Tag Archive for: events

How long does it take to plan an event?

Planning events takes a lot of organisation, effort and time. It’s best to start as early as possible and give yourself a checklist so you don’t miss important elements. Lists and spreadsheets will become your best friends. Always make sure you have contingency plans in place for things like unexpected weather or a speaker not being able to present.

Below is a general timeline of some common event tasks that may help you plan your next event. Remember that every event is different, even those held at the same venue, so it’s important to work out a plan that suits your needs.

6-12 months before the event

  • Establish the event goals and objectives
  • Select a date and choose a venue
  • Get cost estimates and create a budget
  • Identify speakers and/or entertainers
  • Seek out and contact sponsors or partners for the event

3-6 months before the event

  • Promote the event through the appropriate channels; for e.g. social media, radio, TV, newspapers
  • Establish the audiovisual plan and equipment needed with your AV provider
  • Finalise arrangements for speakers and/or entertainers
  • Confirm if the venue requires any permits and confirm access for guests such as parking

2 months before the event

  • Send reminders to the attendee list
  • Follow up with sponsors or event partners
  • Release announcements about VIPs or keynote speakers to the media

1 week before the event

  • Do a final registration check of names
  • Brief your team and volunteers about their event duties
  • Finalise the seating plan
  • Inform the caterer of final numbers
  • Make copies of any speeches, videos or presentations
  • Identify where photo opps and interview opportunities will be

1 day before the event

  • Ensure all signage is in place
  • Do an audiovisual test
  • Ensure registration and guest tables are prepared or decorated
  • Ensure all promotional items or gifts are on site

The day of the event

  • Have copies of all important documents, phone numbers, information and seating charts for the event team
  • Ensure the event is running to plan and manage any issues as they arise
  • Enjoy the event and the work you have put into it!

After the event

  • Send thank you notes or emails to attendees and sponsors
  • Post event photos on social media
  • Conduct a post event evaluation to assess the event’s success against your initial goals and objectives

Your event will be much more complex than this snapshot alone. We recommend creating a project plan to ensure transparency on all tasks and to ensure they are completed on time.

Need advice on the timing of AV or staging tasks for your event? Contact us.

Predictions for event trends in 2016

Wish you knew what was around the corner for event planning? The next big thing to captivate your guests?

While there is no magic ball to tell us the future, we can offer some insight into what lies ahead in the events industry, based on what is happening around the world and emerging technologies.

Some of our predictions for event trends in 2016 are:

An increased use of event apps – while event apps aren’t new technology, they have been building momentum and clients have seen the overwhelming benefit of their use with attendees.

Virtual reality & augmented reality – this includes the use of 360 degree video and photos for mobile devices; really wowing attendees!

iBeacon technology and wearables – smart watches, wrist bands, name badges, smart goggles/glasses and lanyards will become a bigger part of events.

Bespoke pop-up concept events – this refers to customised events created for unique locations.

“Experience” based events – creating unique memorable experiences to engage audiences will become more popular this year.

A shift to mobile devices instead of laptops – this makes event communication much more portable and accessible.

Periscope app – this app is a live streaming video platform for mobile devices and integrates with social media platforms such as Twitter.

LED video wall panels – again not new technology, however we will see an increased demand in LED video wall panels for screen content and virtual backdrop effects.

How to hold an outdoor event

The warmer weather is upon us and that means one thing – outdoor events! Outdoor events provide a unique backdrop and freshness for your event. You can get really creative when leveraging the character of the outdoors and you usually have a lot more space to work with than when planning an indoor event.

However, while exciting, the outdoors does present a new set of challenges when it comes to planning and executing a successful event. Here are some of our tips so you can get the most out of the open-air event experience:

Make sure your event is suitable for the outdoors – not every event will work outside, such as a lengthy seminar, so don’t just hold it outside for the sake of it. Is vision required for the dinner, some outdoor venues may be difficult to use a projector and screen due to wind, consider LCD screens or an LED wall.

Choose a venue or location – consider if the venue or location is already equipped for events. Consider whether there are amenities, access to power or any undercover areas, and also how easy it will be to get in and out of the area for loading in and out. Also, if needed, make sure you get permits and check for noise restrictions.

Ensure the comfort of guests – consider where guests will sit, how easy it will be to access drinks, food and any amenities, and if it is likely to be a hot summer’s day, what shade will you provide? If it is a cooler night event, can the venue provide gas heaters?

Organise the lighting and sound – just because an event is outdoors, doesn’t mean you have to miss out on any of the lighting and sound effects available to indoor events. Not only should you have lights for safety, to mark pathways or exits, but you can also get creative with event lighting and sound. Often, lighting can be complement or replace decorations.  Sound sets an ambience that guests will be talking about for weeks to come! The important thing is to work with an AV provider with experience working on outdoor events. They will understand how to mix sound in an outdoor space, what technology to use and which lighting effects to choose. For night events it is also important to consider general area wash, will there be enough light for people to see? How will it be evenly distributed over the venue and will it set the ambiance you desire?

Check for pests – it’s always a good idea to make sure you know what pests could be around the area, and if needed, organise a pest exterminator prior to the event.

