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.

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What’s in a venue anyway?

 When planning an event, getting the venue correct is one of the most critical things which helps you attract your audience and create maximum impact out of doing the event.

Out of all the events which take place within the corporate spectrum, cocktail receptions and networking meets are the most frequent, with almost every company calling in their clients to spend some quality time outside the office, without having little or no formal agenda to the evening and creating meaningful relationships which help further client retention. Based on Pareto’s law, many companies use this as a tool to strengthen ties with current clients as well as to impress upon existing clients.

With so many companies organizing cocktail and networking meets, budgets assigned usually are controlled and at the same time, clients want to offer their guests the absolute best in food and drink.

While we think, hotel banquets especially 5-star ones are yet unmatched in terms of service quality and we from experience can say that a 5 Star name alone creates an impact, the past few years have seen the emergence of nightclubs as a new breed of places as an alternative to 5 –Star hotels which serve as corporate cocktail venues.

Based on past experiences we create a list of what you as a client need to know while you try to decide on a venue for you next company event/ Party:

5 Star Hotels

The charm and the charisma which 5-star hotels add to your event is exemplary. The ambiance created is usually the best, the brand of the hotel rings a bell with most attendees and attracts a great response from your invitees.

However, as they also say, “Quality comes at a price”

With the hotel usually, you would start with a dinner package with alcohol being as per consumption.

For the Set-up, you would require to include a charge for venue rentals within your budget, as giving you the venue for most of the day means a revenue loss for the hotel, which in business terms would not make sense.

The hotel would give you the banquet hall and extremely brilliant and hospitable service, but that means everything from your stage, sound, lights and AV is yet to be accounted for.

All licenses including liquor have to be accounted for additionally.

This is the best part however, 5 Star Hotels are available to be rented out on any of the days of the week including Fridays and Saturdays.

They can be approached for any kind of event you plan to have, and are not limited to any particular kind.

 Night Clubs and Lounges

Nightclubs and lounges are built for cocktail receptions and parties. The ambiance provides for candid conversations and an informal setting.

These venues usually offer you a per person package which includes Alcohol service and dinner at one flat fee for unlimited service. This fee usually is as much or a little more than what a 5 Star would offer you just for dinner.

Most Nightclubs and Lounges open for dinner and are non-functional during the day, which allows using the venue for Set-Up at no added cost. However, setting up a stage in case you want to have entertainment can be a challenge due to space constraints.

Along with the venue itself, most night clubs usually have a sound system and ambient lighting for a cocktail reception built in, and they usually include that within the package cost per person. This means you as a client do not have to shell out the extra bucks for Sound and Lights and can either save them or spend them on Corporate Gifting or Décor.

Many of these venues acquire event licenses on a yearly basis, hence they do not usually ask clients to acquire a license for a DJ or Live Entertainment. This, however, is subject to government regulations and all mandatory licenses need to be in place before the event takes place.

The disadvantage faced with Night Clubs and Lounges is, they usually never give out the venue exclusively on a Friday or Saturday, unless you do a complete buy-out. In that case, the cost usually goes higher than expected.

You cannot have banquet seating like you would at a hotel or banquet, you usually need to have floating crowd at the venue.

The kind of events you can do at these venues are limited to just cocktail receptions and company parties.

Besides the above-mentioned venues, an event is possible to conduct anywhere you would like, including your own facility as well.

The above information is solely based on our experiences as event planners, we have managed various events at both type of venues for our clients in the past and from what we have noticed, an event is only as good as the client makes it, you know your audience best and we hope the above information can help you make an informed choice the next time you look to organize a cocktail reception or party for your company.

10 Small Details That Ensure a Huge Impact at Your Event

10 Small Details That Ensure a Huge Impact at Your Event

Venue Floor Plan 

Design a venue floor-plan that helps provide details about all entry, exit, charging points, and access to conveniences. A copy of this floor-plan should be included within the event paraphernalia given to all attendees. These tiny details help make the event more organized and at the same time provides attendees all information regarding what they require, saving them the trouble of finding an event coordinator any time they require something.

On – Ground Team Recruit your friendliest, most knowledgeable employees to remain scattered throughout the venue so someone is always available to answer attendee questions — and make sure they stand out! For example, your employees can wear company badges attached to their shirt pockets. People will have lots of questions. Making it easy to find and identify event point persons will thrill attendees and nip frustration in the bud.  

Welcome and Survival Kit

A welcome packet that includes a map, nearby places to eat, local activities, taxi or car service contact information, and emergency phone numbers accompanied by Hand Sanitizers, Protein Bars, a mini first-aid kit, Chocolates and an Energy Drink goes a long way in terms of appreciative value and makes guests feel like royalty. Many attendees may be coming from out of town, and this would help them feel at ease navigating a new city or location.

Lounge Area

Designate an area where people can lounge around, have one-on-one discussions, check their email, and make phone calls. This should ideally be space where people can escape the conference and be free to deal with any tasks they might have at hand. Doing this will prevent attendees from leaving the event when they need a break and will help avoid the risk of them not coming back.

 

ID Tags with Lanyards and Jackets

There should be a clear distinction in the ID Cards given to different people at the event; you should differentiate between partners, sponsors, VIP,customers and company employees. It will make the attendees feel special to be part of a group, recognized for their relationship with your company, and easier to network with others who are part of their group.

Lights Control

Lighting during events has an unbelievable impact on the mood of the audience attending, the key is to always make sure the light is just right for every session taking place. For example, during a presentation the lights should be dim but at the same time bright enough for people to take notes or during a cocktail reception the lights should be ambient helping people relax. We always recommend that your clients should control all event lighting from the console and have preset combinations for every segment of a particular event.

 

Pre-Event Follow-Up

After invitations have been sent and RSVP done, it can be advisable to have a calling unit doing a round of calls to the invitees asking them if they need any help making their bookings or any help with regards to them attending. All queries should be noted and duly acted upon. This goes a long way in invitees feeling special and ensures there are minimal drop-outs.

Post Event Follow-Up

After the event, it is a good practice to have the same calling unit do a round of calls to all who attended asking for their feedback and providing them access to the presentations from the event.This helps keep in touch with customers well after the event is completed and helps keep them posted on any other initiatives you might be planning.

Social Media

Provide real-time updates on sessions and presentations from your event on available media like Facebook, Twitter and the event website. Let people sign-up with their information and access the event live on the event website as it happens, this would help reach a wider audience, and if people cancel, alert them of the opening. Also generating hype of the event on all available media before the event happens would help reach a wider audience. Concentrated email marketing campaigns to a broad audience can play a big part.

Effective Registration Process

Registration is a thorn in everyone’s side — attendees and conference organizers. Having a minimum of two people at the registration desk helps carry out registrations with ease. One person ticks out the persons name from the list, the second person hands over the id card and collects the persons visiting card. Alternately, what we recommend to clients is to set-up an online registration portal, to help ease out the process of pre-event registration and RSVP.