8 Impactful ways to create your event stage design!

 Setting up a stage for speakers and presenters may seem like a simple matter compared to creating an elaborate performance platform.

But the success of a presentation—and of the people delivering their messages—depends on minute details like size, lighting, and accessibility, as well as the right selection of microphones and lecterns.

We list down 8 ways you can make sure you get it right and create a maximum impact on driving home the objective out of doing the event.

Choose the correct height.
Consider guests line of sight and comfort when choosing the right elevation for your stage.

For any presentation, 1.5 ft off the ground is considered ideal for seated audiences of up to 200.What you need to consider while doing so, however, is the total clear height you have available at the venue.

The height for the stage would need to increase depending on the size of the audience and can go up to 5 feet.

Use appropriate lighting.

Lighting should be properly situated for all of the individuals who will be standing on the stage at various heights.

Though it may seem surprising, stage lighting is often the most forgotten element and is also the most important not only during the event but also for the photos and videography done.

What we recommend is to black out the entire room and control the lighting from the console to have effective brightness as required. Never use only one profile light for the speaker, there are many speakers who like to move around and a minimum of 2 lights are required besides the general house lighting.

Make sure audio is loud and clear.Sound Rentals by Pegasus Events

In addition to lighting, quality sound also contributes to the effective communication of target messages and to an overall positive audience experience.

The most important thing is ensuring there is no feedback and there is an effective sound distribution across the venue. If you were to imagine your conference venue to be a square, it is essential to place at least one speaker in each corner of the venue.

Depending on the size of the audience, ensure all areas are covered by placing speakers at regular intervals. For a 200 capacity event, 4 speakers are required and you can increase the number of speakers by 2 for every 200 pax extra.

While a PA system is sufficient for a formal conference, you must have mid’s and bass speakers for any entertainment you might have. The effect of bass can be limited and your event agency can create effective combinations basis the type of entertainment you have at the event.

Select microphones based on speakers.

Always check with your speakers as to how they prefer to present. You will find presenters who like being stationary at the lectern while you will also find presenters who like to move around on stage. Many presenters use hand movements for effective communication as well.

The best thing to do is prepare for all contingencies. Have lectern mics, lapel mics as well as cordless mics for audiences to ask questions clearly. Ensure that post every presentation your event crew is standing by waiting to pass the mics to whoever requires it.

Always Brand the Lectern.
A lectern may seem like the most basic and ordinary of staging needs for presentations, but branding the lectern is important as all hotels and venues have different lecterns and unfortunately, the lectern can be an eyesore in the middle of the stage if it is not branded.

The branding should not have too much information, just the company logo with the central color theme for the overall stage should work.

Keep it simple.

“Simplicity is the ultimate sophistication!” – Leonardo Da Vinci
Elaborate stage decor or sets may pose a distraction for speakers, as well as audience members—those watching live or those watching virtually or at a later time.

We recommend a clean and crisp end to end set-up which is elegant in itself and adds the grandeur required.

Allow easy access.
A stage with insufficient or complicated access can pose a threat to a successful event.

It is always advisable to have multi-layered panelling for ease of access, the speakers may as well enter from the front or the sides, but in the case of entertainment and any props which need to be rolled out onto the stage, they need to enter from behind the stage.

Remember: Size matters.

You always should have your agenda and speakers decided well before you plan for the stage and design.

Absolutely everything at your event needs to work like clockwork, in complete balance and needs to compliment each other, only then can you create an extremely impactful event.

4 People you meet at a Corporate Event.

4 People you meet at a Corporate Event.

Events in a business to business marketplace are the tool most clients use to drive growth in Business.

To ensure the smooth functioning of the event and to make sure objectives are met, it is very important for Event managers to segregate the attending audience category-wise.

Based on our past experience organizing events, this minute detailing can do wonders to the overall show running and it helps in identifying what resources one needs to deploy so that the client can concentrate fully on interaction with Guests.

We  have been doing this for a while and believe that the people at the event make the event and have developed these 4 character sketches which are our bible for the events we do.

  1. The Client : While reading this you might think, geez what a surprise BUT although obvious it is critical to give the client a dedicated runner who is to be with the client at all times, so that any urgent requirement the client may have is addressed in a timely fashion and extremely promptly. It is also as important for the entire event crew manning different stations to identify which persons at the event represent the client company, so that if needed, they can approach the representative closest to them and action the crisis accordingly.
  2. The Guests : Again, stating the obvious. But a person to man the registration desk with the hostesses is essential in segregating the Guests from someone playing a more participatory role within the event. It also helps in providing the attending guests with a delightful and smooth experience where they are immediately identified, the registration process is completed and are escorted to their seats by the hostesses.
  3. The VIP : Besides the client, there has to at all times be one resource stationed near where the VIP’s are seated and the VIP’s need to be told about that person. This just allows to eliminate the possibility of the VIP requiring something and it not being readily available.
  4. The Speakers : One person who has a clear comm and is in direct communication with the console manager is in charge of this set of audiences. This person ensures the speakers are identified, Dry-Run done, Presentations loaded at the console and that the speakers are intimated about going up on stage at least 15 minutes before.

