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How sponsoring an event can help your business

Sponsoring an event can be beneficial for a business trying to build brand awareness and reach a targeted pool of customers. Event sponsorship is a mutually beneficial agreement between an event organiser and event sponsor. Although there are many different types of event sponsorships, generally they involve an investment by the sponsor into the event which leads to brand affiliation and publicity opportunities for the sponsor.

Event sponsors benefit from marketing and promotional efforts leading up to and during the event, they can build brand loyalty through association with highly credible events, and can often tap into a targeted market that is suited to their business goals. Event organisers can benefit from lower event costs and better credibility through association with large brands.

Why get a sponsor for your event?

For event organisers, event sponsorship can help alleviate some of the prohibitive costs that come with event planning. This may involve a cash sponsorship or an in lieu sponsorship. For example, finding a food or alcohol company to sponsor your event may involve the provision of food and drink, or a print sponsor can cover the costs of printing programs and flyers.

Why sponsor an event?

Event sponsorship is a great marketing strategy for businesses large and small. For up and coming companies, sponsorship agreements which showcase a business’ products or services are a great opportunity to build brand awareness and acquire new customers. For larger brands, sponsorship can be a great opportunity to build brand loyalty and credibility. A common type of sponsorship agreement for large brands is the sponsorship of an event which targets their customers. This type of agreement helps bind larger brands with their customers, in turn building brand identity. Event sponsorship is also a great opportunity for brands to sample new products or services at a lower cost than retailing.

How to choose the right event to sponsor

A few questions to ask prior to signing a sponsorship agreement include: Who will be attending the event? What can we expect to get out of the agreement? Are there other sponsors involved in the event? And if so, how might they impact our sponsorship goals?

It is paramount to consider how the agreement will benefit your business, and it’s equally important to try to measure expectations. If your intentions are to build brand awareness and brand loyalty through the sponsorship agreement, your business should ensure that the demographics of the guests attending the event are akin with your target audience. It is also highly important to ensure that the event’s messaging is aligned with your company values. Another thing to consider is whether there might be a conflict of interest between your business and other sponsors.

If you would like some more information on event sponsorship, get in touch with us today.

 

AV Favourites Wrap Up

With all the exciting events going on and new technologies we get to use, we’ve realised our blog posts cover a lot of ground in the audiovisual space. We thought it would be great to look back at some of your favourite posts over the past year!

Here were some of the topics that our readers found particularly interesting:

Digital technology for your event

Social media has become a huge part of events. We looked at 5 ways to use social media to promote your event, along with how to integrate social media into your event.

Planning an event is a complex undertaking, with countless tasks to keep track of, tight deadlines and multiple stakeholder demands. With the use of apps, the enormity of event planning becomes a whole lot easier.

Event styling, planning and layout

For those not sure how long certain event planning aspects may take, we asked how long does it take to plan an event? We also investigated how to take your event to the next level with event styling, and depending on the type of event you’re having, how to decide on the best seating layout for your event.

Events and your business

Attending an event can make such a positive impact on your business and brand. In this day and age, we often overlook the importance of being in a live environment and interacting with people face-to-face. This in person interaction means you have a great chance to improve brand exposure, and really engage more with your audience.

Audiovisual elements

Audiovisual elements can add a special something to your event. Whether you use lighting to create atmosphere in the room, or require a stage to be set up with microphones and speakers for perfect sound, a good AV team will have you covered.

The right AV team supporting your event can be the difference between a good or bad event.

Interested in finding out more about any of these topics or have a topic you’d like us to explore? Contact us today!

AVPartners introduces new blend screen at Hamilton Island

AVPartners has acquired a 12.5m wide blend screen at Hamilton Island, allowing them to integrate even more projection techniques and lighting effects into their events.

The screen, custom made in Switzerland, is a dual projector blend. The technology involves the use of two or more projectors, each portraying a section of an image, blended or overlapped seamlessly together to create a single wider image on screen in a different aspect ratio.

This stunning wide angle display means it’s almost impossible for the guests in the room to notice with the naked eye where the image has been blended.

The resolution is of a high standard, meaning images and videos are crisp, further enhancing the overall quality of the event.

