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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!

What you need to know when choosing a venue for your event

When planning an event, one of the most important aspects is where the event will be held. The venue that hosts an event can mean the difference between a successful event, and a mediocre one.

Luckily, we have some experience working with awesome venues! Check out our tips below that will help you when it comes to choosing the right venue for your event:

Consider all event aspects

When it comes to choosing a venue, you should consider the location, catering options, technology access, seating options, number of guests, type of event, guest expectations and desired event atmosphere including whether the venue reflects the chosen theme and style of the event.

Opt for a reputable AV and event staging provider

Look at whether the venue has a preferred or in-house AV and event staging provider and assess their quality. Choosing the right AV and event staging provider is critical to ensuring your event is a success. Not only do they take the stress out of event planning, they bring exceptional expertise and creativity to make sure your event stands out.

Here are some things to take into consideration when deciding on an AV and event staging provider for your next event.

See your event ideas come to life

There are so many different event types available these days, and if you have a particular idea in mind, it’s a good idea to speak to venues to confirm whether or not they can help your vision come to life. You might want to hold an eco-friendly event, a team building event, or an immersive event – all of which come with different needs and outcomes.

Speak to us today if you’d like to hold your event at one of our state-of-the-art partner venues.

A photographer

Why you need a professional photographer at your next event (and how to choose one)

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.

While many people take photos these days on their smartphones, chances are these aren’t of the highest quality. When you want to ensure you have captured your event well, you need to hire a professional photographer.

A professional photographer will expertly document important event moments such as capturing the guests as they arrive, speeches, ceremonies, or other important interactions.

Here are some reasons why hiring a professional photographer is the best choice for your event:

They are committed to the event

A professional photographer isn’t there to enjoy themselves like everyone else is, and they likely don’t know any other guests, so their focus is solely on your event and capturing it from every angle.

They are experienced

Professional photographers have years of experience under their belt, along with an assortment of high quality equipment. This means they know exactly how to shoot in various lighting conditions, weather or locations, and it also means they won’t waste time on the job figuring it out.

Good photos speak volumes

If a picture says a thousand words, you can imagine what that means for a bad photo. Good photos are crucial for representing your brand well. Event photos can be used on social media, in marketing collateral, or to advertise your next event – all places that showcase how professional your brand is…or not.

With the world becoming more and more reliant on visuals to inform us, it’s now more important than ever to ensure you’re visually representing your brand to the highest quality.

So, how do you choose a photographer for your next event?

There are many different types of photographers out there, each with their own style and approach. To make sure you’re hiring the right photographer for your needs, consider the following:

View their portfolio

A professional photographer will have a portfolio or gallery of past events and shoots. This will give you an idea of the quality of their work and their range. Often you’ll find this on their website and social media channels. You’ll quickly be able to see whether they are good at capturing moments from different angles, or whether they just offer the usual same old photos.

Ask questions

If you don’t ask, you won’t know, so don’t be shy when it comes to finding out as much as possible about your potential photographer and their suitability for your event. Who are some of their past clients? How will photos be given to you after the event, and will they be edited? What are the costs involved? How long will they be at the event?

Meet with them

It’s a good idea to meet the photographer prior to the event. This way you’ll be able to ask them questions directly, and see how they interact with you and your team. This is important as it’ll give you an insight into how they handle other people and how they will act at the event. A photographer needs to be professional, approachable and friendly, as they will be approaching your guests throughout the event.

Want to create an event worth capturing? Talk to AVPartners today about how to create a visually stunning event.

Sofitel Noosa Pacific

Media Release: AVPartners wins audiovisual contract at Sofitel Noosa Pacific Resort

Following a competitive tender process, AVPartners has been appointed as the in-house audiovisual provider for the Sofitel Noosa Pacific Resort; providing audiovisual support for meetings, incentives, conferences, and events at the five star venue.

Based in Queensland’s beautiful Noosa, Sofitel Noosa Pacific Resort is a premier 176-suite resort.

A world class MICE destination, the venue boasts over 720 square metres of event space, seven meeting rooms, and the Noosa Ballroom with capacity for 350 delegates theatre style and 180 guests banquet style. The outdoor terrace also provides a perfect setting for exhibitions and launches.

Wireless connectivity and state-of-the-art technology contribute to Sofitel Noosa Pacific Resort’s reputation as a smart meeting venue with a modern luxurious feel.

