Top 5 Questions to Ask Before Booking a Venue for Your Event by Richard Carlstrom

Producing a corporate event can be a daunting process. First, you’ll need to put together a competent organizing committee. You will then create a critical path sheet to ensure your event is tracking nicely. But before you and your team plunge into a million and one to-dos, there are two urgent tasks that you’ll need to get out of the way: setting the schedule and deciding on the venue. Without a clear view of these two critical items, your event can become a corporate nightmare.

Getting a schedule that everyone can agree on can be challenging. However, securing an ideal hotel or venue can prove even trickier. It’s hard enough to find one that’s available for your target dates and meets all your event requirements without competing with other companies or businesses for the same location. So it’s no wonder many executives rush to seal the deal. Yet, hastily doing so without gathering more information can cause more problems than you’re prepared to handle. The devil is truly in the details. So, before you sign on the dotted line, you may do well to ask the following crucial production-related questions.

Five Key Things to Ask Your Hotel/ Venue Management

1. Is there enough space?

The venue may have ample seating capacity in the major conference hall to accommodate the entire audience. Yet, the event production requirements for typical corporate affairs, like a national sales meeting, require provisions for breakout rooms and social spaces such as for meals, coffee breaks and parties/receptions. Not having enough small breakout rooms can seriously undermine the effectiveness of the summit or gathering.

How about work areas for the staff? Every calm and composed event is only possible because of the underlying flurry of coordination. Yet, the conference participants need not know every follow-up, every to and fro, made to ensure that everything goes as smoothly as planned. A dedicated staff room, or” war room”,  for the core committee and other organizing personnel can ensure that the attendees stay focused without any visible distractions. This can also give the staff much-needed short breaks away from the crowd. An additional prep area, or “green room”, for your keynote speakers and entertainers (yep, they need some privacy, too) is also desirable.

What about the equipment? All event apparatus and materials already need to be at the venue by Day 0 of the event. So you’ll need to have somewhere safe to store them before, during (if you need to switch equipment in between sessions), and after the event (before take-down and clean-up).

If you’ve booked a venue where other events are also being held, you may want to request a dedicated check-in and registration area to facilitate assembly.

It isn’t enough to secure parking for the meeting attendees. You’ll also want to ensure that you have arrangements to accommodate the deliveries of your various suppliers and event partners.

Most conferences end up with a night of fellowship where participants and guests get to mingle naturally with each other. During such parties, meeting attendees may want to really hang loose and turn up the volume (literally!). In such cases, you may want to turn the party into an outdoor corporate event. Check with the hotel for alternative spaces that can provide a friendlier and more casual ambiance.

2. Are you AV- and technology-savvy?

It’s easy to assume that a venue with the fanciest furnishings has the latest AV and technological capabilities. Yet, many meeting presentations with the most intensive preps have gone awry simply because of these wrong assumptions. Check carefully with either the venue A/V department or your production company as to what type and quality of microphones, video cameras, screens and other event production gear are available both in the main halls and in the smaller meeting rooms. It is also crucial to discover what exists in the way of power and band-width in the various meeting rooms. If there is not enough power to support all of the lighting, projection, video engineering, audio and all other technical provisions for the conference you may need to have supplemental power provided. Also, ask if the hotel has standby generators. Naturally, no matter how advanced your AV or tech equipment is, you won’t be able to run it without these “Plan-B” devices.

If some of your attendees will not attend the conference in person yet will need to view the conference remotely, then you will need to produce a hybrid conference – both in person and virtually. Therefore, you’ll want to ensure that the venue is equipped to turn out a high-quality technical event production. For example, is the location wired for video live streaming? Does it have an on-site control room or HD broadcast studio to facilitate superior engagement between your in-person and online audience? Avoid any technical mishaps by doing a line-by-line check of all the production equipment you’ll need.

Stable and secure technology ensures that you’re able to run a successful on-site, virtual, or hybrid event. At the same time, it can help assure that your company’s proprietary info or trade secrets remain so. Ask the venue management if they have separate networks that they can provide exclusively for your production team and meeting attendees. This way, you can keep outsiders from accessing your network, protecting yourself from data breaches.

