Posts

How to transition from day to night events

Day events, such as conferences and seminars, can be intense for guests. They’re often packed full of presentations and activities, requiring a lot of concentration. After a day of listening to speeches, participating in workshops and engaging in rich discussions, a gala dinner is the perfect way to cap off an information-intensive day.

So you want to transform your daytime event into a nighttime event? Here’s how to make the transition as seamless as possible.

Choose the right venue

You’ll need a venue that can accommodate both your daytime and nighttime needs. You won’t necessarily need two entirely separate event spaces, however, you will need enough room, and preferably two areas within the venue to move people between. To make the transition as seamless as possible, usher your guests into a standing room and provide canapes while the conference room is transformed into a gala dinner space. It’s important to consider accessibility between the spaces. Is there a ramp or elevator that can accommodate guests with mobility difficulties?

Change the setting

The best way to wow your guests from day to night is to make the setting new and vibrant. By changing your event setting with a new floor plan, lighting and decorations, you can bring new energy into the room. Impress your guests with attractive table centrepieces and bold decorations.

Consider your seating arrangement

While your daytime event space might have involved a simple layout, for instance rows of chairs facing a stage, your nighttime event can (and should) have an entirely new seating arrangement. As the name implies, a gala dinner usually involves a sit-down dinner for your guests. So consider a layout with round tables to evenly distribute your guests throughout the room, ensuring each guest will have a clear view of the stage. Remember the position at which each guest is seated will dictate the way they experience your event.

Prioritise sound quality

Just as important as it is to prioritise your table settings and seating plans, you’ll want to hire the right professionals to ensure the sound is perfect for both events. A team of experts like the team at AVPartners will make sure that sound is fine-tuned for each event according to each of their specific requirements.

Engage your guests visually

After a long day of listening to presentations and speeches and taking in lots of information, your guests might feel a little fatigued. The best way to re-engage them during your gala dinner is to excite the senses with colourful lighting and a visual presentation. After the sun sets, you have a great opportunity to bring bright lights and colour into your event space.

If you need help transitioning your event from daytime to nighttime, speak to the AVPartners team today.

How to decide on the theme of your event

When planning an event, one of the first things you need to decide on is the event theme. A theme is the overarching idea or concept behind your event, that not only gives the event structure, but can inspire guests and reinforce your event message and key takeaways.

Stuck for theme ideas? Some event themes we have coordinated include: a wild west theme, roaring 20s, the 80s, the 90s, pop star, masquerade, acrobatic and circus theme, Spanish, French, chocolate fantasy, black and gold, global cuisine, the Olympics, and a jungle theme.

Whatever event theme you choose – make sure you fully commit! This means being consistent with the theme throughout all event touch points, such as the invitations, programs, marketing, decor, dress code, food, entertainment, and music.

While you don’t have to have a theme at your event, we find it aids in creating a seamless event experience for both planners and guests. Also, once it’s decided on, it helps to steer all of your planning decisions. But never fear, an event theme can be as detailed or bare as you like; sometimes simply utilising a lighting colour combination to evoke the right emotion is enough to make your mark on guests.

Here are our tips when it comes to deciding on your event theme:

Know your event objective

Make sure you’re clear on why you’re holding this event, and why people will attend. What message do you want to impart on your guests? What will be the key ‘takeaway’ from your event, will they learn something, support something, be rewarded for something or simply have a great time?

A clear event outcome and intention is crucial for an effective theme to be developed.

Know the nature of your event

A gala dinner aimed at fundraising will require a different theme to a Christmas party. The nature of your event and how it fits in with your business or brand will help determine the direction to go in with your theme. That’s not to say you can’t have fun with your theme if it’s a formal event! Just that you need to be aware of it and tweak ideas where necessary.

Know your audience

It sounds obvious, but just like determining the nature of your event, you need to figure out who will be in attendance and what they might want or expect from this event, and plan accordingly. If it’s an event where children will be in attendance then you can steer clear of the more risqué themes, or if the event is attempting to showcase your professionalism to potential clients you can cancel the clowns. It’s all about what is appropriate to your audience, while still being on point for your event message.

Know your venue

If you can align your theme with your venue, your event will have that extra special aspect of being seamless. You can do this by either having a theme in mind and choosing a venue which can accommodate it, or you can choose your venue and then your theme to suit it.

Know your audiovisual provider

Many venues, such as the ones AVPartners is partnered with, can offer you the expertise of in-house audiovisual (AV) technicians to bring your theme to life. Hiring an in-house AV team can be a great benefit, as in-house teams know their venues well, can offer you a wealth of knowledge and experience, and tailor audio, lighting and vision options to suit your event and theme.