The AVPartners designated Partner at Sofitel Noosa Pacific Resort, Andrew Delangen said, “Sofitel Noosa Pacific Resort provides an impressive event experience combining a spectacular location, a commitment to luxury and modern event facilities. We’re thrilled by the opportunity to make our mark on events at this great venue.”

Mark Wilkinson, General Manager at Sofitel Noosa Pacific Resort said, “Having worked with AVPartners previously at Novotel Twin Waters Resort and Sofitel Gold Coast, I know first hand how AVPartners consistently adds value through truly creative and smart audiovisual solutions. I look forward to partnering with them once again to deliver unique and successful events.”

Sofitel Noosa Pacific Resort further builds on AVPartners’ AccorHotels presence in Queensland, joining leading venues in the state including Sofitel Gold Coast Broadbeach, Sofitel Brisbane Central and Novotel Twin Waters Resort.

People clinking glasses

How to choose the right venue for your event

Choosing the right venue for your event is crucial to its overall success.

Once you know the type of event you are planning, and how many guests you intend to invite, you will have an idea of the type of venue you’ll need. Be sure to also consider the theme and style of the event, and that the venue reflects this along with the guests expectations.

Once you’ve got the logistics sorted, you will be armed with enough information to start researching venues. When it comes to choosing a venue, consider the following:

Location

The event location needs to form the basis of your decision making. Make sure the location is accessible by transport and has good parking access, along with accommodation particularly if the event goes over a few days. Ensure that the venue is in a location that is sensible and accessible for the majority of your guests to get to, an element of excitement about the venue always helps too.

Catering

Food is such an important element to any event, so whether you choose to have canapes, a sit down meal, or a cocktail option, make sure the venue can offer what you want. Find out what specialties the chef can provide that can give your event a point of difference. Always ensure you have catered for any special dietary requirements of your guests too.

Atmosphere

How the venue or event space looks and feels is a big part of an event atmosphere, and the message you want to convey. If you want to impress guests at a gala dinner with modern decor and a sophisticated ambience, you will need to look at more contemporary venues.

Services and accessibility

Consider your event audience and who are you are targeting, be it families, corporates, or gender specific events, and try to pick a venue that would best support their needs or expectations. For example, families may need access to baby change rooms, or children’s entertainment and enough room for children to run around in, whereas corporates would be expecting an up-market bar service or cocktail party. Be sure to also consider the ease of access to the event space for anyone with special needs, this includes parking, distance to walk, amenities, and ramp access.

Size and capacity

Your expected guest numbers will give you a good idea about the size of venue or event space you should be looking for. Many venues have a selection of spaces of varying sizes, and it will also change based on the type of event you are having, for example a sit down or standing cocktail style event.

Technology access

Ensure that the venue will be able to handle the audiovisual requirements for your event. Many venues will have an in-house AV team, such as AVPartners, who are able to make your lighting, sound and visual ideas come to life! This might include anything from setting up a stage and microphone for speeches, to a colourful and brightly lit ballroom with your logo projected onto the walls.

Make sure you visit the venue personally to see it for yourself, and to put yourself in the shoes of your guests. At AVPartners we couldn’t be more excited to show event planners through our venues, and to let them experience our state of the art technology first hand.

Contact us today to see how our venues can make your event a success.

How to decide on the best seating layout for your event

The task of choosing a seating layout for your event may seem small or unimportant, but it is what will decide the flow of your event. You need to ensure that the layout suits the theme and style of your event, and that you are utilising the event space to its full potential.

The layout should give your guests the most comfortable experience for the setting and style of event. You’ll need to consider if people will be eating in a formal setting and therefore needing tables and chairs, or if they will be encouraged to mingle and network where a cocktail style layout might better suit.

Here are the most popular seating layouts and which event types they best suit:

Cabaret

This style is popular for conferences, gala dinners and training sessions. Guests are seated at a round table, all facing the front, with only five or six chairs so that no one has their back to the main stage or focal point. Cabaret style can take up more room though as you need more tables to seat everyone.

Banquet

The banquet seating style is similar to the cabaret, however it utilises the entire table and seats eight to ten guests. This takes up less room and makes serving food more streamlined. Banquet seating is ideal for awards nights, gala dinners, weddings and other such events.