3. Do you have venue restrictions and limitations?

From your first site survey, you may already be familiar with the venue’s policies on cancellation, check-in and check-out times, payment methods, etc. Yet these guidelines may not cover equipment and personnel movement, which is crucial, especially if you have a special event production. You’ll need to work with the venue management to check the layout and determine the flow of personnel and equipment. For instance, where and how will you load your equipment in and out? Is there a dedicated loading dock or freight elevator you can use? Get all the nitty-gritty details to ensure ease and efficiency of movement.

The hotel or venue may have plenty of spaces to accommodate your every need, but you’ll want to know when you can have access. So it’s essential to also present a meticulously detailed schedule, from accepting shipments and setting up equipment to the tech rehearsals, the general session, the break-outs and clean-up (and everything else in between).

How is the sound insulation at the venue? For more subdued corporate activities like strategic planning or an intimate C-level gathering, you’ll need a quieter place where you can perfectly hear each other. If your hotel doesn’t have soundproofed rooms, you’ll want your meeting venue away from the hotel pool or another conference room.

4. Are there any extra costs?

Unexpected little expenses can add up to a hefty sum. Keeping tabs on all the possible costs in the event production process can help you avoid unpleasant surprises when the bill arrives. Here are a few items you’d want to watch out for:

• Set-up costs
• Clean-up costs
• Parking fees
• Event insurance
• Corkage fees (if you’re bringing extra spirits to the culminating parties)
• Additional charges to bring in your own event production company to provide technical equipment and personnel
• Mandatory gratuities
• Energy surcharges

5. Who will you be working with at the venue?

You can only expect to receive great service from excellent service personnel. So, it would be wise to assess the kind of staff that the hotel can provide for your event. Review these questions with the hotel or venue management:

• How many attendants will be assigned to your event, and where will they be stationed (so you can reach them easily)?
• What is the technical background of their staff? Are they trained for emergencies (we’re repeating this bit because this is critical)?
• Does the hotel have a backup plan in case of employee absences on the day of the event?

Simplifying the event production process

Ensuring a successful affair requires the exercise of due diligence. And this entails asking all the right questions before signing the contract. Yet, there is a more efficient and effective way of going about this whole stressful business of planning. The solution? Hire the right event production company.

At Carlstrom Productions, we pay exacting attention to every detail, so you don’t have to. Whether in-person, virtual, or hybrid, we have the cutting-edge technology and industry experience to deliver your vision exactly the way you want it—and perhaps even a little more. Reach out to set up a capabilities presentation today.

Meetings and Events in a Post-Pandemic World: 5 Things To Expect by Richard Carlstrom

In March of 2019, the entire world experienced a major disruption as the pandemic destroyed lives and livelihoods. Industries were thrust before a daunting prospect: “Shape up” or ship out. Production companies needed to innovate for a new virtual event production experience as in-person audience events were canceled en masse. The effects of the global economic downturn rippled into boardrooms and conference halls. Strategic directions were scrutinized, projects were overhauled, and events were canceled or postponed.

Now, in December of 2021, live events are beginning to see the light of day as the strains of the pandemic are fading.  Corporations able to hold their ground, by pivoting to more resilient business models, are now flush with cash after a year and a half of controlled spending on corporate events. It looks like everyone, including the business community, is rushing off to all the things they’ve missed, filling up their calendars with post-pandemic events.

Yet, it isn’t as simple as going back to “normal”. What exactly will be the “new normal” for post-pandemic events? Here’s a rundown of what to expect in the meetings-and-events arena in the aftermath of the COVID crisis.

Post-Pandemic Event Expectations

1. In-person events: Familiar yet different

An in-person event will remain the experience to beat in fulfilling our need for human interaction. Regardless of what virtual platform we use, it still isn’t the same thing as being elbow-to-elbow with your associates. There isn’t anything that can parallel the joy of satisfying all our senses when we physically engage with each other.

However, an attention-grabbing concern faces in-person event organizers. While working remotely during the pandemic, employees have learned the benefits of being “present” yet disengaged in online meetings. They have realized that they could go on half-listening mode to do minor tasks on the side. Others have also discovered that they could simply tune out and just catch up later by watching or listening to the recording of the meeting. You end up with an audience with shorter attention spans who would rather get out of the venue than get on board your agenda, even at in-person events.

