Planning an event? Here’s what you need to know

If you’re planning an event, you might be feeling a little unsure about where to begin! Events are a great way to bring people together, and share a moment, message or idea with a captive audience. They do, however, take considerable time, effort and organisation to execute successfully.

That being said, we’ve put together some of our favorite tips to help you plan your next event:

Know your time limits

Planning events takes a lot of organisation, effort and time. It’s best to start as early as possible and give yourself a checklist so you don’t miss important elements. Lists and spreadsheets will become your best friends! Our post gives you a general timeline of some common event tasks that may help you plan your next event.

Use technology to help you stay within your event budget

The most effective event planners are constantly on the lookout for ways that they can perfect every event, while remaining within their budget. Technology has an important role to play in event planning, and can be used in a variety of ways to help plan, organise, and execute an event. Check out our post on the ways that technology can be used in event planning so you won’t break the bank.

Hire a professional photographer for your next event

Good event photography is something that lives on well past the event. The photos give attendees an opportunity to reflect on the event once it’s done and show others what they missed out on. They can be used to advertise the next event, or to liven up your social media channels. Here are some reasons why hiring a professional photographer is the best choice for your event.

Appoint a reputable AV provider for your event

Audiovisual technology can add a special something to your event. Whether you use lighting elements to create atmosphere in the room, or require a stage to be set up with microphones and speakers, a good AV team will have you covered. How do you choose the right AV team? Our post will guide you.

Ensure that your guests turn up to your event

When planning an event, even when you know your event is going to be engaging and exciting, you still may find yourself worried, thinking ‘what if no one shows up?’ This fear is fairly common in the event planning industry, and if it feels a little familiar, make sure you read our post for ideas to help you make your event irresistible to potential attendees.

Expect the unexpected

Planning events can be both exciting and stressful. You need to make a great, lasting impression but you also need to be poised and ready to spring into action should something unexpected happen. The best way to expect the unexpected at your event is to be prepared. Here are some of the common mishaps we see at events and how to address them.

As you can see, we’re pretty passionate about doing events right! If you’d like some help planning your next event, contact us today.

4 creative ways to use a gobo at your next event

If you’re looking to add that something special to your next event, gobos are one of the most striking, versatile yet affordable lighting options.

A gobo is essentially a stencil cut out of glass or metal, that is then positioned between a spotlight and the area you want lit, creating a unique projected shape. The gobo can be made to project patterns, text, logos, and other special effects, which makes them a great option for promoting brands and products.

The imagery can be projected onto almost any surface such as the dance floor, the stage or a prepared backdrop – instantly decorating and lighting the surface, transforming the space and promoting your event’s message.

Here are some of our favourite uses of gobos from our events:

Patterns as a feature wall

At this event at Sofitel Brisbane Central, a gobo was used to project a series of pinspot lights onto a backdrop, creating a twinkle light look that complemented the event name ‘Shine’ perfectly.


Colour coordination

Often a gobo can be setup to match the colours of your event theme or decor. In this example from Sofitel Brisbane Central, we projected patterns onto a feature wall, matching the colour scheme of the entire room for seamless integration and effortless continuity.


Branding enhancements

Imagine being able to project your logo or message onto the wall, floor or table for all your guests to see. It’s a great way to give your brand extra exposure at the event, and can create a feeling of luxe exclusivity.

Below is an example of this in the lobby at our Sofitel Brisbane Central venue. Using a small projector in a moving light, we could change the image from the computer rather than physically at the light.


Festive theming

A gobo can change the way an entire room looks and feels and it is such an easy way to support your theme at your event. It’s especially fun with themes such as Winter Wonderland, as seen below with snowflakes all over the room at Sofitel Brisbane Central.


Because of the flexibility in design and impressive visual elements, gobos really help to set a mood and atmosphere at your event, which gives guests an even better experience and leaves them with a lasting impression of your message.

If you’re excited to use gobos at your next event, contact us today!

How technology can help you stay within your event budget

The most effective event planners are constantly on the lookout for ways that they can perfect every event, while remaining within their budget. Technology has an important role to play in event planning, and can be used in a variety of ways to help plan, organise, and execute an event.

Here are some ways that technology can be used in event planning so you won’t break the bank:

Avoid printing tickets

Printing high-quality tickets can add considerably to the cost of organising an event. Instead, you can get event attendees to register for an event digitally. At AVPartners, we make use of registration software that is much more efficient for keeping records than pen and paper. There are a range of low cost options that you can explore, such as Eventbrite and Bookitbee.

