speakers and awards recipients took to the stage. Two Fresnel lights provided clear illumination for guest speakers, ensuring they remained well lit during presentations and speeches.
Beyond the stage itself, we positioned 12 uplighters around the venue, with colours selected to complement Family First's brand identity. This helped carry the event branding beyond the presentation area and maintain a consistent look across the room.
Displays and Video Distribution
To ensure delegates could follow the presentations and view the content, we supplied four 75-inch 4K UHD commercial displays.
Two displays were positioned either side of the stage to show branded holding slides, presentation content and videos. An additional two displays were placed further back in the venue as repeater screens, helping guests seated away from the stage maintain a clear view of the content.
Our technicians managed video distribution throughout the event, ensuring the correct content was showcased on the displays at all times.
Audio for the Conference, Awards and Live Band
The audio system needed to accommodate several different uses, from speech and presentations during the conference to announcements and music playback during the awards ceremony to the live band performing after the ceremony.
For this event we chose QSC K8.2 loudspeakers as this product was able to handle different audio requirements. We positioned two of the loudspeakers at the front of the stage, alongside two Electro-Voice subwoofers. This was supported by four additional loudspeakers distributed strategically throughout the venue. This arrangement provided audio coverage suited to an audience of around 200 delegates.
For microphones, we supplied two gooseneck microphones on the lectern, alongside six wireless lapel microphones and six wireless handheld microphones. These provided options for different guest speakers and presentations, as well as the requirements of the awards ceremony and live band.
4K Event Recording
We also set up a 4K PTZ camera at the back of the venue to record the event. This gave Family First a high-resolution recording of the conference for potential future use, allowing the organisation to retain content from the day beyond the live event itself.
On-site Technicians
Our on-site technicians were responsible for setting up and packing down the equipment, as well as managing the technical requirements throughout the event. This included lighting operation, sound mixing, video distribution and event recording, alongside general technical support.
The Results
The Family First Day Nurseries Annual Conference & Awards was delivered successfully, with a bespoke event production setup supporting the full programme at Whittlebury Park.
With AV Xpert managing the technical delivery, Family First had one team responsible for coordinating the staging, lighting, sound, video and event recording. Our team worked closely with Family First to design a tailored setup that could accommodate all the different requirements of the conference, awards ceremony and live band performance.
James Chaplin, Nursery Director, commented “The team supporting us across both days were fantastic. They were personable, enthusiastic, professional and nothing was ever too much trouble. They really understood what we were trying to achieve and played a big part in helping us deliver such a successful conference”.
At AV Xpert, we specialise in event production for corporate events, conferences and awards ceremonies. If you’re interested in our services, visit our Event Production, Conferences or Awards Ceremonies pages, or contact us to find out more.