Media Release – AVPartners appoints Matt Taylor as Partner at the new Westin Perth

Leading audiovisual company AVPartners has appointed Matt Taylor as Partner at The Westin Perth.

Matt brings over 19 years of experience delivering world-class integrated event experiences using state-of-the-art audiovisual technology to his new role.

Starting in the audiovisual industry as a technician in 1999, when 35mm slide projectors and VHS tapes were still used, Matt has been able to explore every aspect of the industry. He quickly moved up the ranks and joined AVPartners in 2009, bringing an impressive amount of passion and dedication to his work that has never faltered. His most recent role was Partner at AVPartners’ venue Crown Perth.

Regarding his new appointment, Matt said, “I love working with dynamic and creative people each and every day, nothing makes me happier than exceeding the client’s expectations. I’m really excited to offer Perth some amazing events at a new venue, and I’m honoured to be given this opportunity from AVPartners.”

AVPartners’ Managing Partner Andrew Hackett said, “Matt has been an asset to us since joining AVPartners in 2009. I can safely say that The Westin Perth is in very good hands under his watch.”

This role recognises the commitment that AVPartners has to promoting from within and rewarding their hardworking and creative talent.

AVPartners was successfully awarded the audiovisual contract at The Westin Perth in early 2018. AVPartners provides AV support for conferences and events at the location and professional technical assistance for delegates.

Things to consider when planning a stage set

An outstanding stage can really bring an event to life. A stage is the focal point of an event, so it should reflect your theme and purpose, and should be eye-catching enough to maintain your guests’ attention. There are several things to consider when planning a stage set. Here are five:

Practicality

Staging is all about using space wisely to create a focal point, to express brand messaging and to enhance performances or speeches. There are a few basic rules for making a stage functional. It needs to be easy to navigate for the people using it – think of how your entertainers and speakers will get on and off the stage during your event. In order to ensure the smooth running of stage performances and appearances, make sure to create a simple layout and have a clear entry and exit point. It’s also important to consider the positioning of the stage. Remember, it will need to be viewable from every section of the event space to maximise the experience for all guests.

Budget

The stage is the section of your event space that will be viewed the most by your attendees throughout your event, so it’s important to make it memorable and engaging. Your stage set should be given enough consideration and budget to make it spectacular.

Customisation

Think outside the box. A stage doesn’t have to be a rectangle fixture on one side of your event space. It could be a round structure in the middle of the room. It could be an aisle running directly through the seating plan. The more unique your stage design is, the more likely it will wow your guests and create an event to remember.

Branding

As the focal point of your event, your stage can be used as a branding mechanism. Include the right colours, lighting and decor to reflect your branding so that you can build awareness for your business and make a real impact on your guests.

Technology

Your stage set should have a layout that can accommodate your lighting fixtures, your screens and the event’s entertainers and speakers. It should be positioned so that your audio can fill the event space without anything obstructing it. Consider all viewpoints if setting up a screen and use lighting strategically to convey your branding and to wow your guests.

Talk to us today to find out how you can create an outstanding stage set at your next event.

How long does it take to plan a gala dinner?

The perfect gala dinner requires a lot of planning and preparation to ensure that each element comes together seamlessly on the night. From building your guest list and setting your budget to choosing the right sponsors and fundraising activities, you’ll want everything to align to make sure the night goes to plan and that it’s everything you had visualised at the beginning of the planning process.

It can take several months and even upwards of a year to plan a gala dinner. The best way to keep the planning process on track is to put in place an event plan and timeline. Each gala dinner is different, but here is a general timeline of tasks that can help to keep the event planning process on track.

8-12 months before the event

Establish the what and why of your gala dinner and complete the groundwork.

  • Define the event’s purpose
  • Set your budget
  • Identify your fundraising methods e.g. ticketing, silent auction, raffle
  • Select a date and choose a venue
  • Look for sponsors or partners for the night
  • Plan activities, select speakers and book entertainment
  • Choose a theme

3-6 months before the event

Get the wheels in motion and spread the word.

  • Arrange your audiovisual plan and equipment for the night
  • Promote the event, for example via social media, radio or newspapers
  • Confirm speaker arrangements and finalise your entertainment
  • Check for any special venue provisions e.g. wheelchair access, parking arrangements and transport information
  • Start building an attendee list
  • Organise fundraising activities for the night
  • Book catering
  • Send invitations

2-3 months before the event

Establish on-the-night requirements, ramp up event promotion.

  • Organise decorations and table settings
  • Select food
  • Continue to promote the event, for example release special announcements to the press for media coverage
  • Arrange seat planning

1 week before the event

Finalise everything.