Harness audiovisual effects

Add to the visual appeal of your event by making the most of lighting, visual and sound technology. Rather than creating elaborate wall decorations to make an impression, clever lighting can completely transform an event space. Furthermore, visual effects through plasma or LED screens can capture the attention of attendees and take them on an exciting event journey. Sound effects can build up a mood, create anticipation, and transform an event atmosphere.

Go social

Social media is a must-have when it comes to getting the word out about your event and keeping people updated affordably. The options are pretty endless on social media; you can advertise on any platform, you can start a Facebook group for event-goers to stay in the loop or to offer their suggestions and ideas, and you can start building the hype well before the event takes place! Social media can be very cost-effective, especially when compared to traditional forms of advertising or guest contact.

When planning an event with a tight budget in mind, be sure to consider how you can make the most of it with creative and innovative ideas which leverage technology.

At AVPartners, we love planning exciting events and are mindful when it comes to your budget. Talk to us today to see how we can impress your guests!

How to make sure guests turn up to your event

When planning an event, even when you know your event is going to be engaging and exciting, you still may find yourself with a sense of foreboding. What if no one shows up?

This fear is fairly common in the event planning industry, so we’ve come up with a few ideas to help you make your event irresistible to potential attendees:

Remain top of mind

The first step to get people to your event is to let them know about it! Send them an invitation, create a Facebook event page, or talk about it in your newsletter – you need to start spreading the word.

Once you have done this, you need to remain top of mind so that people remember that the event is coming up, and can bookmark it in their calendars. You can do this by ensuring that there is an RSVP and other contact information on any invitations or marketing content, along with having regular updates on social media or through email marketing.

Create a ‘Big Idea’

A ‘Big Idea’ is the ultimate pull for anyone to attend the event, and it usually revolves around an amazing experience. This could be in the form of a famous attendee or host of the event, such as an inspiring guest speaker, or a celebrity chef. It could even be the excitement of walking away with a brilliant gift bag. The ‘Big Idea’ lets the attendee know that they are in for an experience they cannot get anywhere else, and you should highlight this in all of your marketing for the event.

Offer a sensory experience

Create anticipation for your attendees by promising and delivering a full sensory experience. You can do this by making the most of audiovisual technology; lighting and sound effects can create atmosphere, and maximise guest interaction and engagement. Add to this experience with amazing food, great music and unique styling. Using a reputable AV provider will ensure your event is executed to a high standard, and that your guests experience the best of the best when it comes to events. After all, a happy attendee means a successful event!

Remember the good times

Good event planners know how to leverage their previous event experiences, especially in the buildup for their next event. They remind past attendees of all the brilliant things that went right with the last event, by sharing images and videos of their success on social media and through other marketing channels. This ensures that there is return attendance from previous revelers, as well as newbies who want to have as much fun as their counterparts.

Excited to use these ideas to plan your next event? Speak to us today to see how else we can help!

Why you need a professional photographer at your next event (and how to choose one)

Good event photography is something that lives on well past the event. The photos give attendees an opportunity to reflect on the event once it’s done and show others what they missed out on. They can be used to advertise the next event, or to liven up your social media channels.

While many people take photos these days on their smartphones, chances are these aren’t of the highest quality. When you want to ensure you have captured your event well, you need to hire a professional photographer.

A professional photographer will expertly document important event moments such as capturing the guests as they arrive, speeches, ceremonies, or other important interactions.

Here are some reasons why hiring a professional photographer is the best choice for your event:

They are committed to the event

A professional photographer isn’t there to enjoy themselves like everyone else is, and they likely don’t know any other guests, so their focus is solely on your event and capturing it from every angle.

They are experienced

Professional photographers have years of experience under their belt, along with an assortment of high quality equipment. This means they know exactly how to shoot in various lighting conditions, weather or locations, and it also means they won’t waste time on the job figuring it out.

Good photos speak volumes

If a picture says a thousand words, you can imagine what that means for a bad photo. Good photos are crucial for representing your brand well. Event photos can be used on social media, in marketing collateral, or to advertise your next event – all places that showcase how professional your brand is…or not.

With the world becoming more and more reliant on visuals to inform us, it’s now more important than ever to ensure you’re visually representing your brand to the highest quality.

So, how do you choose a photographer for your next event?

There are many different types of photographers out there, each with their own style and approach. To make sure you’re hiring the right photographer for your needs, consider the following:

View their portfolio

A professional photographer will have a portfolio or gallery of past events and shoots. This will give you an idea of the quality of their work and their range. Often you’ll find this on their website and social media channels. You’ll quickly be able to see whether they are good at capturing moments from different angles, or whether they just offer the usual same old photos.