Know your event colours

Whether you incorporate colour into your overall theme or the colour IS your theme, you’ll want to ensure that you’re choosing the right colours for your event objective, feel and message. To find out more about colours, read our post on how colours can create atmosphere at your event.

Contact us today to discuss your event theme ideas further!

New 12m LED screen gives Four Seasons Hotel Sydney a competitive edge, thanks to AVPartners

A new state-of-the-art 12-metre-wide by 3.5-metre-high (40 x 11.5 foot) LED screen now sits proudly in the recently renovated Grand Ballroom at the Four Seasons Hotel Sydney, thanks to AVPartners.

Taking centre stage in the ballroom, the screen is four times larger than a traditional projector screen – and runs impressively sharp 4K video and high resolution imagery with spectacular sound to match. It provides endless, cost effective visual, theming and transformative opportunities for events in the new Grand Ballroom.

The addition demonstrates AVPartners’ commitment to adding value through cutting edge AV technology which enhances events and increases revenue for partner venues.

The screen gives the prestigious events venue a major competitive advantage, with the ability to now offer a ‘window to the world’ to guests, showing them spectacular views from anywhere in the world. The possibilities really are endless, and the feedback has been outstanding!

To complement the technology, the ballroom and pre-function foyer have been transformed with elegant interiors by award-winning Australian architects Bates Smart, featuring Art Deco-inspired chandeliers, fluted glass, polished stone and brass, and cream tones.

A grand and timeless space hosting unforgettable events in Sydney for more than 30 years, the Grand Ballroom at Four Seasons Hotel Sydney is the first choice venue for celebrations, social gatherings, gala dinner, conferences and corporate events. It seats up to 520 guests banquet-style, and may be divided into two smaller ballrooms. The screen can also be divided into different sections and dimensions, perfect for those requiring a smaller venue space.

Want to find out how we can create a competitive edge at your venue? Contact us to set up a meeting.

AVPartners event planning wrap up

We love sharing our tips and ideas when it comes to event planning, and we realised we have a lot of great blog posts that can help.

Take a look at some of our favourite topics that will help you plan your next event:

Choosing a venue

One of the most important aspects when planning an event is where the event will be held. The venue for an event can mean the difference between a successful event, and a mediocre one. Luckily, we have some experience working with awesome venues! Here are our tips for choosing the right venue for your event.

Event styling

Styling an event can be the most exciting part of event planning! This is where you get to choose the look and feel of your event. It’s an important part of the event planning process as it lays the foundation for how guests will experience the event.

Event styling incorporates furniture, decor, colour, centrepieces and table layouts, props, audiovisual and digital elements. It takes your guests on a journey, showcasing your theme, your branding and your ideas.

Budgeting

To effectively plan an event within your budget, consider the benefits of technology. Technology has an important role to play in event planning, and can be used in a variety of ways to help plan, organise, and execute an event while remaining within your event budget.

Social media

When social media is incorporated into an event, it can be hugely impactful and influential, generating immeasurable event awareness before, during and well beyond the event.

There are a number of different ways to incorporate social media into your event; such as using social media to promote your event and having a social media wall at your event to drive engagement.

Catering

Food has a special place at all events; it brings people together in a fun and engaging way, and will give your guests a culinary experience to remember. Stuck on what type of catering is right for your event style and budget? Check out these popular catering types.

The event message

There’s no point holding an event that gives out the wrong or unintended message to guests. Make sure you can effectively communicate your event message loud and clear.

Interested in finding out more about any of these topics or want to get started planning your next event with us? Contact us today!

How to impress with a business dinner

Business dinners are a great way to combine relaxed fun and entertainment with professionalism and networking. They offer guests a chance to mingle, catch up, and learn more about each other in a more casual environment than the office or board meeting scene.  

A business dinner might be planned to celebrate milestones; to thank and recognise clients, customers or staff; to introduce new products, services, or ideas; or simply to continue with long-standing traditions. They offer guests a chance to let their hair down while also cementing your brand identity in their minds.

Some things to keep in mind when planning a business dinner to impress include:

Venue

First things first – a great venue will delight your guests as soon as they arrive. Perhaps the venue is in a gorgeous location, is modern, sleek or awe-inspiring. Ensure your guests enter your business dinner with a smile on their face.

Entertainment

For a business dinner, an engaging or classy choice of entertainment is best, such as a presentation by a motivational speaker, or a smooth and slow band to set the mood.

Catering

Impressive food doesn’t need to be oysters or caviar. Your chosen venue may offer dining specialties that can give your dinner a point of difference. Often, the most impressive options involve presenting tried and true favourites in new ways.

