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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!

4 great benefits of holding an offsite meeting

Considering going offsite for your next business meeting? An offsite meeting is where you bring your team together in a different location to your usual office to hold a meeting, coordinate a strategy day, or deliver training.

Here are 4 great benefits of holding an offsite meeting:

Your team will be focussed

Being offsite means your team won’t be as easily distracted as they may be in their usual work surroundings. This will lead to improved productivity and better meeting outcomes.

Your team will network and bond

There’s no substitute for meeting in person, so an offsite meeting should include time for ‘team building’ – which could be as simple as a nice break with catered lunches, or a little more involved such as morning yoga to start the day. Giving your team a chance to chat and loosen up will allow them to relax and engage in the day’s activities.

Your meeting can be tech-savvy

Holding your offsite meeting at a venue that offers state of the art audiovisual (AV) technology means that you can get creative and leverage this in your meeting. From live streaming through to enhanced projection capability, creative audiovisual can grab your team’s attention and hold it.

You encourage creativity

Whether you are holding your meeting for brainstorming, forward planning, or strategy, chances are being in a new environment will inspire creativity in your team, and encourage new ideas in a way that can’t be replicated in-house.

Talk to us today to plan your next offsite meeting!

How to plan an event that appeals to Millennials

At many events these days, the Millennial generation makes up a huge part of the demographic. A Millennial is someone born roughly between 1982 and 2004, also known as Generation Y. They have specific tastes, wants, and expectations, and catering to these successfully could mean your event and your business holds them as a long term consumer.

Here are our top ways to appeal to Millennials at your next event:

Get social

It sounds obvious, but social media is where Millennials hang out online, so utilise this before, during and after your event. You can sell event tickets through social media, get discussions started to build excitement in the lead up, encourage photo sharing and tagging before and during the event, and also get more social media followers in the process!

Impress with AV technology

Millennials are tech savvy and therefore expect the very best when it comes to AV. Utilise modern lighting effects throughout the venue, and make sure audio for presentations is clear and professional.

Incorporate digital and tech at all points – from an event app, to digital signage and image projection onto walls or other objects! Another great idea is to offer charging stations for guests’ smartphones and other devices; this will save people from leaving the event to get their charger, or disengaging due to not having their device charged.

Go green

Millennials are usually more concerned than other generations about the environment, so minimising your event’s carbon footprint will leave a good impression on them. Using more digital channels rather than paper helps immensely, as does offering recycling options during the event and promoting the green efforts you have made in planning and delivering the event.

For more info on planning an event which appeals to Millennials, talk to us today!

What style of catering should you have at your event?

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. The catering at an event can make up a large portion of your budget, so you want to make sure you’re choosing the right catering style for your event type. When matched with creative audiovisual elements, your choice of catering can further enhance the wow factor.

Here are some of the most popular catering styles:

Banquet Dinner

A banquet style dinner is a more formal, sit down catering style. It usually includes a set amount of courses, for example; entree, main, and dessert. Everyone at the table gets their food at the same time and you can spread out activities such as speeches, awards, entertainment or dancing in between courses. Banquet dinners are a great opportunity to dazzle your guests with pin-spotlight lighting on their individual tables, which can also be coloured to match your brand or theme.

Cocktail

A cocktail catering style means your guests have the opportunity to mingle and network while finger food gets served around the room. It’s a great way for people to interact and network with each other throughout the event, and an optimal choice for adding music to complement the atmosphere.

Food Stations

More and more we are seeing special food stations set up in event spaces. This could mean a dessert bar, a juice station, or a tapas section. Guests make their own way to each station and choose what they like. Food stations can be set up to go along with a more traditional style of catering such as a banquet, or as stand alone catering. Creative lighting and theming can help enhance food stations, creating further appeal.

Whatever you decide, we’re sure your event will be a treat for the tastebuds! Talk to us for more ideas.