The above practice has been a big help for us  to help our clients meet their objectives and when put in practice it tends to elevate the level of service provided by a notch.

It has always been our motto to help ” Drive Business Growth through Tangible Event Experiences ” and this small step helps us achieve that very effectively.

Pros & Cons to consider while planning an event During the Off-Season.

Pros & Cons to consider while planning an event During the Off-Season.

Many hotels and resorts boast discounted prices and fewer crowds during off season, however to what end.

We list down the pros & cons which you , as a client, should consider while planning an event during the monsoons or holiday seasons.

Pros

Costs are usually Lower

The biggest advantage to planning a company meeting during the off-season is undoubtedly the savings, especially in terms of room and banquet charges. There are very few social engagements which take place and one usually has availability with many places inviting bookings to keep themselves occupied.

As a client it is easier to negotiate and agree on a package as compared to costs during season time.

Resorts and offsites are usually less crowded

Planning a monsoon getaway for your team and conducting some team building exercises is the ideal way to go during the off season.

Resorts or any offsite locations chosen see lesser crowds, which allows for an intimate and concentrated event.

Cons

Weather is a factor

The weather is usually a concern during Off Season, hence cost savings aside you have a very real possibility of your event not creating the requisite impact due to a lack of audience or may be washed away due to torrential rains.

An obvious and real con to planning an event during off season.

Accessibility and Attendance

Even if the weather is stable during the event and not before or after it can be a problem, accessibility and attendance can get affected based on how the weather behaves before the event and event recall can get affected based on how the weather behaves after.

 

 

 

 

 

 

Clients Don’t Buy What You Do. They Buy Why You Do It.

This Blog has been written by Kevin Jackson for eventmanagerblog (Event MB)

Do you believe that events are the future? More importantly do your clients understand? This post considers why events will always be integral to the success of businesses, brands, and retaining the loyalty of those who believe in them.

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Those that know me would tell you I’m a people person.

Those that don’t know me would probably believe them.

It is easy, in business, to overlook the fact that we deal with real human beings.

Real people can get lost between numbers, projections, ROI and profit margins, when really they are the most important thing keeping all of us afloat.

The importance of retaining a human connection externally with customers and clients and internally with staff and stakeholders, cannot be overstated.

And successful connection is all about conversation, mutual understanding, and appreciation which all equals, you guessed it: Engagement.

So What Do We Mean By ‘Engagement’?

Engagement is about adding value, building trust, and driving commitment. In doing so, brands and business are able to move their audiences from passive indifference to active participation.

It’s about creating authentic and meaningful interactions between people and the products and services with whom they choose to spend their valuable time.

It’s no surprise to learn that the deepest connections between audiences and brands are formed through a process that takes people from watching and thinking, to feeling and doing.

Active participation at a personal level with a brand is key to establishing value and a lasting bond. So we need to get personal, get real, and start an authentic dialogue.

Social Net Worth Over Social Networks

Businesses can spend millions on advertising, social networking and social media strategies, but although the web allows us to directly connect with our customers and target audiences, this relationship isn’t always reciprocal.

We can connect to customers digitally online, but this does not mean the customer is connected with us, because the human element is still missing. Social media just makes us a glorified pen-pal. Engagement isn’t just about clicking on ads and responding to sales promotions.

Instead, we need to move away from social networking and focus on being social net worth kings – championing genuine, real connections and relationships with customers over just sticking something before them and asking them to care. Reclaiming the people from the numbers, figures and follower counts.

Because the human element that is missing from social media is experience.
Real-life interaction and participation is comparable to none – and is the greatest marketing tool you could ever want or need.

That’s precisely what makes events so important. Events create the emotional energy behind the sale, the human experience element. And no-one at all, including those in procurement, really choose a logical sales choice.

They make emotional ones – buying ideas. People don’t buy what you do, they buy why you do it, and the only way to truly engage people with that why, is to offer them a direct, human experience of your brand in real life.

Events: Power to the People

Of course, there are still those who might think that the live experience is the soft option. But to do so is to miss the bigger picture. It’s only when we visit a live event that we start to understand what a brand feels like, and how it behaves.

Every touchpoint or element has been designed to represent the brand, allowing for rich, immersive and powerful engagement from start to finish. And it all begins with an understanding of the consumer’s world. Rather than telling audiences that we’re interested in the same things they are, we’re proving it – like I said, people don’t buy what you do, they buy why you do it.

Events build emotional energy which is the most important facet of human connection, which therefore creates engagement and ultimately generates sales and ensures growth.

In today’s world, social media is as intrinsic to our lives as eating, drinking, breathing. We have become more connected than ever, and someone on the other side of the world is as good as our next door neighbour.

But arguably, the value of that connection has decreased. Online, no real thought or effort has to go into communicating any more, and it’s the same with the way brands operate online. With an increase in the ease of communication, there’s a decrease in what it actually means – making the individual feel important.

In Conclusion

Humans are emotional beings and so the key to growth is generating an ethos and culture that is emotionally-driven that it allows consumers to become invested in why we do what we do. And that’s something that cannot be imitated, achieved only from real face-to-face human interaction. And what better way to connect with people than a bit of a party, right? That’s why events will always be integral to the success of businesses, brands, and retaining the loyalty of those who believe in them.