  • Finalise guest list and send an event reminder
  • Brief the team for duties on the night
  • Finalise seating plan and create place cards
  • Finalise guest numbers and send to caterers and partners.

1 day before the event

Get ready.

  • Conduct an audiovisual test
  • Make sure auction items, prizes or gifts are on site
  • Make sure everything is prepared for the night
  • Finalise run sheet

The day of the event

Manage the night and enjoy your hard work!

  • Decorate event space and tables
  • Hand out seating charts, the guest list and run sheet to your team
  • Make sure guests arrive
  • Keep the event running to time and deal with any issues as/if they arise
  • Enjoy the night!

After the event

Thank your guests and share the night with the world.

  • Send thank you cards to your guests
  • Finalise fundraiser and make sure participants received gifts or prizes
  • Share event photos
  • Develop an event evaluation outlining your successes and what you can improve on next time

Need to get your AV or staging prepared for your next gala event? We can help. Contact us today.

Media Release: AVPartners promotes Daniel Watters to Partner at Crown Perth

Daniel Watters has been promoted to Partner at Crown Perth.

The role will see Daniel managing a team delivering creative audiovisual (AV) solutions for meetings, conferences, gala dinners and other events at the popular Perth venue.

Daniel previously worked as an Associate at the venue. Daniel has extensive experience in delivering world class event experiences, with strong technical knowledge and client management skills. This, combined with an innovative outlook and passion for his work, has given him a unique skill set at AVPartners.

Prior to joining AVPartners in 2014, Daniel gained over a decade of experience in the AV industry working as an AV technician and event manager.

Commenting on his new role, Daniel said, “I’m extremely proud of this opportunity. I look forward to leading the AVPartners team at Crown Perth and building on our already successful reputation.”

AVPartners’ Managing Partner Andrew Hackett said, “Daniel’s passion for this industry, and dedication to his venue, meant he was the ideal choice for this promotion. He is very deserving of this new role.”

AVPartners is committed to promoting from within and bringing young and creative talent into the management fold. Daniel’s promotion demonstrates this commitment and also recognises his extensive experience and fresh ideas.

AVPartners and Crown Perth have enjoyed a partnership for several years. AVPartners provides AV support for conferences and events at the location and professional technical assistance for delegates.

How poor sound quality can affect your event

What is an event without sound?

Whether it’s in the form of music, speeches, presentations or more, sound is a crucial part to any event. It’s what informs, educates, and entertains your guests; evoking emotion, cause and action. Without it, you would struggle to get your event message across clearly to your guests.

Microphone mishaps, audio delays, or broken sound are just a few of the sound issues that can occur, and have the ability to make or break your event.

So, how can poor sound quality affect your event?

Your guests

Your guests come to your event expecting to be impressed, so it’s a real let down when things like audio fail to meet their expectations. Poor audio can leave them feeling underwhelmed, and can also give them a negative impression of your business, brand, or event purpose.

Your business or brand

With poor audio, your event message may not have had the desired effect or cut-through with your guests, which can make the whole event feel like a waste of time and resources. It can make you appear under prepared and unprofessional which means that guests will be hesitant to do business with you in future.  

Your team

When people work with you at events – be that employees, volunteers, suppliers, sponsors or vendors – they are putting their faith in you and expect a good outcome. When that doesn’t happen, it can actually make them look bad and hurt their reputation, even if they had nothing to do with the issue.

Your future events

If people weren’t impressed at your last event, it’s unlikely they’ll return to the next one. They may even spread the word about how unimpressed they were which means other people may not attend who weren’t even directly affected by the last event!  

Bottom line is – the result of poor sound quality at your event can have lasting effects.

So, how can you ensure that the sound at your next event is without fault?

Hire a professional audiovisual (AV) team

Without the right expertise, things can and do go wrong. A knowledgeable and experienced AV technician knows how to get the balance right to ensure sound is clear, consistent and at the right volume. They’re also on hand to organise, manage, and control it throughout the entire event.

A great AV technician will make adjustments on their sound board to smooth out variations and distribute a more consistent level of sound from speaker to speaker, or song to song, as your event progresses. They can also tune the sound to combat any complications in the acoustics of the event space and amplify the output signal from the speaker to the loudspeakers at the right volume for your audience.

Hiring an in-house AV team, such as AVPartners, can be a fantastic option as in-house teams know their venues well, can offer you a wealth of knowledge and experience, and can tailor audio options to suit your event.

Contact us today to discuss the sound at your next event.

What are multisensory events and are they a good idea for your business?