Ask questions

If you don’t ask, you won’t know, so don’t be shy when it comes to finding out as much as possible about your potential photographer and their suitability for your event. Who are some of their past clients? How will photos be given to you after the event, and will they be edited? What are the costs involved? How long will they be at the event?

Meet with them

It’s a good idea to meet the photographer prior to the event. This way you’ll be able to ask them questions directly, and see how they interact with you and your team. This is important as it’ll give you an insight into how they handle other people and how they will act at the event. A photographer needs to be professional, approachable and friendly, as they will be approaching your guests throughout the event.

Want to create an event worth capturing? Talk to AVPartners today about how to create a visually stunning event.

How to use a social media wall at events

Creating excitement and engagement at events can sometimes be a little tricky, especially if people are burying their faces in their smartphones. So if everyone is using their phones anyway, why not make it part of the event?

A good idea to incorporate smartphones into your event is to have a social media wall, harnessing the power of social apps such as Twitter, Instagram and Facebook. This gives all attendees the opportunity to participate and be part of the conversation and fun.

What is a social media wall?

A social media wall is effectively a digital screen or screens which display different social media channels and feeds. You can opt to have your social media wall across multiple screens throughout your event, ensuring many people see it, or have one main one as a large feature wall.

How do they work?

Social media walls work by displaying one or more social media channels and feeds, in real time. You could have the Facebook feed of the speaker on there, the Twitter feed for the event hashtag, or the Instagram feed of the event sponsors. The options are endless!

Here are a few things to keep in mind:

Make sure you #hashtag

You can create an event hashtag that gives your event attendees a way to be a part of the event, so that their posts, photos and updates appear on the social media wall. It fosters a lot of fun and engagement between attendees, and it won’t be long before they are grouped around the screens, excitedly waiting for their post to be shown!

For this to work effectively, you must have a simple and on brand event hashtag, that your attendees can use on their posts so they can easily be found on the various social media channels. Some examples of event hashtags are: #ANZgala2017 #NewtownFestival #JoandTomWedding

Make sure the hashtag is short enough that it doesn’t use up too many characters (especially for Twitter), and not too obscure that it doesn’t read easily or make sense.

Start conversations

You can utilise a social media wall to ask questions at the event, or spark light debate. All attendees can get involved and post their opinions, ideas or replies simply by using the event hashtag.

Update your attendees

You can also use the social media wall for event updates, keeping everyone in the loop and up to date. This is extremely helpful at large trade shows or festivals where information might change throughout the event.

If you’re keen to maximise engagement and interaction at your next event using social media walls, contact us today!

3 creative ways to use a projector at your next event

Gone are the days when a projector’s main purpose was to light up a white wall in a meeting room and project onto it with boring words and graphs.

Projectors are now a huge part of the events industry, and it’s easy to see why! Projecting images, logos, graphics and information onto surfaces not only looks impressive, but also brightens event spaces and can complement your event theme. The options are endless when it comes to creatively planning your event projections.

Here are some of our favourite creative uses of projectors at events:

Creating digital visuals

One of the most common ways to use a projector is to simply project imagery or graphics onto the wall. An example below from our Sofitel Brisbane Central venue shows that this can be utilised in a large format, so it’s a great way to showcase a lot of images or make one stand out. Unlike traditional artwork on canvas, projected images can be changed continually throughout the event, thus changing and enhancing the mood, theme or event message.

DSC00575

Enhancing your branding

Another one of our favourites is to project a business or brand’s logo onto a surface area. This is such a great way to give your brand extra exposure at the event, and can create a feeling of luxe exclusivity. Below is an example of this in the lobby at our Sofitel Brisbane Central venue.

IMAG1817

Video projection and projection mapping

The projection fun doesn’t stop at images – we can even project videos onto surfaces! This can be done by simply projecting a video onto a wall, or it can be a source of entertainment in and of itself by using projection mapping. Projection mapping essentially ‘maps’ out the surface area of where the video will go, usually over odd and irregular shapes, before a detailed projection is showcased on the object. It’s the same technology used in Sydney’s Vivid lights festival.

Our team at Perth Convention and Exhibition Centre (PCEC) recently did a fantastic job projection mapping a St John’s ambulance, and wowed guests at their conference. They positioned two ‘unbranded’ ambulances in the room on either side of the main stage and projected an animated “multi-stickered” ambulance image onto the vehicles.

projection-mapping-250w

To see it come to life, check out the video on PCEC’s site.

If you’re keen to include this technology at your next event, contact us today!

Are these events still in your marketing plan? They should be!