How to promote your event

Promoting your event is one of the most important factors for success. Without getting the promotion of your event right, even the most interesting and well planned events won’t be successful. Promotion is what sells tickets, increases brand and event awareness, and builds excitement.

Ultimately, you want to attract people to your event, and the best way to do so is to spread the word far and wide. These days, technology can play a big part in that, and is an extremely useful marketing tool for event planners.

As with any marketing activity, you’ll want to make sure you have given yourself enough time prior to the event to promote and advertise it. Depending on your event type, you might even start a year in advance!

To help, we’ve put together some ways to promote your event:

Social media

Social media is now a must for any event. There are many ways to promote your event by engaging with your audience and targeting your message to interested parties, through strategic paid and unpaid social media campaigns.  

Online and offline advertising

Online advertising is a great way to promote events as highly targeted ads can achieve a great return on investment. Offline advertising through certain magazines, newspapers, or even mail box leaflet drops is also a good option.

Media and publicity

A media campaign can be a great way to gain coverage for your event, driving further awareness. This approach can work well for trade shows, markets and festivals.

Local signage

Depending on the type of event and location, you may find that signs and banners, even digital signage, placed locally around the event area will spark some interest.

Website

It’s also a great idea to have a designated section of your website for your events or give the event its own website. This will assist anyone looking for more information and will also improve your SEO so people can find you through Google.

The venue

When you’ve chosen and booked the venue for the event, they may be able to start promoting your event on their website and social media channels too, along with promotions within their venue such as posters or flyers. Make sure you cover all bases when researching venues, such as catering options, venue size, and audiovisual capabilities.

At AVPartners we take great pride in hosting events of all types and sizes; using lighting, audio, and visual technology to take events to the next level! Contact us today to chat about your next event.

How to hold an experiential event

All events need an element of interaction to really give them a wow factor. An experiential event is one that offers guests a unique experience that leaves a lasting impression.

This could mean anything from 3D elements to product demonstrations, from physical activities to virtual reality experiences. Instead of just pushing a message out to your audience, an experiential event provides an immersive and interactive experience, enabling people to engage with your brand in person.

Here are our top ideas for planning your next experiential event:

Explore creativity

People come alive when given the opportunity to be creative. It reminds them of a more carefree time. Try something outside of the everyday – such as having a chalk graffiti wall they can draw on, or a photo booth where they can be silly then take home a souvenir.

Get people learning

Giving people an opportunity to learn something new makes a big impact. For example, you could try a cooking demonstration, an origami lesson, or a dance class! Have fun with it and people will be talking about it for months.

Get up close

If your event includes entertainers or dancers, allow them to go outside of the norm and showcase their talent in unconventional areas, such as among the guest’s tables or on the bar. If it’s different, it’s interesting.

Incorporate AV technology

AV technology can create spectacular experiences which resonate with guests. From virtual reality, to creating an immersive look and feel through lighting, AV can make a big difference.

Talk to us about how you can incorporate digital elements, lighting and sound at your event to create a 360 experience.

5 ways to manage your event staff for a successful event

With the many elements that go into the planning, coordination, and delivery of a successful event, it’s little wonder that success is often down to the staff behind the scenes.  

Your event team will be made up of event coordinators, AV technicians, stylists, chefs, hotel staff, food and beverage staff, servers, coat checkers, drivers, parking attendants, ticket-takers and many more – they are the backbone of any good event. The type and size of your event will determine the number and type of staff required, but big or small, all events rely on their staff to run smoothly.

When working with event teams, it’s important to keep your event outcome in mind and consider what each person can bring to the team.

With that in mind, we’ve got a few tips to help you manage your extended event team and ensure you’re all contributing to a seamless and successful event:

Meet them, brief them and designate tasks

Get to know your extended event team. Make sure they know their role, the event message and desired outcome, and what is expected of them.