Cocktail

A cocktail layout does not usually involve chairs, but instead utilises a few high-rise tables as mingling points for guests throughout the event. Consider the type of event you’re having, the guests who will be attending and if it will make sense to have them seated or not. This layout is great for Christmas parties and other social functions, along with more casual weddings.

Boardroom

The boardroom layout is essentially a large table setup with chairs around, ideal for board meetings as people are facing towards each other which makes interaction easy. This layout is used a lot for corporate meetings, events and small presentations.

U-Shape

The U-shape seating layout is ideal for when the boardroom layout is too small for your event needs. Commonly used for small conferences, workshops and meetings, it is made up of tables positioned into a U-shape and makes it easier for each person to see the speaker or screen if one is set up.

Theatre

This seating layout takes up a lot less room per person and is ideal for conferences and other such presentations. Guests are seated in rows and all facing the front, much like in a theatre, giving everyone easy viewing.

Classroom

The classroom layout allows guests to be seated behind long tables. It’s similar to the theatre layout but gives guests the use of tables, so for this reason it’s ideal for training, workshops, meetings and conferences where writing may be required.

Need some help deciding on your seating layout? Contact AVPartners today.

AVPartners introduces new blend screen at Hamilton Island

AVPartners has acquired a 12.5m wide blend screen at Hamilton Island, allowing them to integrate even more projection techniques and lighting effects into their events.

The screen, custom made in Switzerland, is a dual projector blend. The technology involves the use of two or more projectors, each portraying a section of an image, blended or overlapped seamlessly together to create a single wider image on screen in a different aspect ratio.

This stunning wide angle display means it’s almost impossible for the guests in the room to notice with the naked eye where the image has been blended.

The resolution is of a high standard, meaning images and videos are crisp, further enhancing the overall quality of the event.

AVPartners Hamilton Island Partner Ritchie Harland said “We look forward to taking our events to the next level with this magnificent piece of technology. This is an exciting and effective way to give events that extra wow factor.”

Director of Events at Hamilton Island, Carissa Ward, said “It’s the use of technology like this that really sets AVPartners apart from the rest, and we are excited to see the upcoming events with the new screen in full swing!”

The technology has already been in use and very well received at AVPartners venues Perth Convention and Exhibition Centre and Crown Perth and is fast becoming the norm for large scale events in Australia.

AVPartners and Hamilton Island have enjoyed a partnership for nearly nine years. AVPartners provides audiovisual support for conferences and events at the location and professional technical assistance for delegates.

RACV Royal Pines Resort

Media release: AVPartners the new in house Audio-visual supplier at RACV Royal Pines Resort

Following a rigorous tender process AVPartners has been awarded the audiovisual contract for RACV Royal Pines Resort.

The partnership will see AVPartners stage conferences, meetings, incentives and events at this renowned venue, provide expert audiovisual support and coordinate technical assistance for event delegates.

RACV Royal Pines Resort is a leading resort and MICE destination situated in Australia’s beautiful Gold Coast. Accommodating groups ranging from eight to 1800, the resort caters to every type of event.

The AVPartners designated Partner at RACV Royal Pines Resort, Jarum Rolfe said, “RACV Royal Pines Resort is well-known for delivering exceptional event experiences. We’re looking forward to delivering creative, outside-of-the-box audiovisual and event staging solutions.”

General Manager at RACV Royal Pines Resort John Morris said, “AVPartners employs a unique approach, has extensive expertise and is committed to always going above and beyond.

AVPartners Queensland regional partner Phillip Delangen said, “We’re thrilled RACV Royal Pines Resort have chosen AVPartners. The venue offers AVPartners a terrific opportunity to showcase our diversity and creativity on some of Queensland’s most high profile events.”

About AVPartners
AVPartners is a leading provider of integrated audiovisual event services including technical production, audio, visual, lighting, event design and event styling.

AVPartners creates integrated event experiences through combining state of the art technology, unrivalled expertise and a highly-tailored approach.

www.avpartners.com

About RACV Royal Pines
RACV Royal Pines Resort is one of the most versatile conference and exhibition venues on the Gold Coast offering unparalleled conferences, meetings, accommodation, golf, and recreational facilities.

RACV Royal Pines Resort completed a major Conference and Events facility upgrade in 2014 and is one of Australia’s most highly awarded resorts for its conference facilities and banqueting services.

http://www.racv.com.au/wps/wcm/connect/resorts/racv+resorts/racv+royal+pines+resort