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.

Amazing Augmented Reality at Make In India Campaign at Hannover Messe 2015

This was one of the more impactful Augmented Reality campaigns. Wizcraft pushed the envelope to drive home the message of Make In India 🙂

If you have any such interesting videos to share, we would love to see them! Feel free to post them in our comments section.

One of the best product launch events ever.

A blast from the past, but yet one of the best launch events I have seen.

Nokia roped in Deadmau5 to help launch Nokia Lumia 800 in London.

Specialized Projection Technology and insane graphic design lit up the Millbank tower in London, highlighting product features to enthralled audiences.

Have you seen better? We would love to find out, leave a comment! 🙂

Justin Bieber’s Demands. A brilliant marketing gimmick?

Bieber came across as unbeliebable even to the beliebers!

Justin Bieber will perform for the first time in India on May 10. Days before the show, a list of bizarre ‘demands’ made by the singer went viral.

Some of these demands include:

1. Transport:

A Rolls Royce and a jet for himself. Two Volvo buses for his 120-member crew.

2. Necessities

His five-day tour demands a  ping-pong table, a Playstation, IO HAWK, a sofa set, washing machine, refrigerator, cupboard and a massage table.

3. Stay

Two 5-star hotels have been booked for his accommodation. Justin wants the room to be decorated with purple carnations, and lilies are a strict no-no.

4. Comfort

Because of the obvious tiring routine, the Boyfriend crooner might want to practice yoga and has asked for his room to be supplied with aromatic oils, incense sticks, and books on chakras and yoga asanas. Like this wasn’t enough, a masseuse is being called in from Kerala for him. His demands also include wild berries and vanilla room-fresheners, Dove body wash and hydrating lip balms–we know the secret behind that glowing skin, finally.

5. Decor

The pop star wants the dressing room to be draped in white curtains and must have a glass-door refrigerator. The refrigerator must have these few thing at all times–twenty-four bottles of still and alkaline water each, four energy drinks, six vitamin water bottles, six cream sodas, four natural juices, four vanilla protein drinks and half a gallon of almond milk.

6. Food

This is only a part of the menu – vegetables seasoned with ranch sauce, diced fruit, organic bananas and seedless grapes, a deli platter of organic turkey, lettuce, Colby and provolone cheese, black olives and green and banana peppers.

7. Backstage

The backstage requirements include white sliced bread, potato chips, mint and watermelon gum, white cheddar popcorn, Ghiradelli dark chocolate with sea salt and almonds, menthol and watermelon gum, vinegar chips, organic dried fruit, peanuts, and all berries cereal. He has also listed some special treats like a large pack of Swedish Fish, boxes of Ritz Bitz peanut butter and cheese sandwiches and multiple packs of Haribo Cola Gummies – let’s just hope that’s all.

8. Clothing

Apart from the glass-door refrigerator loaded with food items in his dressing room, Justin requires two packs of plain white crew-neck tees (in sizes XS and L), two packs of white tank tops (sizes L and XL) and three packs of white low-rise socks (sizes XS and L).

This list has been shared all over conventional and unconventional media triggering conversation about how the organizers are fucked and what luxury looks like and what a waste and how amazing the performance might be and all and all.

What we think…

As much as the list is made out to be a magnified piece for scrutiny, a majority of it are basic necessities artists expect when performing and something which organizers expect from the start.

The more outrageous demands are what go with the celebrity value Bieber brings to the table, evident from the fact that people purchase tickets priced between 50,000 – 75000.

What amazes us as event managers ,(of course assuming this was leaked on purpose and we do not understand how so many members of the press can just stumble upon information not available so publicly)  is the virality this list has gathered within main stream media and how the popularity of the event has soared within 24 Hours. Yes, there are negative comments and yes there is some bad publicity, but as they say, no publicity is bad publicity.

 We see this as a master stroke as far as marketing the event is concerned as it has reached more people than even paid media did, which in all honesty was not up to the mark and we doubt was generating any conversions.
What do you think?

