Companies & Organizations

Our General Meeting services for end customers and organisations

We work as general contractors for General Meetings -- that is, we don't just handle parts of the event, such as the event technology, but can handle the full organisation of the General Meeting upon request, except legal services.

  • Concept consulting for General Meetings
  • Visualization
  • Project management
  • Crew
  • Venue selection for General Meetings
  • Room and stage design
  • Light, video & sound planning
  • Media content
  • Rehearsal locations
  • Set building and decoration
  • Catering
  • Furniture
  • Event technology
  • Cameras and OB vans
  • LED screens
  • GM IT communications
  • Infrastructure
  • Logistics
  • Power
  • Machinery
  • Security
  • Approvals / Permits and structural reports
  • Insurance

Concept consulting for General Meetings

General Meetings must be organized in a legally impeccable way.

This is true not only for the content but also for the execution. Key issues include the planning of the presence area, the correct registration of voting shareholders, and the intelligibility of speakers. We employ specialists who have extensive experience in dealing with these issues, and who can provide concept consulting.

We usually provide the initial consultation free of charge as part of our customer service. Remuneration for further conceptual assistance is determined in individual agreements. Depending on the size of your General Meeting, it may be necessary to put together a team of several specialists. We would be happy to discuss your needs in person.

Call us or email the PRG General Meeting team if you would like to talk to us without obligation.

Visualization

High-quality presentation documents facilitate a professional presentation of your project – internally and externally. We prepare all the necessary material for you.

This includes sketches, illustrations, drawings, renderings, animations, websites, and fully produced films. The expense of creating presentation material should, of course, always be in proportion to the volume of the project. For smaller projects, drawings and renderings are usually created. Larger projects sometimes require more extensive presentations. Visualizations are drawn up in close consultation with you and the designers involved.

Call us or email the PRG Creative team, if you would like a free consultation on presentation materials.

Sample visualizations:

PRG Raumplanung

PRG Raumplanung

PRG Raumplanung

PRG Raumplanung


Project management

The Project Management team is responsible for the budget compliance, planning, organization, implementation, and follow-up of your event.

The team’s other important tasks include costing, communications, contract management and invoicing. Usually, these tasks are distributed among several people – this is not strictly necessary for smaller projects.

No matter whether you wish to handle the tasks yourself, or hire the whole team – we provide you with properly trained personnel for each position. Our employees can draw on our back office at all times to provide you with ready-made checklists, flowcharts, etc. It is also possible to temporarily boost the team with specialists from specific fields to provide additional certainty.

Crew

A well-trained crew ensures the success of your event. We put together the team that is needed for your project.

In Germany, we employ over 300 skilled employees, more than 50 apprentices, and a pool of several hundred freelancers. Internationally, PRG has well over 2,000 full-time staff members. With this team, we run international projects of all types and sizes.

We book stagehands, hostesses, etc. from local service providers we regularly work with – to save on travel and accommodation costs. Due to the wide range of projects we service, we have our own specialists for almost every field. All key positions are manned by our own staff or freelancers we work closely with. Depending on the requirements, we use master craftsmen, engineers, high-altitude rescue workers, event technology specialists, pyrotechnicians, etc. Especially in difficult situations, it pays to work with qualified professionals. 

Venue selection for General Meetings

We assist you in choosing a suitable venue for your General Meeting.

Venues for General Meetings must have controllable entrances and exits to ensure that attendance can be established conclusively. It is advisable to select an event venue with a foyer, to allow guests to gather there before the meeting and during breaks. Refreshments for the guests can also be presented here as needed.

 

Room for the back-office crew should be available in the immediate vicinity of the stage. Furthermore, a proper sound system for the attendance area (auditorium) and an easily visible presentation of the media content should be possible. Usually, the stage area is lit, and a stage backdrop in the corporate design is installed.

Accessibility, ambience, logistical requirements and cost also play a role in selecting a suitable venue. 

Room and stage design

We plan, design and decorate your venue, taking all relevant factors into consideration.

Usually, the design of an event is based on the client’s corporate design. But creatively devised events completely uncoupled from the usual design are not uncommon.

