In the fast-paced world of event production, managing the keynote and breakout sessions at a large-scale event is a demanding feat that requires precise coordination and experience. TPN production pros Paul Nyborg and Camille Koreis took me behind the scenes at Microsoft Ignite 2024 and showed me what success looks like!

Keynotes: The Heart of the Event

Keynote production management is high stakes at an event like Microsoft Ignite. Keynotes are the heart of the event, drawing large audiences both onsite and online, as well as garnering media attention.  The core aspects of the role include content coordination, technical setup, logistics management, and on-site execution. Add in the challenge of managing complex technology, tight deadlines and dynamic changes like last-minute script edits or technical issues, and you can see that this is a challenging and stressful job for even the most experienced person.  

Luckily, TPN brought in Paul Nyborg, a seasoned professional with 25 years of experience, to handle the job. While he’s responsible for coordinating a team of over 130 technicians and producers, unlike other shows, this is not an ad hoc group of people that Paul has had to assemble. He’s been working with this Microsoft production team for years. “Because Microsoft has their own production arm, I am working with people on this show that I’ve worked with for over two decades.” Paul added, “When you’re talking about an event on the level of Ignite, I mean, it’s a worldwide broadcast audience to go along with the 10,000+ people that are at the convention center, so having a team that has worked together like we have is a big plus.”

Breakouts: Smaller Sessions, Unique Complexities

Breakout sessions might be smaller than the keynote, but they are no less important, and they come with their own unique challenges. First is the sheer volume of sessions. An event like Ignite can have hundreds of breakouts running simultaneously, requiring meticulous coordination. "Managing breakouts involves asking all the same questions as keynotes, but with the added complexity of managing multiple rooms across a sprawling venue with smaller teams," said Camille Koreis. “Each breakout session requires its own set of logistics, including lighting, audio, video, and recording, all of which must be meticulously planned.” Paul adds, " Every room has its own component needs, so it's about making sure all the technical requirements are met across the board."

The Expo Hall: Managing the Exhibits in the Hub Space

Another critical component a large event like this is the exhibit hall, where partner organizations and sponsors showcase their products and services. At Microsoft Ignite, this space is called the Hub, and this area, which Camille is responsible for managing, has partner spaces that vary in size, complexity, and customization. "Some exhibitors have a turnkey setup with specific layouts, while others are more custom, depending on the sponsorship. And then there is the Microsoft space, which is a 50’x 50’ installation, and we worked with their team to design that space."

In addition to assigning spaces and handling layout requests, Camille’s work in the Hub includes coordinating technical needs, such as carpet, power, and network connections, and ensuring that each space is set up according to the partner’s specifications before the event starts. For larger partner spaces, Camille works closely with design teams to create unique experiences. "It’s all about attention to detail and making sure every part of the space meets the client’s vision," she notes.

Why Work with the TPN Event Production Team

Both Paul and Camille agree that staying on top of every moving part is essential and requires clear and consistent communication across teams. "You have to keep everyone on the same page and handle the logistics as issues arise," says Paul. Camille adds that being organized and proactive makes all the difference: "The more organized you are and the more you can consolidate information, the smoother everything runs."

At the end of the day, the ultimate goal is to deliver an event that exceeds expectations. Both Camille and Paul agree that when everything goes smoothly, it’s a rewarding experience, despite the exhaustion that follows. "It’s like landing a plane," says Camille. "There’s a sense of accomplishment when everything comes together, even though it’s a lot of work."

With over 35 years of experience, TPN understands the intricacies of event production. From attention to detail to relationships with trusted vendors, TPN knows how to navigate complex venue regulations, especially in cities with unique union requirements, like Chicago, Las Vegas, or San Francisco.