At AVPartners, we live and breathe events. We know events offer an exciting opportunity to engage your customers or clients in a truly unique way. There are a number of reasons for your business or brand to hold events,  and keep them in your marketing budget.

However, it is also a good idea to consider the types of events you have in your marketing plan. Are they worthwhile from a business point of view, or do they need a little refreshing?  

Here are the some of the types of events you should consider including in your marketing plan for your business to get the most out of the year ahead:

Launch parties

If you’re launching a new product or service, a launch event is a great way to showcase your new or upgraded offering to a captive audience.

While the product or service is the reason for the event, a launch party is also a great time to meet and greet your stakeholders and customers, and answer their questions in person. There’s so much scope with launch events to really make an impact and have fun, such as styling the event, offering demonstrations and running competitions.

Client or customer focused events

Sometimes simple things like thanking your clients or customers for their patronage goes a long way to strengthening those relationships; maintaining loyalty and encouraging excitement in your business or brand. You can also use the event as an opportunity to introduce guests to your other products or services, further build your business’ profile or add value by facilitating networking opportunities. If your business is a not-for-profit, you could also use events like these for fundraising.

Employee focused events

Your employees are your gold – without them you have no business. So it makes sense to treat them right and keep them happy, yes? When people feel appreciated, it helps to motivate them and increases their loyalty to your business. Employee events give everyone in your business a chance to mingle and bond in a more casual setting than the workplace which fosters positive relationships between colleagues and builds a great company culture. Popular employee events include team building events, cocktail and dancing events, or even weekend trips away! At AVPartners we organise regular team events and believe we are stronger and more in tune because of it.

Events are a powerful tool for your business’ marketing strategy, so make sure you consider how each event type fits into your marketing plan. Then, give us a call so we can help you organise the event and impress your guests!

Top tips for clear audio at your event

Audio is one of the most important, yet often overlooked, elements at an event. Any issues with audio at an event can leave guests with a negative impression, and make you or your business appear unprofessional or unprepared.

For clear audio at an event, you’ll want to ensure announcements are audible in an open space, or that presentations or music can be heard both at the front and back of the room.

Here are our tips to ensure your audio is clear:

A little goes a long way

You don’t need to overdo the volume or audio effects to make a great impact on guests. If there are changing parts to a presentation, such as a shift between speaking, music or video, make sure the volumes are set and that you won’t shock your audience by a sudden increase in decibels.

Match the right tool for the job

Just as you wouldn’t eat cereal with a fork, you need to use the correct microphone or speaker for the job. Microphones and speakers all have their own qualities that make them best suited to particular sounds or presentation settings.

Make sure presenters know how to use their microphone

With the many variants of microphones available, it’s important to give your presenter a quick intro to the one they will be using, so they’re aware of it’s capabilities and how they should best handle it. For example, a presenter may need to wear a lapel microphone and as such they will need to be advised not to create excess noise through their clothing covering or coming into contact with the microphone.

Ensure you have qualified technicians at the soundboard

Audio at an event is not just a ‘set and forget’ type of support, it needs qualified technicians to organise, manage, and control it throughout the entire event. Hiring an in-house AV team, such as AVPartners, can be a fantastic option as in-house teams know their venues well, can offer you a wealth of knowledge and experience, and tailor audio and lighting options to suit your event.

To find out about the best ways to use audio at your next event, speak to us today!

3 things to consider when planning a conference

Conferences are great for bringing a large group of people together to discuss and learn about certain topics. They are sometimes held over a few days, or even just within a few hours. Either way, there’s always plenty to think about when planning one.

Here are our top three things to consider when planning a conference:

Venue

Conferences tend to be larger scale events, so it’s a good idea to research venues that will cater to your needs in terms of size, amenities and style. You might need separate rooms or sections for break out sessions, or just one big hall to present in. Make sure the venue is appropriate for your conference, that it speaks to the style and theme you want to present, and that it is convenient enough for guests to get to by car or public transport.

Sponsors

Having sponsors who pay to feature at your conference can really help with costs. You might have a few different sponsorship options and levels available, or just one or two main ones, and sponsors may be granted exclusivity or a chance to present at the conference. It’s entirely up to you and the needs of your conference when determining how deep the sponsorship relationship goes, but don’t be too shy when seeking sponsorship income as sponsors can be a huge support during this time.

Audiovisual support

A great conference relies on great AV support. Work out what you need in terms of AV – such as microphones, lighting, staging, monitors, teleconferencing capabilities, or video access for virtual attendees. Many venues have an in-house AV team, such as AVPartners, and are able to make your conference AV needs for sound, lighting and audio smooth and professional!

If you’d like some more information on planning your next conference, contact us today!