Tag Archive for: event styling

How to expect the unexpected at your event

Planning an event can be both exciting and stressful. You need to make a great, lasting impression but you also need to be poised and ready to spring into action should something unexpected happen.

The best way to expect the unexpected at your event is to be prepared. As a general rule of event planning, it’s a good idea to checklist everything and double check items at different intervals leading up to your event. Give agendas and timelines out to everyone that could benefit from it.

On the day of the event, arrive early. This will give you extra time should something happen and need immediate attention. There’s no such thing as being over prepared when it comes to event planning!

Here are some of the common mishaps we see at events and how to address them:

Weather Issues

At RACV Royal Pines Resort, we hold many events outdoors so when doing so, it is vital you have a contingency plan for the weather as it can be unpredictable. Depending on your event type, this could be as simple as organising large umbrellas for some light rain, or it could mean moving your entire event indoors, away from bad weather.

Timing Challenges

Giving your event schedule some wiggle room will do wonders for the minor overlaps that tend to occur. Leaving a little room before and after scheduled items will give you the flexibility you need to ensure your entire event won’t run late.

Supplier Issues

You may have a supplier cancel at the last minute, or a supplier may have resourcing issues. The best thing you can do is to make sure you are in direct contact with them regularly. Arrive early on the day and ensure they have everything they need for their work to run smoothly. Have a list of backup suppliers ready in case the unexpected happens.

Technical Glitches

Technical glitches can happen at the most inconvenient times, usually right when someone is about to give an important speech!

To minimise the chance of technical glitches and ensure you can address any issues that do arise, always make sure you are using a professional and reputable AV provider. Make sure your AV technicians offer onsite support throughout your event, and that they also have their own contingency plans in place. This way, you will always feel secure knowing the show can go on.

Venue Climate Problems

The temperature at your venue sounds like a small concern but can have a huge impact on your guests’ experience at your event. If it’s possible it may be too cold or too hot, it may be wise to consider hiring extra equipment such as heaters or air con units to combat this issue. Make sure you have access to quickly change the temp on the system too should it become uncomfortable.

Medical Emergencies

Medical emergencies require fast reaction times and leadership. At a minimum you need to be aware of where the emergency exits, medical emergency kits, and fire extinguishers are located in your venue, ahead of your event.

Budget Issues

To ensure you don’t exceed your budget, it makes sense to keep an emergency fund. A lot of Plan B’s require extra funds at the last minute and if you have that available it just takes away so much stress and pressure.

No matter what, when faced with the unexpected at your event, react calmly and quickly. People will remember how well the issue was handled, or may not even realise there was a problem in the first place.

AVPartners is always prepared for the unexpected. To find out more or work with us, contact us today.

How to hold an ‘immersive’ event

Immersive events are those which ‘immerse’ event attendees as deep into the event as possible, creating an atmosphere so far away from everyday life that they forget all else around them and are fully present in your event, moment to moment.

Here are our top ideas for achieving an immersive event:

Leverage technology

There are some great technological advances available these days that really give the wow factor. Speak to your AV specialist about how you can incorporate digital elements, lighting and sound to create a 360 experience.

Take advantage of social media

Most social networks have the capacity for ‘live’ coverage. You can invite attendees to use certain hashtags for the event and have a projection screen broadcasting tweets, posts or updates from people at the event. This gets people involved – sharing on social media and creating a bit of a buzz – ensuring your event is noticed before, during and after its debut.

Ask the audience

Surveying your attendees while at your event is a great way to drive involvement and feedback while they are immersed in the experience and can express their feelings in real time.

Include hybrid elements

Hybrid elements at your event combine virtual and live components, reaching people not only live at your event but online as well.

Change up the scenery

Holding the event at a ‘never before held’ location or venue or using audiovisual elements to create a whole new look and feel will definitely wow your attendees and hold their attention.

Surprise your attendees

Step outside of the ordinary and shake things up a little to give your event a unique feel. For example, you could consider incorporating photo booths, circus entertainers, or themed cocktails.

Ultimately, people want to be involved rather than be just a spectator at your event, and these options will give them a chance to do so. Immersive events are a great way to engage and excite all participants and can really make your events stand out.

Tips for hosting a gala dinner

Gala dinners can be one of the best ways to gain support for your organisation and cause. They usually include dinner, entertainment, dancing, raffles, and silent and live auctions. While they require a huge amount of planning, they are so effective in raising awareness, fundraising and presenting your organisation and cause in a professional light.