Event creators will need to shake things up, to create richer and more novel in-person experiences that will be captivating, compelling, and will keep the audience glued to their seats for the entire run of the event.

Companies will need to overcome the challenge of keeping employees interested and invested enough to remain in their employ, especially those who have tasted the delights of autonomy and choice. Impactful events that will strengthen their commitment to the company will be a significant part of the solution.

2. Outdoors: The new destination

Because the Coronavirus continues to evolve, scientists and world leaders now see it as a situation to be managed instead of as a problem to be eradicated. Holding an event outdoors in the fresh air will considerably help lessen the risk of contagion. Therefore, outdoor event options will be part of the “new normal.”

Tents, while they come with a considerable cost, can provide other benefits over an indoor venue such as expansion of capacity and space, some natural lighting and creative opportunities with the design of the environment.

3. Virtual Events becoming the new norm

Grand View Research, a U.S.-based market and research company, predicts that the global virtual events market will shoot up to $504.76 billion by 2028, or a compound annual growth rate of 23.7% from 2021. Even with the increasing frequency of in-person gatherings, virtual events will remain a popular means of communicating for certain purposes. For instance, content-heavy meetings, such as educational seminars or training events, may also be better served online.

Yet, if virtual meetings and events are here to stay, so remains the challenge of counteracting the lack of engagement and liveliness. With in-person and hybrid events competing equally as viable post-pandemic ways to meet and gather, virtual event organizers will need to work with platforms and processes that can bridge the gap.   They’ll need to look for ways to encourage better collaboration and strengthen connections that would happen naturally at an in-person event.

4. Hybrid meetings: A new option

Hybrid meetings are events that have both a live audience and online attendees. Statista revealed that 52% of American respondents say “they’ll attend both in-person and video conferences after the health crisis.”

Being kind of on the fence, hybrids have the advantages and disadvantages of both in-person (with deeper engagement, yet more complex to set up) and virtual events (cold platform yet simple to manage).

Hybrid meetings can be more challenging, though, because you’ll need to manage two different types of audiences at the same time. Typically, the online audience has a harder time keeping up, as they stream content live.

Hybrids will, therefore, need to use more flexible and responsive platforms that have full digital functionality to support the needs of both the physical and virtual audiences.

5. Post-pandemic politeness: The new social norm

As more local and state governments retire their mandates and ease restrictions on limited-capacity events, the creation of post-pandemic event etiquette will be necessary to guide the behavior of your employees.

Can you shake hands? Admittedly, the etiquette business can get awkward. People have different comfort levels of interaction. You could ask your conference attendees ahead of time (via a pre-conference registration survey) what their individual levels of comfort are about social distancing, hand-shaking, etc. That way you can customize  your event to match your attendees comfort level and thus reduce or eliminate any fears that could diminish full participation and/or presence at your event.

Once you have a clear idea of your attendees’ comfort preferences, it’s crucial to clearly articulate what those health and safety protocols are.  This will go a long way in safeguarding not only your health and that of your employees, yet also your attendees and your broader relationships.

Postscript

Post-Covid life can be exciting, confusing, and challenging—all at the same time. Keep yourself from being overwhelmed when planning your events by knowing exactly what to expect from post-pandemic events and meetings.

Or you can call Carlstrom Productions and let us help you figure out how to create the most compelling and engaging post-pandemic event for your company. Whether in-person, online, or hybrid, you can make your event stand out with our event production experts. Talk to us today!

Lighting For Shows And Corporate Events by Richard Carlstrom

The mood of the theater crowd turned melancholy as the character of Alexander Hamilton, played by Lin-Manuel Miranda, sang the desperate lyrics of “Hurricane” in a scene in Hamilton.  The audience sat transfixed as the whirling lights seemed to drown the main character in a flood of purples and blues that mirrored the raging emotions within him. So effective was the lighting that it helped the artist sink his teeth into his role. Later on, he said that the lighting effects were so powerful that they were unsettling. Such was the impact of the stage lighting used in Hamilton. While Miranda played the title role to perfection, so did the lighting designers and engineers.