5 things you can do to make your next event a success !

As a client, you have expectations. You want to plan a fantastic event for your clients in a cost effective manner and generate maximum return on investment out of doing so.

You want to be on top of your game and you want to create a long lasting impression which your audience will remember until the next event you organise.

You want them to expect better and more when they attend your company’s next event.

You have 2 options here :

Try to become an event manager and be the jack of all trades, where you try to do everything and end up giving little attention to what will actually give you a return on your investment.

OR

You hand over the event execution to an event management company, who do this everyday, so that you can concentrate on furthering relations with your attendees and ensuring your guests feel welcome out of attending the event.

Our guess and our hope is, that you will choose the latter. We know, from experience, it is not possible to completely let go, which is absolutely normal and some thing we appreciate. The passion is what drives any event planner to go the extra mile.

We tell you what you can do to make your event a great success.

Trust your event planner 

trust puzzle

This we list down first because it is that critical to ensure a successful event.

It is imperative to keep absolute transparency and be candid about what is expected.If any information is withheld regarding the work that your event planners are entrusted with, it can have adverse effects on the over all functioning of the event.

Your event planner needs to see the event from your perspective to ensure flawless execution.

Be the single point of Contact 

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With most companies, more often than not, more than one person is assigned the responsibility of seeing the event through.

What is most recommended, is for the event planner to have one point of contact in order to ensure one clear channel of communication and to avoid miscommunication.

This practice gives your event an organised approval structure and makes all event processes quicker and more efficient.

Follow Timelines / Deadlines

Terminplaner

This is one of the most important aspects. Almost all event companies will give you a sheet, which will list down when specific things such as Podium presentations, attendee lists, approvals on event graphics and agenda are required latest by.

If your event management company does not ask for those saying that will be managed on the day, that is a massive red flag,

The reason for this is obviously to back up on all the finer details involved within the event.

The event only gets as good as what the presenters and audience make it, hence always meet those deadlines.

Stick to the hierarchy

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This is a subtle reference to point no 2. While a single point of contact at the clients company is expected, it is important, especially during the event that only the event planner who you have been dealing with be handed out instructions.

On the day of the event, you will see many event staff doing many different things, all directed by one person. If you were to hand them a set of instructions apart from what they are doing it would upset the wagon wheel completely, breaking a sprocket in the entire event machinery. Always ask the event director on site to assign someone for something you require.

To give you an example : If 2 hosts are assigned the responsibility of registration, and you ask them to escort a VVIP to their seat, they may do so, but that makes you vulnerable to losing the visiting cards collected at the registration desk and also leaves your registration desk unattended.

On the day, leave it to the experts:

This pretty much, is a compilation of all the above points put together. The reason to mention this though, is because most clients don’t realize that this is what your event planner prepared for since they first received the brief.

What we encourage our clients to do is, after the dry run is completed to leave the console and logistics in our capable hands and you enjoy the event, with your point of concentration being your attendees and speakers.

5 Instances of Indoor Projection Mapping at its very best for Product Launches!

As an event planning tool, 3D projection mapping can add a tremendous depth to your event and is one way you can leave your audiences awestruck!

Event planners and event management companies use projection mapping regularly to deliver outstanding innovation and exceptional creativity to their clients to create that WOW factor that all clients seek.

We at Pegasus are always looking to innovate and have also used projection mapping in the past to narrate a story.Most times our inspiration comes from the research we do and what our colleagues within the industry are doing globally.

This post shows you 5 instances of Projection mapping at its very best…

Absolut Vodka 3D Mapping by K-Tone Productions

2.IBM Product Launch

3.Jaguar tour event in China created by Auditoire China

4. Launch of IXM Merge for Invixium.

5.New Balance: Evolution of 996 series

These are just some of the instances where Projection Mapping has been used to launch products. There are many more videos where the envelope for innovation has been pushed to create something phenomenal.

We would love to hear your feedback in our comments section !

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