Offer and accept feedback

Have an open policy for feedback, for you and them. Encourage them to provide suggestions or alert you to problems quickly, and offer them feedback on their tasks. It’s better to know about potential issues sooner rather than later!

Form processes

Create processes for tasks. This will make it so much easier to train or brief someone in that task, and enable them to complete it again and again successfully.

Encourage them to have fun

Events are fun, and just because they can also be a lot of hard work, doesn’t mean your team can’t enjoy themselves in the process. The higher their energy, the more the event atmosphere will benefit, creating a pleasant experience for event guests.

Enjoy yourself!

It is amazing the improved response you will receive if the event team get along with you and enjoy working with you. They will naturally be more inclined to go the extra mile. Which is a win-win for everyone.

At AVPartners, we know how valuable an experienced and reputable event team is to the success of your event. To find out how we can become a critical part of your extended event team, contact us.

Planning an event? Here’s what you need to know

If you’re planning an event, you might be feeling a little unsure about where to begin! Events are a great way to bring people together, and share a moment, message or idea with a captive audience. They do, however, take considerable time, effort and organisation to execute successfully.

That being said, we’ve put together some of our favorite tips to help you plan your next event:

Know your time limits

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! Our post gives you a general timeline of some common event tasks that may help you plan your next event.

Use technology to help you stay within your event budget

The most effective event planners are constantly on the lookout for ways that they can perfect every event, while remaining within their budget. 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. Check out our post on the ways that technology can be used in event planning so you won’t break the bank.

Hire a professional photographer for your next event

Good event photography is something that lives on well past the event. The photos give attendees an opportunity to reflect on the event once it’s done and show others what they missed out on. They can be used to advertise the next event, or to liven up your social media channels. Here are some reasons why hiring a professional photographer is the best choice for your event.

Appoint a reputable AV provider for your event

Audiovisual technology can add a special something to your event. Whether you use lighting elements to create atmosphere in the room, or require a stage to be set up with microphones and speakers, a good AV team will have you covered. How do you choose the right AV team? Our post will guide you.

Ensure that your guests turn up to your event

When planning an event, even when you know your event is going to be engaging and exciting, you still may find yourself worried, thinking ‘what if no one shows up?’ This fear is fairly common in the event planning industry, and if it feels a little familiar, make sure you read our post for ideas to help you make your event irresistible to potential attendees.

Expect the unexpected

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

As you can see, we’re pretty passionate about doing events right! If you’d like some help planning your next event, contact 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!

How technology can help you stay within your event budget

The most effective event planners are constantly on the lookout for ways that they can perfect every event, while remaining within their budget. 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.

Here are some ways that technology can be used in event planning so you won’t break the bank:

Avoid printing tickets

Printing high-quality tickets can add considerably to the cost of organising an event. Instead, you can get event attendees to register for an event digitally. At AVPartners, we make use of registration software that is much more efficient for keeping records than pen and paper. There are a range of low cost options that you can explore, such as Eventbrite and Bookitbee.

Harness audiovisual effects

Add to the visual appeal of your event by making the most of lighting, visual and sound technology. Rather than creating elaborate wall decorations to make an impression, clever lighting can completely transform an event space. Furthermore, visual effects through plasma or LED screens can capture the attention of attendees and take them on an exciting event journey. Sound effects can build up a mood, create anticipation, and transform an event atmosphere.

Go social

Social media is a must-have when it comes to getting the word out about your event and keeping people updated affordably. The options are pretty endless on social media; you can advertise on any platform, you can start a Facebook group for event-goers to stay in the loop or to offer their suggestions and ideas, and you can start building the hype well before the event takes place! Social media can be very cost-effective, especially when compared to traditional forms of advertising or guest contact.

When planning an event with a tight budget in mind, be sure to consider how you can make the most of it with creative and innovative ideas which leverage technology.

At AVPartners, we love planning exciting events and are mindful when it comes to your budget. Talk to us today to see how we can impress your guests!