When the time comes to design your event, a focal point will be the stage area and/or screens on which all the key messages will be displayed – be it a conference, awards ceremony, product launch or a more informal event. Make sure the design is right! You need to juggle a few key factors to create the ideal solution for guest experience and return on investment. Here, we discuss briefly some key tips to consider in your planning to ensure the overall stage design is perfect for what you want to achieve.
This is probably the most important element to consider. If you have chosen and confirmed your venue already, ensure you know the limitations of the room: size, ceiling height, any internal architecture (columns, odd shaped room) as these will determine what kind of stage set you will be able to achieve. There’s no point having a super wide-screen if most of the guests are seated around the corner in an odd shaped room, or behind a column!
Venues will have floor plans and if not, work with your AV production team so they can create a version to scale and they’ll be able to advise what will work best within the space.
Another key point is the size of your audience. Be realistic. If you have a large audience make sure the screen(s) are large enough for guests to see easily the key messages as well as possibly having ‘repeater screens’ around the room for extra support. The same applies to small audiences, don’t drown them with large screens!
This point can be combined with the venue choice as by inserting table plans into the floor plan according to your event type (cabaret – usually used for dinner/conferences, theatre/classroom – usually used for conferences, as two examples) you will be able to see how much room is left for a stage set. Some rooms can be restrictive to certain production styles, so keep talking to your AV production company for advice.
For instance, if your audience uses most of the space, there will be less chance for rear projected screens which are more suited for large screens (allows presenters to be in front of the screen without the image being projected onto them).
As the event progresses, you will have an understanding of the direction you want to take the artwork for your event. This will reflect the key messages – be it a conference, award ceremony or product launch – the main themes will determine the design route you take.
To bring this all together, you will want key elements of the artwork to be represented in your stage design. Challenge your AV production company to incorporate these themes into a stage design which will work for the room. Their creative departments along with production expertise will allow ideas to flow and with your input, you can reach the best solution. VisionEvents’ creative team ensures all artwork is on brand and ties in with the key messages of the event.
In previous posts, we do stress that you need to be realistic with your budget. Don’t expect the world when you have limited funds to offer suppliers. Know your budget, understand what you can expect to achieve with it (by liaising closely with your AV production team) and by all means negotiate to get a little extra!
To summarise, our underlying message is to liaise at every step with your AV production team as they’ll be able to advise what will work in your chosen venue, what can be achieved with your budget and also create some exciting designs based on your event theme. Ask them to create set visuals to reflect the ideas and designs to make your event come to life. Above all, make sure you have an input into the stage design and put your ideas forward – after all, it is your event!
See how our team can help you achieve your dreams by contacting us today: firstname.lastname@example.org
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