Have you ever thought about how engaging the senses – for example through a certain scent or tactile experience – might enhance your events?

A multisensory event is an event that actively stimulates multiple senses. The five senses – sight, sound, taste, smell and touch – are each components of the human experience. Our senses stimulate our brain to make us more aware of our surroundings.

By creating stimulation for all five senses at your next event, you can encourage your guests to be more mentally present, alert and engaged. A multisensory experience can also make your event more memorable for attendees.

While sight and sound are common components used at events, taste, smell and touch are largely unexplored by event professionals. According to a study conducted by London & Partners, just 27 per cent of event professionals think that all five sense are used effectively by the industry, while 78 per cent think that multisensory events are more memorable for event attendees.

So how can you make your next event multisensory?

Provide memorable food

Choose your food selection not only according to how it tastes, but also by how it looks and smells, to maximise its impact on your guests. Create a positive sensory experience with your catering by including food that looks impressive and unique, and tastes and smells delicious.

Employ audiovisual creatively

Whether it be the use of a colorful and vibrant light show, the inclusion of a mesmerising sound and light installation or the incorporation of a virtual reality station, AV can help make your event impressive and memorable. As long as it’s executed creatively and professionally, AV can really give your event the wow factor that will leave your guests charmed and entertained.

Use scents strategically

Smells trigger memories. It’s not largely understood why, but there is plenty of evidence to suggest that scents, more so than other senses like sight and sound, activate our brains in a way that help us remember certain memories. In addition to making your event more memorable, scents can also help to make event attendees more alert and aware. Scents like lemon, rosemary, cinnamon and peppermint can help with concentration and focus. Consider using air fresheners or oil diffusers to activate your guests’ smell receptors.

Incorporate life size games

Games like life size chess and jenga can help activate the tactile experience for your guests. Touch is a sense that isn’t widely used by event professionals, but it can help to improve the engagement of your event attendees and make your event more memorable.

Talk to us today to learn how you can activate all five senses at your next event.

Media release: AVPartners appointed as in-house audiovisual provider at The Westin Perth

AVPartners has been awarded the in-house audiovisual contract for The Westin Perth, following a competitive tender process. AVPartners will provide on-site audiovisual support for meetings, incentives, conferences and events at the brand new five-star venue, opening 27 April 2018.

Offering more than 2,300 square metres of versatile event and pre-function space, The Westin Perth has the flexibility to host a range of a events from executive board meetings, product launches and intimate weddings. The sophisticated 800 square metre Grand Ballroom is one of nine function rooms all equipped with cutting-edge audiovisual technology.

Matt Taylor, the AVPartners designated Partner at The Westin Perth, said, “With its enviable Perth CBD location and luxury facilities, the hotel is an exceptional addition to the Perth events scene. We’re thrilled to be partnering with The Westin Perth team to offer our audiovisual expertise on-site and host some truly incredible events.”

The Westin Perth General Manager, Peter Brampton, said, “AVPartners’ innovative and creative approach combined with their state-of-the-art audiovisual technology will be a big asset when it comes to staging world-class events at The Westin Perth.”

The Westin Perth will open on 27 April 2018.

The benefits of live streaming your event

Live streaming has become a bit of a craze lately. If Facebook Live, Youtube live stream and Twitter live video are anything to go by, people seem to love experiencing things online in real time. The capability of live streaming has become hugely popular in recent years, especially for events that attract global attention. Live streaming offers people the opportunity to experience events, even if they can’t be there in person.

Perhaps you’ve considered live streaming your event, but you’re not entirely sure if it’s the right thing to do. Maybe you’ve thought, “Well, it could be great exposure, but then again who will purchase a ticket if it’s going to be live streamed for free?” This is a very sensible question to ask. Although there are many benefits to live streaming events, it’s important to consider whether it is right for your event. Some events thrive on exclusivity. Keeping an event exclusive might help with setting ticket prices, selling tickets, or attracting thought leaders. These events might benefit from being kept intimate instead of being live streamed. But for many events, especially ones that have an objective of broadcasting information or selling a certain product or service, live streaming can be greatly beneficial. Here’s why.

Maximise your exposure

Live streaming, especially via social media can help build exposure for your event. Your event can be live streamed to your social media audience, but it can also reach a larger audience if the content is shared and interacted with online. Live videos tend to attract more online engagement compared with other types of content. They incite a sense of urgency, compelling people to watch. When you share your live stream to social media, you also have the option of running ads in order to reach an even wider audience.

