The venue you choose has a direct impact on your clients and can leave a lasting impression. If the venue is not suitable or is difficult to get to, it is the business hosting the event that will receive the feedback. Booking a venue for your event may seem like a simple task and, yet, if you are new to the live-event industry, or even if you have hosted events, overlooking one key item can seriously affect the overall experience for your clients.
A professionally run and excellent event leaves a good impression, which can result in your clients raving about the experience on social media – and this will help to build your brand reputation as a trusted source. Here are seven important tips to remember…
We have produced 1,208 events with between 10 and 4,508 people in attendance and the AV equipment is vastly different for each. With the large productions, we contracted two people to operate AV and the venue's technician usually set up the equipment.
With smaller events, some of our speakers chose to run their own AV from their laptop on stage, which worked well too. Whatever your budget permits, remember to pay attention to this area, because it's one aspect that can REALLY make a huge difference to running a seamless and professional event.
Think about what music you would like to play at the event (known as a ‘music playlist’ in the events industry). Ideally, this will be part of the main-event syntax. Select a song that acts as an anchor and signals to people to return to the room after a break, so you can start on time. Check you have a licence to play music through APRA in Australia, or through your local music copyright licencing body, for a nominal yearly fee. APRA licences the use of music and, they, collect royalties for that use and distribute royalty payments to the owners of the works that were performed or broadcast.
If you don’t outsource the operation of AV at your event and you run it in-house, be sure to have a good supply of microphone batteries available. Do a sound test at set-up and on the morning of the event – if the sound system isn't functioning as well as it could, it can leave a lasting negative impression on your delegates.
Consider the room layout; the number of delegates expected and when to set up a room with two screens as opposed to one, so that everyone has a good sight line to the stage. For an excellent and professional look, the data projectors can be mounted from the ceiling – this will also give you more space for seating. If that's not within your budget, some other options include rear projection or setting up a projector in front of the stage. You may choose to buy or hire a short throw projector, which can be positioned closer to the screen and takes up less room.
The information above is a snap shot of some of the important points to consider. There are many other suggestions, depending on the type of event you are planning.
I would appreciate your comments, question and feedback about this post below.
A visionary entrepreneur, Karen founded Universal Stars (formerly Universal Events) in 1993. Her mission is to inspire people and companies to grow, through bringing them live events featuring more than 100 of the world’s top speakers on business and success. A graduate of UNSW (Bachelor of Arts in Sociology and Psychology), her passion is to educate and inspire people to be the best they can be. Karen delights her clients with her unique blend of enthusiasm, inspiration, charm, care, wisdom and generosity.