Event: “Visit Worcestershire Tourism Awards 2025/26″
Venue: Three Counties Showground – Malvern
Event duration: 1 evening
Overview:
The Visit Worcestershire Tourism Awards is a key annual event celebrating excellence across the county’s tourism and hospitality sector. Having supported the event for the past five years, we have been responsible for delivering full AV production, staging, lighting, and sound, alongside acting as an event sponsor.
With over 400 attendees, the event requires a production setup that is both reliable and flexible, capable of supporting a fast-paced awards programme as well as live entertainment.
Planning
Planning for the 2025/26 awards began 9 months ahead of the event. Working with the organisers, we confirmed the running order, award categories, and all content requirements, allowing us to build a detailed technical plan around the flow of the evening.
A full run sheet was developed, mapping every cue, from walk-on music and award stings through to microphone handovers and lighting changes. All presentation content and video assets were checked and tested in advance to ensure seamless playback on the night .
For the production, we delivered a full AV and staging package designed to match the scale of the event. Central to this was a 12 metre wide LED screen, creating a strong visual centrepiece for award content, branding, and live visuals throughout the evening.
This was supported by a catwalk-style stage with a 13ft high twin-screen set and centre wrap, giving presenters clear presence and maintaining visibility across the room. Additional 86-inch LED repeater screens were positioned around the space to ensure all 400+ guests had a clear view of the content.
Audio was delivered via a 12-speaker PA system, providing even coverage for both speech and live music, while lighting was handled using 10 moving fixtures rigged on truss, allowing us to shift the atmosphere between formal awards segments and the live band performance.
We also supplied two 12,000-lumen projectors, front-projected and rigged on truss, supporting additional content delivery where required and ensuring flexibility across the setup.
On site, the crew of 18 carried out full staging and technical setup, including lighting rig installation, audio system configuration, and screen positioning to ensure clear visibility across the room. Time was built in for system testing and rehearsals, giving presenters the opportunity to run through key moments and get comfortable with timings and stage layout.
During the event, our role was to manage all live technical elements. This included cueing award visuals, managing microphones for presenters, and transitioning smoothly into the live band performance with fully integrated sound, lighting, and visuals. With 5 experienced technicians managing playback and a clear cueing structure in place, the event ran to time and maintained a consistent flow throughout.
Having delivered the event over multiple years, we’re familiar with the common challenges, particularly last-minute content updates and maintaining energy across a full awards programme. By building flexibility into the playback system and maintaining close communication with organisers throughout, we were able to respond quickly without disrupting the flow of the evening
Outcome
The Visit Worcestershire Tourism Awards 2025/26 was delivered as a smooth, well-executed event, with all technical elements supporting the experience rather than distracting from it.
Our continued role over the past five years reflects a strong working relationship with the organisers and a consistent ability to deliver reliable, high-quality production for one of the region’s key industry events.
Key Elements:
· 12 metre LED screen with bespoke set panels and a twin screen stage set
· Full AV production for an audience of 400+ attendees, including PA system, wireless microphones, stage lighting, and projection screens
· Catwalk stage with 13ft twin-screen set
· 18 crew for installation, 5 technicians on show day
· Filmed during the event to create a highlights video
For further information on the event contact:
Mercian Events – Ben McCaffery Director of Events – Tel 01905 726665