Ghadan 21 – The Gathering Scenic Fabrication at Saadiyat Rotana, Abu Dhabi

Transforming the Saadiyat Rotana Ballroom for Ghadan 21

Ghadan 21 – The Gathering took place at Saadiyat Rotana Hotel in Abu Dhabi from 19–21 March 2019.

The programme required the hotel ballroom to support several formats over three days, including collaborative workshops, auditorium presentations, panel sessions and a final awards presentation. Rather than treating these as unrelated areas, the scenic approach needed to establish one connected temporary environment.

Evolution Scenic developed the production details from a client-supplied concept and delivered the scenic fabrication and installation package.

The completed environment combined a central presentation stage with surrounding workshop zones, graphic walls, display structures, directional elements and architectural branding. Technical systems supplied by Evolution Technical and furniture supplied by Evolution Furniture were incorporated into the wider layout.

Developing the Scenic Package from a Supplied Concept

The client-supplied concept established the overall visual direction, but the individual elements still needed to be converted into buildable scenic components. This required the development of practical dimensions, internal frames, material build-ups, modular junctions and interfaces with technical equipment.

The central stage was the primary focal point. Its composition included a raised deck, carpeted steps, scenic backdrop walls, red LED screen surrounds, dimensional lettering and a linear speech-inspired detail. Each part needed to align with the others. The stage deck established the finished floor level, the scenic walls created the overall elevation, and the red surrounds defined the position and proportions of the technical screens.

The dimensional lettering and acrylic detailing added physical depth to the graphic composition. These elements allowed the backdrop to operate as a constructed scenic elevation rather than as a flat printed surface.

Building the Main Presentation Environment

The stage deck and steps were fabricated as temporary structural scenic elements. The deck provided a level presentation surface and supported the visual relationship between the speakers, lecterns, screen content and scenic backdrop. Carpet was applied to create a consistent finished surface and to connect the stage with the designated floor areas in the ballroom.

Behind the stage, modular timber- and metal-framed walls formed the central backdrop. The visible surfaces were clad using MDF and plywood, creating smooth substrates for PU paint, printed panels, vinyl graphics and dimensional detailing. Strong red scenic sections framed the LED screens. These surrounds needed to be fabricated around the dimensions and installation requirements of the equipment supplied by Evolution Technical.

Accurate workshop production was important because inconsistent apertures, edges or panel lines would have remained visible around the illuminated screens. The screen surrounds also needed to retain sufficient access for technical installation, adjustment and cable routing. The visible scenic finish could therefore only be completed in coordination with the technical system behind it. Custom lecterns were placed within the same visual language as the stage, allowing the furniture used for presentations to appear as part of the scenic architecture.

Creating Functional Zones Around the Ballroom

The project extended beyond the main stage. Large perimeter graphic walls were installed around the ballroom to organise the wider floor plan and provide visual separation between workshop and presentation functions.

These freestanding scenic walls carried printed information and project graphics while also operating as temporary architectural partitions. Their scale helped convert the open ballroom into a series of more clearly defined working areas.

Monitor surrounds and display stations were positioned within the workshop environment. Evolution Technical supplied the monitors, while Evolution Scenic created the scenic structures and graphic surfaces around them.

This division of responsibility required accurate coordination. Monitor openings, supporting surfaces and cable routes needed to correspond with the supplied equipment without leaving the technical components visually disconnected from the scenic environment.

Workshop counters provided practical surfaces within the individual zones. Evolution Furniture supplied the workshop tables and furniture, which were arranged within the scenic layout alongside Evolution Scenic’s fabricated walls, counters and displays.

Directional signage helped visitors move between the stage, workshops and circulation areas. Rather than treating the signs as separate additions, the graphic and dimensional elements were coordinated with the wider scenic identity.

Fabricating the Architectural Entrance Feature

An entrance or photographic feature incorporating architectural skyline forms established the project identity before the main ballroom environment. The layered skyline shapes reflected the urban planning context of the programme while functioning as a temporary scenic feature.

Fabricated using framed sheet materials, painted surfaces, printed graphics and dimensional components, the entrance feature provided a transition between the hotel circulation areas and the constructed environment inside the ballroom. 