Aaron Rose, the American artist best known for directing the art movement film Beautiful Losers, said that “in the right light, at the right time, everything is extraordinary.” Lighting for shows can make or break any stage event, be it a product launch, trade show, annual conference, or corporate gala. As critical as lighting is to the success of your next corporate event, you need not feel overwhelmed. Read up on our pro guide on stage lighting basics to throw some, well, light on your subject.

The importance of great stage lighting

1. Visibility

Light travels faster than sound, and your message or narrative will make its impact visually before the audience hears it. Lighting, therefore, plays a key role in presenting the action on stage.

2. Mood

Light creates the architecture in the air that provokes thought and induces emotion. Optical illusions, moving lights, shadows — leverage all these to create the desired mood or atmosphere.

3. Composition

With so many different things happening all at once in the live performance space, you’ll want to have control over what is going on. With the right accenting, you can play it up or down as you desire, guiding the audience to where you want them to focus, even as you harmonize all the other parts of the stage.

4. Plausibility

Authenticity is key to getting your message across. If the audience doesn’t believe it, they won’t buy it. Lighting creates plausibility by setting the location and time of day and by creating depth and dimension, so the setting is realistic, and the performers on stage can come to life.

How is light controlled in stage lighting design?

Stage lighting design is a delicate balance between the precision of science and the passion of the arts. So much is at stake with stage lighting that designers need to consider many factors to make artistic decisions, such as the controllable elements of light.

1. Direction

The lighting design team determines the point from which the lighting instrument is hung and at what point the light hits the stage. The angle of the light should be able to drive the eyes of the audience to the focal point. Heightened visual acuity will allow for greater appreciation of all the action on the stage, add depth with shadows, and increase overall visibility of the details, even the facial expressions of the presenters  or performers.

2. Intensity

How bright or dim is your light? That’s intensity. This will dictate how dramatic or light a moment on stage will be. Lighting engineers turn up the heat on the stage by using intense beams with hard edges, such as when a conference theme is unveiled, or bring the brightness level several notches down to signal the transition to the next speaker.

3. Movement

Movement is any change in the intensity, direction, or color of the lights.

A couple of ways you can create movements through light are through moving heads, lanterns that move with the actors, and a series of lights that are lit up in sequence. One frequently used trick is the use of Gobo rotators. With the creative use of such creative devices, engineers can use light to show action through shapes.

4. Color

Color was leveraged to the hilt in the Broadway play Moulin Rouge, where fantastic red washes saturated the spectacular red-light district scenes. The flamboyant lighting effects effectively depicted the gaudy ornateness and bright yet empty artifice of the infamous 19th-century cabaret. To properly create the right colors that would evoke a period theater feel, lighting designers used the powerful Chroma-Q Color Force.

Any Industry Tips?

1. Safety first

You can’t underscore the importance of safety. Make sure to follow the manufacturer’s specifications. Installation should be done by a qualified professional. See to it that safety cables are wrapped around fixture handles and around the pipes or trusses attached to them. Typically, fixtures should have lighting clamps when attached to steel pipes or trusses.

2. Be bold with your imagination

Push your creativity to the limit; don’t be afraid to experiment with a variety of devices. How about using hanging paper chains that are clustered and lit to create a spectacular yet budget-friendly chandelier? What about a cube set-up or origami cut-outs for an interesting stage backdrop? The possibilities are endless.

3. Technical rehearsals are critical to success

Without such rehearsals, lighting engineers will not be able to check on the accuracy of the lighting plot, cue with the audio team, and make the necessary adjustments or equipment changes.

4. Lighting cues can be one too many

Just like with company presentations with too many distracting and unnecessary animations, too many lighting cues can detract from the clarity of the message and the authenticity of the event.

5. Be wary of oversaturation

It is difficult to resist playing with too many colors if you have a whole spectrum to choose from. Restrain yourself. You wouldn’t want to confuse the audience with the psychedelic colors of the ‘60s when you were originally aiming for a more serious and polished setting to usher in the director’s speech.

Conclusion

All the world’s a stage, and everyone in it, a performer. Get your act — or corporate production — together by keeping these stage lighting basics in mind.

Or better yet, trust the experts to ensure the luminous success of your next corporate affair. Whether for an in-person gathering or a virtual event, we at Carlstrom Productions can create that captivating and immersive experience for you and your company. Let us put you in your best light yet. Give us a call today!