AV and styling

Advances in audiovisual technology mean there are endless ways to inspire guests at a business dinner. From lighting up the tables in your brand colours, to projecting your logo onto the walls – there are no shortage of ways to thrill. Add this to themed styling and decor, and your guests will be talking about this dinner for weeks to come!

Contact us today to start planning your next business dinner!

How to effectively communicate your event message

Events can help make your business stand out against competitors. When holding an event, it’s important to ensure that the message you want your guests to walk away with is presented loud and clear. This message could be about increasing brand awareness, letting guests know about your cause for fundraising, or communicating excitement for upcoming product releases and launches.

We’ve put together a few tips on how you can effectively communicate your event message:

Styling and decor

Visual components like decorations and colours are a very valuable part of any event, so it’s important that these make sense for the type of event and guests attending. You might decide to use branded decorations, themed colours, or modern decor to help convey your event message.

Marketing touch points

Every channel or technique you use to communicate your event provides a marketing touch point for your message. Make sure that every touch point is cohesive and consistent. You want the event message to be registering in a guest’s mind from their first interaction with your event, whether that be online, through an invitation, or when entering the room.

Audiovisual components

The production elements at your event can make a huge impact on the way your event message gets seen, heard and absorbed. Great audio can help build emotion and engagement, and effective lighting will set a mood and create a sense of enjoyment and fulfillment.

Remember that all event elements, when brought together, combine to create an atmosphere and experience which helps communicate your message. If you’d like to discuss this further, talk to us today.

4 creative ways to use a gobo at your next event

If you’re looking to add that something special to your next event, gobos are one of the most striking, versatile yet affordable lighting options.

A gobo is essentially a stencil cut out of glass or metal, that is then positioned between a spotlight and the area you want lit, creating a unique projected shape. The gobo can be made to project patterns, text, logos, and other special effects, which makes them a great option for promoting brands and products.

The imagery can be projected onto almost any surface such as the dance floor, the stage or a prepared backdrop – instantly decorating and lighting the surface, transforming the space and promoting your event’s message.

Here are some of our favourite uses of gobos from our events:

Patterns as a feature wall

At this event at Sofitel Brisbane Central, a gobo was used to project a series of pinspot lights onto a backdrop, creating a twinkle light look that complemented the event name ‘Shine’ perfectly.


Colour coordination

Often a gobo can be setup to match the colours of your event theme or decor. In this example from Sofitel Brisbane Central, we projected patterns onto a feature wall, matching the colour scheme of the entire room for seamless integration and effortless continuity.


Branding enhancements

Imagine being able to project your logo or message onto the wall, floor or table for all your guests to see. It’s a great way to give your brand extra exposure at the event, and can create a feeling of luxe exclusivity.

Below is an example of this in the lobby at our Sofitel Brisbane Central venue. Using a small projector in a moving light, we could change the image from the computer rather than physically at the light.


Festive theming

A gobo can change the way an entire room looks and feels and it is such an easy way to support your theme at your event. It’s especially fun with themes such as Winter Wonderland, as seen below with snowflakes all over the room at Sofitel Brisbane Central.


Because of the flexibility in design and impressive visual elements, gobos really help to set a mood and atmosphere at your event, which gives guests an even better experience and leaves them with a lasting impression of your message.

If you’re excited to use gobos at your next event, contact us today!

3 creative ways to use a projector at your next event

Gone are the days when a projector’s main purpose was to light up a white wall in a meeting room and project onto it with boring words and graphs.

Projectors are now a huge part of the events industry, and it’s easy to see why! Projecting images, logos, graphics and information onto surfaces not only looks impressive, but also brightens event spaces and can complement your event theme. The options are endless when it comes to creatively planning your event projections.

Here are some of our favourite creative uses of projectors at events:

Creating digital visuals

One of the most common ways to use a projector is to simply project imagery or graphics onto the wall. An example below from our Sofitel Brisbane Central venue shows that this can be utilised in a large format, so it’s a great way to showcase a lot of images or make one stand out. Unlike traditional artwork on canvas, projected images can be changed continually throughout the event, thus changing and enhancing the mood, theme or event message.

DSC00575

Enhancing your branding

Another one of our favourites is to project a business or brand’s logo onto a surface area. This is such a great way to give your brand extra exposure at the event, and can create a feeling of luxe exclusivity. Below is an example of this in the lobby at our Sofitel Brisbane Central venue.

IMAG1817

Video projection and projection mapping

The projection fun doesn’t stop at images – we can even project videos onto surfaces! This can be done by simply projecting a video onto a wall, or it can be a source of entertainment in and of itself by using projection mapping. Projection mapping essentially ‘maps’ out the surface area of where the video will go, usually over odd and irregular shapes, before a detailed projection is showcased on the object. It’s the same technology used in Sydney’s Vivid lights festival.