Use data to improve your events

When you live stream your event, it gives you the opportunity to learn more about your audience through online data. Bringing your event online can help you gather important information about who your audience is and what they like (or dislike) about your event. Whether you’re live streaming on your website or social platforms, you have access to data on who is engaging with your content. This information can help you make improvements on your event next time around.

Provide a channel of communication for your audience

If you’re broadcasting your event on social media, your live stream will give your event goers and online audience a platform to interact with you while the event is running. It gives them the opportunity to ask important questions about keynote speakers, products being launched or whether there are follow up events.

When you’re live streaming a corporate event, it’s important to get it right. The last thing you want is a major disruption or delay in the audio or video. When you do it yourself there are many risks involved that can disrupt the smooth running of your event. Make sure to hire a professional audiovisual team to do all the hard work so that you don’t have to. At AVPartners we have the right technology and expertise  to broadcast your event so that you can rest assured that it’s done the right way.

Talk to us today to discuss how to live stream your next event.

Media release: AVPartners appoints Andrew Hackett as Managing Partner

Leading audiovisual service provider AVPartners has appointed Andrew Hackett as Managing Partner.

The role will see Andrew lead the business (which places Partners and their teams at state-of-the-art venues across the country) building upon the company’s unmatched reputation for service and event delivery.

Andrew previously worked as Business Development Manager and Partner at AVPartners. His promotion to Managing Partner recognises his unique skill set and passion for the company.

Prior to working at AVPartners, Andrew gained seven years experience in the real estate industry. Andrew has extensive experience in business management, business development, marketing, sales, negotiation and client relationship management. This, combined with a fresh perspective and innovative thinking, allows Andrew to bring a dynamic approach to managing a close-knit team, and deliver industry-leading service to clients.

Commenting on his new role, Andrew said, “My vision for AVPartners is to see the business continue to invest in leading audiovisual technology, to remain deeply committed to delivering five-star customer service, and to always strive for a team culture that attracts and retains skilled, motivated and entrepreneurial team members.

“Leading a team is more than just overseeing tasks and direction. Beyond my day-to-day role, I’ve immersed myself in the business which has given me unique insight into AVPartners and the audiovisual industry.

“One of my key priorities is ensuring the wellbeing of my team, and rewarding those who demonstrate outstanding commitment and deliver incredible customer service. Our reward programs, escape weekends and recharge events all work towards this goal.

“I love the fast pace of the industry, the developments in technology and the commitment of the people who work within it.”

Holding an AGM soon? Use these tips to help you plan.

An Annual General Meeting, or AGM, is an event held once a year by an organisation looking to give stakeholders, the general public and members a transparent overview of the organisation’s direction and financial outlook. Members and guests can expect to hear reports from the organisation’s committee regarding the achievements from the past year. It’s also the time that a vote is held and a new committee is elected for the year ahead.

AGMs are important events that need to be planned and executed properly to ensure members and guests walk away with a positive attitude about the organisation and its goals.

To help plan your upcoming AGM, consider the following:

The venue

Have a look at what venues you think might be suitable, then arrange site visits so you can determine if a venue meets all of your requirements. Will you need a board room, a large meeting room or a function room? Will you be offering refreshments during or after the meeting? Will there be a time for mingling or networking before or after the AGM, and if so, will that take place in the same room as the meeting itself?

You should also consider the accessibility of the venue in terms of public transport access and parking, through to wheelchair access and other amenities. Once you’ve chosen a venue, set a date and time, and book the meeting or function room, ensuring it’s big enough to accommodate a minimum number of people.

The notice of meeting

With as much notice as is possible and appropriate, produce a notice of AGM for members which provides details about the meeting, including the date, time, venue and information about the election.

The financial reports

Your organisation’s financial reports will need to be produced prior to the AGM. In some cases these reports need to be examined by an independent person or by your own treasurer.

The agenda

Ensure your AGM agenda is sufficiently prepared, and pre-determine whether you want to just go over the essentials, or make it a more compelling event with extra activities so you attract more members and guests on the day.

The election

It’s best to determine your voting system ahead of time so that the process can be seamless at the AGM.

You could simply have a ‘show of hands’, offer private ballots, or even arrange for a neutral third party to count the votes.

The audiovisual technology

Ensure that the venue you hire can handle your audiovisual requirements. They may even have an in-house AV provider, such as AVPartners! There are so many options when it comes to audiovisual technology at your AGM. You may require projectors to display graphs, charts and statistics for all to see, or you may look at webcasting or video streaming the event so that people can still be involved even if they aren’t physically there.

Our AVPartners teams are experts at supporting AGMs of all varieties. From staging to lighting and audiovisual support, we’ve got you covered for your next AGM. Contact us to start your AGM planning.