About the Author: Kevin Jackson for eventmanagerblog (Event MB). Voted the most influential person in the UK event industry over the last 3 years, Kevin Jackson has been making his influence felt for over twenty years. He’s been a significant player with some of the world’s most respected marketing services groups, now Vice President of George P Johnson, and President of ISES UK.

5 Low Tech Ways to Create an Active Participatory Conference

This article is written by Jenny Stanfield for eventmanagerblog (Event MB)

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Active Participatory Model is a new way of thinking about conferences that focuses on the top 2 reasons people attend meetings: networking and learning. Its aim is to create the most engaging and personalized experience for participants while achieving the major objective(s) – the ‘Big Why’ – for the meeting.

Personalization and ‘The Big Why’ are two massive trends in the meetings industry, but the answer to both of them is often incorporating technology or expensive experiential activations that are cumbersome, out of reach, or just plain ineffective. It seems that we all want to talk about engagement and ‘leaning in’ but nobody is talking about tangible ways to make that happen in the room.

Following the Active Participatory Model, there are incredibly effective ways to get the most out of your participants and inspire them to be more engaged with your organization’s goals. You can achieve this with little to no technology and actually cut costs on speakers, decor, and more. Sounds ambitious, but it’s pretty simple.

 Integrate Storytelling from the Beginning

Set the tone for the entire conference by incorporating an interactive welcome event that tells a story in a creative way. Your goal should be to get people engaged, connected, and interacting with your organization’s brand right from the moment they hit registration. The focus of this welcome event should be on experiential design, evoking emotion and introducing ‘The Big Why’ in a unique way. This means you can cut the headlining entertainment acts and lavish decor, and instead spend time and energy on a program that promotes team building and group engagement.

 Utilize a Conference MC/Learning Coach

Cancel your expensive celebrity keynote speaker and invest in a Conference MC/Learning Coach who has the expertise and charisma to prime your participants for the best possible experience.

Your MC’s opening keynote should incorporate themes of mindfulness and intention setting for the duration of the program. This will help set the tone for the conference and help participants get the most out of every aspect of your planning. Whether it be to retain new information, network better, get inspired, or just get out of their comfort zone – everyone will benefit from this shift in mindset.

 Embrace Peer to Peer Learning Methods

Short (5 minute) pitches from your concurrent session speakers followed by ‘Deep Dives’ (longer seminar/workshop style sessions) are a growing conference trend. But once participants dive in, keeping them inspired and able to retain new information isn’t as easy as a theater-style set up with a static ‘sit and listen’ methodology. Polling applications can be effective, but often are more of a novelty that serve the speaker more than the audience.

A great way to lock in learning is to incorporate small group discussions and peer to peer discussions. Participants are should verbalize new information and repeat it back in their own words. This is incredibly helpful for memory and long term retention. Another great way to promote active learning is to have your speaker pose questions and have the participants struggle to find the answer themselves before presenting the solution.

Planning social events, team building activities, and CSR programs that synthesize learning and networking are another invaluable way to let people have fun and while meeting your objectives.

 Give Them a (Meaningful) Break!

Destination conferences often aim to pack in as much as possible into the schedule. It’s understandable that there is pressure to make every second count to offset expensive travel costs, but the last thing you want is participants who are distracted by their smartphones, hungry, tired, or just plain burnt out from a demanding schedule.

Make your breaks count. Include something active such as an early morning yoga session or meditation room. Set specific breaks throughout the day for rest, relaxation, personal time, and time to catch up on business outside of the conference. This will eliminate distractions when it’s time to learn and network.

 Make Your Conference Count All Year Long  

Pre and post initiatives can make or break your conference – both for interest in registration for the future and with maintaining engagement and ROI year round.

 Pre-conference:
Release teaser videos from your conference speakers posing questions they plan to answer and describing what participants will get out of their sessions.

The day before participants arrive, hold speaker coaching sessions for the organization’s leaders and industry experts. You can hold rehearsals with full AV set-ups to avoid tech mishaps and ensure speakers are comfortable with their surroundings at the same time.

 Post-conference:
Email a video out of the highlights of the conference. This helps reinforce positive memories and create actionable change. You can also use this to promote future conferences and for ongoing training for those who were unable to attend the event.

You can also encourage participants to engage with speakers and industry experts on social media and send out additional information about their webinars, books, and further courses for a more in-depth learning experience.

 In Conclusion

Technology, celebrity, and spectacular decor are all fantastic elements to enhance your conference when they are implemented correctly, but they often do not create a participatory experience. We as event professionals want our participants to feel inspired, fulfilled, and come away armed with new information and new friends. Following the Active Participatory model, we can achieve all of this without breaking the bank.

 

About the Author: Jenny Stanfield is the Lead Event Producer at Engagement Unlimited. She is a passionate, creative event professional who was recently awarded PCMA’s 20 in their Twenties distinction. Her focus is pushing the boundaries of group engagement and maximizing learning and networking at events.

Picture Courtesy: ishwmcon2015