Our team at Perth Convention and Exhibition Centre (PCEC) recently did a fantastic job projection mapping a St John’s ambulance, and wowed guests at their conference. They positioned two ‘unbranded’ ambulances in the room on either side of the main stage and projected an animated “multi-stickered” ambulance image onto the vehicles.

projection-mapping-250w

To see it come to life, check out the video on PCEC’s site.

If you’re keen to include this technology at your next event, contact us today!

Are these events still in your marketing plan? They should be!

At AVPartners, we live and breathe events. We know events offer an exciting opportunity to engage your customers or clients in a truly unique way. There are a number of reasons for your business or brand to hold events,  and keep them in your marketing budget.

However, it is also a good idea to consider the types of events you have in your marketing plan. Are they worthwhile from a business point of view, or do they need a little refreshing?  

Here are the some of the types of events you should consider including in your marketing plan for your business to get the most out of the year ahead:

Launch parties

If you’re launching a new product or service, a launch event is a great way to showcase your new or upgraded offering to a captive audience.

While the product or service is the reason for the event, a launch party is also a great time to meet and greet your stakeholders and customers, and answer their questions in person. There’s so much scope with launch events to really make an impact and have fun, such as styling the event, offering demonstrations and running competitions.

Client or customer focused events

Sometimes simple things like thanking your clients or customers for their patronage goes a long way to strengthening those relationships; maintaining loyalty and encouraging excitement in your business or brand. You can also use the event as an opportunity to introduce guests to your other products or services, further build your business’ profile or add value by facilitating networking opportunities. If your business is a not-for-profit, you could also use events like these for fundraising.

Employee focused events

Your employees are your gold – without them you have no business. So it makes sense to treat them right and keep them happy, yes? When people feel appreciated, it helps to motivate them and increases their loyalty to your business. Employee events give everyone in your business a chance to mingle and bond in a more casual setting than the workplace which fosters positive relationships between colleagues and builds a great company culture. Popular employee events include team building events, cocktail and dancing events, or even weekend trips away! At AVPartners we organise regular team events and believe we are stronger and more in tune because of it.

Events are a powerful tool for your business’ marketing strategy, so make sure you consider how each event type fits into your marketing plan. Then, give us a call so we can help you organise the event and impress your guests!

Event trends

Event trends you need to know about

Are you planning to hold an event next year? If so, you’re probably hoping that it’s an interesting and engaging one, and that everyone has a great time. One thing to consider when it comes to planning interesting events is what is ‘on trend’ at the time.

There are so many unique ways to impress your guests and give them a talking point during and after your event.

Here are our favourite event trends for 2017:

Creative catering

Unique catering is a great way to stand out and impress, and you can also use it to brand your event. Elements such as signature cocktails using your brand’s colours, or desserts with edible rice paper logos or messages on top, are interesting ways to get creative with catering.

The extreme dessert trend is likely to continue into 2017, with dessert walls (think donuts and Nutella) becoming part of the decor!

Personalisation

People want more than the standard cookie-cutter event, so they’re looking for more personalised options when they scout their venues and plan their events. The possibilities for personalisation are endless, with more simple things such as personalised email or app communications to guests through to more complex data driven elements such as tailoring events to the individual based on their reactions on social media.

According to a study by Eventsforce, personalisation is a key priority for 82% of event planners, with 97% saying they believe that event personalisation can change a guests perception of your brand or event.

Audiovisual technology also plays a huge part in personalisation of events. Lighting effects, colours and staging options can all contribute to a more tailored event. At AVPartners we pride ourselves on fully understanding our client’s event and design briefs so that we can deliver on a completely unique and successful event.

Digital interaction

More and more we are seeing that event planners are embracing digital channels to reduce costs, to be more environmentally conscious and to better engage guests. There are so many interesting ways to deliver information at your event digitally rather than expecting guests to take notes constantly or handing out paper. Examples include leveraging an event app, providing a digital handout via files made available on a USB or having notes delivered by email.

Video content

We all keep hearing that video is the future, and in 2017 we will see a greater role for video at events. One example of where video is being used effectively is through the live-streaming of events. This is where an event is filmed and delivered to online viewers in real time, so that they don’t miss out and can be part of the action as it unfolds. Usually this footage can then be packaged up and shared on a business’ website or social media, or used in-house.

It’s important to note that you don’t need to go overboard with event elements to create an impact. Choosing just one or two ideas and exploring how they can meet your business and event needs will be enough to impress.

Talk to us to start planning your 2017 events!