After a briefing by the client, our interior designers and stage designers will take on the design of the event space and develop appropriate suggestions – for the room layout, décor, stage design and outdoor areas. In this way, we ensure a harmonious design concept from the arrival of the guests down to the table decorations. Our designers also coordinate with all the technical works and take all regulatory requirements into account. Let us surprise you!

Light, video & sound planning

We draw up technical and logistical plans for all the required event technology.

Timely planning contributes significantly to a successful event. We support you from the initial concept and costing to the implemented event.

Our experienced team plans the necessary technology as well as the chronological and logistical processes, in coordination with your people who are involved in the project. The required information is recorded in relevant drawings, plans, packing lists, flowcharts, etc., so that each party can see what, when, where and how something happens, as well who is responsible and how they are involved. 

Media content

Simple video graphics, complex film productions or event websites: Our content specialists will gladly advise you.

We provide content for your terminals, screens, video projection or LED screens. For example, our graphic designers create charts and presentations, our Production people produce films and animations, and our web designers design and build websites, apps and other web applications. Our Creative Director supervises the creative designs and coordinates the whole team.

We are also happy to provide comprehensive consultation regarding hardware and content. We look at your communication goals and suggest which hardware and content you could use to achieve your goals. 

Rehearsal locations

If you want to rehearse a program or simply avoid risks, but don’t have enough time at the venue, rehearsals or trial assemblies may be a good idea. In touring productions, rehearsals are standard, as they are for projects with tight deadlines.

We can either recommend suitable venues or offer one of our studios in Hamburg, Cologne and Berlin. PRG also has its own studios abroad.

We would be happy to figure out with you what kind of rehearsal location you need and will propose several options.

Set building and decoration

Each event calls for the appropriate décor.

From neatly laid carpets, to purpose-built or decorative furniture, to matching accessories: Set building and decoration is a very extensive field. There is work for the set-building specialists at almost every event.

Experience and an eye for detail help our creative people create the ambience that you want: stage cladding, printed banners, appropriate signage, furnishings, flowers, tabletop décor – we’ll handle their coordination to match your corporate design.

The decoration work is done by our own decorating team. We also use our own resources to construct media-related decoration, which mainly consists of technical elements, and will usually carry out conventional decorative set building with specialist companies.

On request, we also provide you with visualizations or models.


Catering

Locations are often tied to specific caterers – in all other cases, we can recommend suitable caterers for your event.

Catering is often a very important component of the event. Therefore, everything should be exactly as you imagine it – from the equipment to the crew and the food concept. Catering budgets largely depend on the food and services selected, and usually range between €30 and €120 per person per day.

On request we offer catering services as part of our overall service, or put you directly in touch with the right partner. 


Furniture

There are a great many furniture suppliers on the market, with an even greater range of different items of furniture. The selection ranges from beer tables to high-end furniture classics. The art lies in selecting the right pieces to create the desired atmosphere at your event. Our designers will develop proposals that fit your event and provide you with visualizations. 

Event technology

Event technology includes staging, lighting, audio and video technology. These days, organizing a high-quality event is hardly conceivable without the appropriate professional technical equipment.

Invited guests or paying visitors expect a high level of speech intelligibility, balanced sound, and lighting that is suitable for the occasion. At larger events, the transmission of images and videos is also standard.

PRG is one of the world's leading suppliers of technical equipment and has a one-of-a-kind pool of materials. With over 40 branches at all the key international venues, PRG can usually provide very competitive costing, and operate all over the world from Germany. Talk to us – we are happy to advise you. 

Cameras and OB vans

From cameras and camera cranes to fully equipped OB trucks – from ENG crews for mobile coverage to complete OB truck crews: We provide the staff and equipment needed to record, edit, broadcast and distribute footage of and from your event.

Depending on the requirements, we use mobile systems or ready-equipped OB vans. We work with partners to handle satellite uplinks and other broadcast technology. We would be happy to develop a proposal for your project.


LED screens

From 3mm indoor to 40mm outdoor, black face or semi-transparent – we have the latest LED technology and know how to handle it.

Each LED system has its advantages – the choice depends on factors such as viewing distance, content, resolution, contrast and brightness. The right selection not only guarantees the desired result, but also helps prevent unnecessary costs. For instance, it doesn’t make sense to use a high-resolution system at an open-air festival.

Talk to our video specialists if you need sound advice on selecting the system for your event. 