Its freestanding format also allowed it to be positioned without permanent intervention into the hotel architecture. The feature was planned as temporary scenery: stable during use, compatible with the available access route and removable at the end of the programme.

Modular Workshop Construction

The major scenic structures were fabricated as modular workshop-built sections. This approach was important because hotel access routes, working periods and on-site construction conditions can restrict the size of components and the type of work that can be undertaken inside a finished venue. Building the scenery in the workshop allowed the frames, cladding, paint finishes and graphic applications to be completed in a controlled production environment.

The central walls, red screen surrounds, graphic partitions, display stations and entrance feature could then be divided into transportable sections. Connection points were incorporated into the construction so that adjacent modules could be aligned and secured on site. Panel joints and fixing positions needed to remain discreet once the complete elevation had been assembled.

Modularity also supported the phased installation requirement. Different areas of the ballroom could be delivered and assembled according to the agreed sequence rather than requiring every component to arrive simultaneously.

Coordinating Scenic, Technical and Furniture Packages

The project brought together three specialist Evolution divisions. Evolution Scenic was responsible for the scenic construction, including the stage, walls, surrounds, entrance feature, dimensional branding, graphic structures, counters, display stations, signage and floor finishes.

Evolution Technical supplied the LED screens, monitors, truss, lighting and audiovisual equipment.

Evolution Furniture supplied the workshop tables and associated furniture. The visual success of the ballroom depended on these packages operating as a single environment.

Screen surrounds needed to align with the supplied displays. Monitor stations needed to accommodate the correct equipment. Scenic walls and overhead elements needed to respect truss positions and rigging restrictions. Workshop furniture needed to fit within the circulation routes and spaces established by the partitions. This coordination allowed the technical equipment and functional furniture to appear integrated rather than added after the scenic environment had been completed.

Installing Within a Finished Hotel Ballroom

The scenic package was installed through a phased programme. Individual scenic modules were delivered to the ballroom and assembled according to the planned sequence. The stage deck and primary structural elements established the main levels and reference points before the central scenic walls and screen surrounds were completed.

Technical truss and audiovisual systems had to be coordinated alongside the scenic installation. The exact sequencing of particular systems has not been supplied, but the confirmed phased requirement meant that the working areas and access routes needed to remain controlled throughout the build.

The existing hotel finishes introduced additional responsibilities. Floors and walls were protected while scenery, tools and technical equipment were transported and positioned. Large modular sections required careful handling within the venue to prevent contact with finished surfaces.

Rigging restrictions also affected the integration of scenic and overhead technical systems. The temporary environment could not rely on unrestricted suspension or fixing into the existing hotel structure. Freestanding scenic construction, controlled support positions and coordination with the approved truss system therefore formed important parts of the installation approach.

Dismantling the Complete Environment

The entire scenic environment was temporary and was dismantled after the three-day programme. The modular construction approach supported this requirement. Walls, screen surrounds, display structures and entrance features could be separated into their original sections and removed from the ballroom in a controlled sequence.

Technical equipment and furniture also needed to be released from the integrated layout before the final scenic elements were removed. Venue protection remained relevant during the dismantling process. Floor coverings, wall protection and controlled material routes helped reduce the risk of damage as the large scenic package left the hotel. The ballroom could then be returned to its normal configuration without retaining permanent elements from the installation.

A Coordinated Temporary Working Environment

The completed scenic package transformed the Saadiyat Rotana Ballroom from an open hotel function room into a structured temporary environment. The main stage provided a strong presentation setting through the combination of carpeted levels, red screen surrounds, scenic backdrop walls, dimensional branding and integrated technical equipment.

Perimeter walls, workshop counters, furniture, display stations and signage created the supporting working environment around it. The architectural entrance feature established a clear arrival point, while the repeated materials, colours and graphics connected the individual elements across the venue.

Behind the finished appearance was a coordinated process involving scenic detailing, modular fabrication, technical integration, phased installation, venue protection and complete dismantling.

The project demonstrates Evolution Scenic’s ability to convert a supplied design concept into a practical scenic construction package suited to the operational restrictions of a finished hotel venue.