Watch the weather – have a backup plan in case the weather turns on the day of the event, and also keep an eye on the wind, making sure to secure anything loose. It is likely the wet weather call will need to be made early in the day. It may be sunny at the time but with a forecast for storms. With enough time an experienced event team will likely be able to transform an indoor venue to a similar style. If you leave the call until mid afternoon there is only so much they have the time to do.

Outdoor events are a fantastic option and present guests with a change of scenery from what they are used to.

Need help with the AV at your outdoor event? Contact us.

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.

5 ways to engage your audience at an event

When it comes to holding an event, it’s no longer enough to assume ‘if you build it, they will come.’ How do you make sure your event stands out, engages your audience, and leaves a lasting impression?

Here are five ways to engage your audience before, during and after the event.

Release advance teaser content to promote your event

If people are more emotionally invested in your event before it even happens, they are more likely to enjoy it, and pass on positive feedback to others. Your event might be months away, but you can start the engagement now.

Providing a sneak peek of the setup or planning of your event can allow people to become more engaged and start the event buzz as early as possible. This could include sharing new technology, clips from speakers, or photos of the venue or space.

Encourage audience involvement during the event

By giving your audience ways to participate and interact, it can help keep their focus and attention on the presentation.

More and more events are incorporating interactive tools such as event apps, real time polling, surveys and messaging so presenters, sponsors and event organisers can open up the dialogue, share information, and receive and answer questions instantly.

Display social exchanges

Whether your event is online, offline or a mix of the two, the full power of social media should be leveraged to engage your audience and spread event coverage.

People love to be engaged and share thoughts and images in real time via social media, helping develop a deeper brand connection with your audience. A social media display wall is a great way to enable this behaviour.

We suggest setting up with an event hashtag so that your audience can easily tweet or post about the event and have their tweet or other posts displayed on the big screen at the event for all to see.

Do something unique

It’s no secret that your event needs to shake things up and be different to cut through the noise. Creating unique and personal event experiences is a great way to target your event audience authentically. Clever marketing ideas such as personalised invitations or fun, branded theatrics can set your event apart.

Creating a special experience during your event allows more engagement with your attendees and hopefully, a positive lasting impression.

Keep people talking after the event

People love to share and relive their highlights from events, so providing content that they can easily consume and share will keep engagement ticking over even after your event. Blog posts, videos, images and social media posts relating to the event experience are great ways to get attendees to interact with your brand long after the event is over.

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.

How to make the most out of your event budget

When planning an event, one of the main challenges planners face is staying within the event budget. You want to create a spectacular event, but you need to ensure the event scope is realistic. Working within budget constraints can be tricky, but by applying a little more creativity and thinking outside the box you might just find you end up with a better event!

Here are our tips on how to get the most bang for your event buck:

Use an event app

The latest trend in events is to have an event app. Printing is expensive and burdensome. An event app eliminates the need to print event information by allowing sharing of up-to-date information from within the app. Event apps also promote greater conference engagement, potentially leading to a higher ROI.

Select a great value venue

Most venues have an array of options when it comes to spaces available, and being flexible can allow you to achieve great results without the high costs. Using an event space in low season, for example, should be cheaper than high season.

Make smart food and beverage choices

Make savvy choices about food and drinks so you don’t overspend. For example: don’t stress about serving expensive wine brands; most people won’t even notice if you opt for the house brands. Think about the type of event you’re holding and the kind of food to be served. Dinner doesn’t always need to be a sit-down affair; a cocktail function can prove to be a more cost effective and relaxed option.

Use lighting to theme your event

Great lighting can be a cost-effective and impactful way to theme your event. Some themes sound great in theory but can be very difficult to incorporate into an event without spending large amounts of money. Lighting can add vibrancy and colour, creating a unique and impressive event experience.

Leverage social media

Social media is an effective way to promote your event, build anticipation, keep attendees engaged and get feedback – without drastically increasing your budget.

Ultimately, when planning events to a strict budget, it’s important to be flexible. Keep in mind that if you overspend in one area, you will need to underspend in another. Allowing some wiggle room within the budget and keeping costs down when you can will help you make the most of your budget.

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!

What’s the difference between 4:3 and 16:9?

There is enough to keep you busy when organising an event. Understanding aspect ratios can help clarify some of your AV decisions and tick them off your seemingly never-ending ‘to do’ list.

So, what is aspect ratio? Simply put, it is the proportion of width to height of an image, presentation or screen.

Since the 1940s, the 4:3 aspect ratio has traditionally been used in television. For every four inches of width of an image, there are three inches of height.

The 16:9 aspect ratio evolved from the film industry as a way to make movies bigger and better and provide a point of difference for viewers from what they could view at home on their television. Transitioning into 16:9, provided filmmakers with more space around the subject and greater flexibility to compose better images.

Both 4:3 and 16:9 aspect ratios are commonly used today. We typically recommend 16:9 to leverage modern screens.

Most modern-day HDTV screens, otherwise known as ‘widescreen TVs’, are designed for 16:9 images. Only older TVs are built to accommodate the 4:3 aspect ratio. 4:3 images or presentations viewed on 16:9 screens will have black bars down the right and left hand sides of the screen.

For any event, it’s important to maximise the visual impact of presentations or images on-screen. Talk to your AV professional for advice on which option will best suit your event.

This article originally appeared at Business Events News.