Here are some of our tips for hosting a successful gala dinner.

Define the Event’s Purpose

Outlining the purpose of the event and what you hope to achieve will give everyone involved a clear picture of what’s ahead and keep people focused on the desired outcomes.

Set your Budget

You should determine a budget before the planning begins. Include all possible financial considerations, such as venue costs, food and beverage, entertainment, audio visual equipment and support, advertising, and prizes and items to be auctioned. Hopefully some of these things can be donated or discounted, but it’s good to budget in for some contingencies.

Identify your Fundraising Methods

Selling tickets to the gala dinner is a great way to raise money for your cause, but that usually won’t give you the most profit, so finding other ways to fundraise is necessary.

Some of these other options could include holding a raffle, a live or silent auction, selling advertising opportunities, and selling sponsorships or corporate tables. Depending on the event you could even have games that require a ‘pay to play’.

Decide on the Venue and Theme

The environment and atmosphere of your event should be welcoming and allow people to socialise or network freely. Choose a venue which will be inviting and impressive for guests.

By selecting a theme for the event, for example ‘striving for excellence’, you can set out your vision or goal for the event. This will bring all activities together cohesively and set the tone.  A theme will also inform your decorating styling choices, entertainment, lighting and audiovisual elements, menu selection and activities. It’s important that everything flows together to create a visually stunning environment, after all, you want this to be a night to remember!

Get the right AV Technical Support

Work with a reliable, creative and experienced AV provider.  You want access to quality equipment and dedicated people to help you deliver a spectacular event. Your AV provider can provide audiovisual, innovative design and styling, support to create that magical atmosphere for your guests.

Activities and Entertainment

A successful gala dinner includes suitable and on theme entertainment and activities designed to raise money. It’s good to make sure guests have time and space to mingle, but you should also consider how you will maintain the energy of the atmosphere and the interest of guests throughout the night. A dance floor and games with small prizes are great for involvement.

Marketing and Advertising

It’s so important to put the word out about your event throughout the community. Reach out to the local newspaper, TV stations and radio stations for pre-event coverage, and use social media where appropriate. You may even be able to use these avenues for seeking sponsorships and donations.

Interested to hear more about how AVPartners can help wow your gala dinner guests? Talk to us today.

Take your event to the next level with event styling

Event styling is one of the most impactful and cost-effective ways to add that wow factor to your event. At AVPartners we’ve helped create nearly every event theme or style you can think of – from the Oscars, to Great Gatsby, Moulin Rouge, Masquerade and many more.

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

You want to make sure that your event is hitting the mark and delivering your desired event message to your guests. How can you be sure that your event will do this successfully?

Begin by confirming the reason for the event, and why you are gathering together. This is the message you want to get across. Think about the power of your message and how you can convey this to your guests.

Next you will want to look at what new, fresh ideas are available for your event, to impress, inspire and connect your guests. These days, event styling and theming draws heavily on technical production with content displayed on digital screens, unique lighting and other audiovisual elements creating a dynamic, immersive experience.

By combining traditional styling with bespoke ideas, themes and modern, digital options your event can really make an impact.

This article originally appeared at Business Events News.

Event styling – Does it really make a difference?

Does event styling make a difference? Good styling can.

Event styling begins with your message. You’ll achieve the wow factor when the audiovisual elements, the centrepieces, props, furniture and the lighting all work seamlessly to engage your attendees with that message.

On any budget, event styling can set the scene, add drama and turn spectators into ambassadors for your idea, brand or identity.

But that sort of engagement is a tall order when dealing with a busy and somewhat distracted audience who may also suffer from a bit of event-fatigue.

How can you be sure that your event will have the desired impact?

Begin with the idea

Whether it’s a wedding or conference, there is always an exciting reason to gather people together. Remember that the event styling is not the star. The styling is part of the medium conveying the message.

Go beyond words

Think about the power of light, sound, tactile sensation and social connection to support your message.

Keep it fresh

An approach that combines digital styling involving projection, digital backdrops, banners and sets, with traditional styling elements, such as centrepieces, coloured linen or furniture, can drive the message home in new ways.

The event message, delivered in new, visceral ways through digital and traditional styling, will motivate and engage your audience – and set your event apart from the rest.

Talk to us today to get styling ideas for your next event!