GM IT communications

General Meetings present special challenges and requirements for our IT experts:

Often, communication systems between the Board members and back-office staff are needed that allow for maximum discretion. Temporarily installed computer networks are also used. Reliability (fail-safe operation) is the top priority. Our IT and communications professionals take the responsibility for this.


Infrastructure

Infrastructure services include fencing, water supply, heating, air conditioning, toilet facilities and ground covers. 

Often, ancillary services determine the overall impression of an event. Is it too cold or too warm? Are there enough toilets available? Can your guests find the parking areas? Let our experts advise you to avoid annoying errors in the costing and planning of your event.



Logistics

Transportation of personnel and materials, storage, travel organization – the logistics required in connection with an event are not to be underestimated.

Usually, technical subcontractors will handle the transport of their own equipment and crews. However, the larger the project or the greater the distance to the venue, the more useful it is to pool transport, flights, hotels, crew transport, etc. and plan and book these things centrally. The loading, unloading and on-site storage of materials should also be organized across subcontractors.

In larger projects, for instance, logistics may also include space planning for the outdoor areas and the scheduling of delivery traffic​​. 

Power

Whether from a fixed power supply or from generators – having reliable power at an event is crucial. We ensure there are no interruptions to the supply.

From 3 x 16A Schuko splitters to 3 x 2000 A distributors – our Power department handles the planning and implementation of your power supply. Many of our power distributors have network connections for remote monitoring of voltage, frequency, current and other data. This lets us immediately determine if a problem is indicated somewhere.

If the existing electrical outlets are not sufficient or if you want to use a redundant, network-independent system, mobile generators are used. We provide the required infrastructure from our own stocks – generators are usually rented from reputable local suppliers. 

Machinery

Personnel lifts, work platforms and forklifts are just some of the tools that we provide for an efficient handling of your project.

With the exception of personnel lifts, we rent all equipment from local providers. Usually, however, it still makes sense to order through us, because we know exactly what we need and can respond more quickly to changes if we instruct the suppliers themselves. Often we can also offer you better prices, because we have framework agreements in place with some suppliers.

On request we are also happy to put you in touch with providers we feel can be recommended.


Security

Personnel to handle issues of safety, health and security is indispensable at many events.

At the planning stage of an event, a risk assessment is carried out, along with a review of whether the venue is suitable for the loads involved.

Safety experts ensure that construction, implementation and dismantling are carried out properly in every respect. This may include fire department, ambulance and police personnel as needed.

Security monitoring is necessary to protect visitors from hazards and to ensure regulated access to cordoned areas. Admission controls, visitor flow and guidance, crowd management, and maintaining public order also fall within the remit of the security teams. 

Approvals / Permits and structural reports

Our accredited experts take care of obtaining regulatory permits and produce the required records of inspections.

Rules for places of assembly, accident prevention regulations, and the Working Hours Act just some of the laws and directives that must be observed when planning to host an event. Depending on the type of event, it can quickly necessitate the involvement of five or more public authorities: e.g. the building authorities, air traffic control, police, fire department, trade inspection authorities, etc. One also needs to consider whether structural analyses, inspection books or special permits are required for the use of fireworks, lasers, and the like. GEMA, the German artists' social welfare fund, and the tax office (tax on foreigners, sales tax, etc.) will also demand their share.

There are so many different laws and regulations that only experienced professionals are able to take all the necessary measures into consideration.

Anyone who is not absolutely sure of who has – or is permitted to have – what responsibilities at an event should definitely get professional advice. Talk to our specialists. We will be happy to advise you. 

Insurance

Take advantage of our contacts and our volume of premiums: We are happy to advise you in choosing an insurance company.

In principle, you can insure against most risks. What kind of insurance you should have and what only makes sense in exceptional cases depends on various factors. We therefore recommend a careful risk/benefit analysis. Liability insurance should be taken out in any case. However, you can usually do without break-even insurance (which insures the difference between the revenues and costs of an event).

We would be happy to put you in touch with an insurer with reasonable terms, or organize the insurance for you. It’s completely up to you.


Call us!
Tom Kaczmarek

Expert in the division of General Meetings for Public Companies

Phone: +49 40 670 886 - 149
EMail: Click here

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