AVPartners Hamilton Island Partner Ritchie Harland said “We look forward to taking our events to the next level with this magnificent piece of technology. This is an exciting and effective way to give events that extra wow factor.”

Director of Events at Hamilton Island, Carissa Ward, said “It’s the use of technology like this that really sets AVPartners apart from the rest, and we are excited to see the upcoming events with the new screen in full swing!”

The technology has already been in use and very well received at AVPartners venues Perth Convention and Exhibition Centre and Crown Perth and is fast becoming the norm for large scale events in Australia.

AVPartners and Hamilton Island have enjoyed a partnership for nearly nine years. AVPartners provides audiovisual support for conferences and events at the location and professional technical assistance for delegates.

How the right AV team can be the difference between a good or bad 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.

That’s not to say that sometimes, things just happen that are out of anyone’s control, like a lightning strike resulting in a power outage. But for the majority of events, choosing the right AV team can make a world of difference to your event outcome.

So, how do you choose the right AV team?

Focus on your event goals

A good AV team doesn’t just run the audiovisual components smoothly. They help you add value and drive engagement to maximise your results and increase excitement for your next event.

Figure out the message you want to send out at your event, and the impression you want your guests to walk away with. Sit down with your AV team and discuss all ideas and options. A good AV team will be able to help you visualise the event and all elements.

Also ask your AV team any questions you may have, as this will give you a good indication as to their level of skills and passion. The right team will be able to explain the features and benefits for different audiovisual elements, and help you to make decisions. If you ask questions that they can’t or won’t answer, that might be a red flag for you.

Get techy

Ensure that your AV team have the right technology. For example, a lot of events now incorporate access for virtual attendees, or you may need multiple cameras on a stage. Make sure they are experienced to handle a variety of technologies.

Build trust

The relationship between you and your AV team is extremely valuable to your event. You want a professional team who has seen it all, who are experienced and who you can trust with your event.

Make sure that your AV team has a solid reputation and that they have your best interests in mind.

While all events are different, the overall theme of people coming together to share an experience is something to be celebrated. Contact us today to find out how we can make a difference at your next event.

Staff Profile: AVPartners appoints Matt Gibbons as Lead Senior Technician at Perth Convention and Exhibition Centre

Welcome to Matt Gibbons who has joined us as Lead Senior Technician at Perth Convention and Exhibition Centre!

Mr Gibbons will lead the PCEC team of audiovisual technicians and provide support to the Technical Director, Operations Manager and Technical Event Managers to ensure the delivery of seamless and successful events.

Mr Gibbons is a qualified rigger and a highly sought after Lighting Director with over 16 years of experience in this industry. Having commenced his career straight from high school as an AV Technician, he is highly skilled in all aspects of the events industry with an excellent knowledge of audiovisual techniques.

One of his more memorable events includes the recent Telethon Weekend (pictured) where he worked alongside Channel 7 during the live 24 hour broadcast, as Lighting Director in the PCEC’s Riverside Theatre.

When he’s not at work, Matt enjoys music, spending time with his young family, playing with new technology, and DJing.

Welcome to the AVPartners team, Matt!

 

How to improve brand exposure at your event

Regardless of the type of business you are in, holding an event can be a great way to improve brand awareness and get some attention on your message. Whether it’s a holiday party, an awards night, a launch or a fundraiser, holding an event gives you personal interaction with your guests and can work wonders for brand exposure.

Here are some ideas on how you can improve brand exposure at your next event:

Use subtle brand placement

From having your logo printed on napkins, to making special drinks with you brand colours, to using lighting techniques to blanket the room in your brand colours, the options for brand exposure and a unique event experience are endless.

Give guests a gift

You might want to offer a promotional bag for guests to take home with them, as these branded gifts can be a great way to say thank you and leave your guests feeling spoilt by your brand.

Create an event website

You don’t necessarily need a specific website for your event depending on its size, but you should at least have a dedicated event page on your website that is updated regularly. Not only will this ensure that people have the most up-to-date information regarding the event, but a decent webpage can speak volumes when it comes to brand perception. You can also use the page for photos after the event.

Use social media and an event hashtag

You can use your social media channels leading up to, during, and after the event to create a buzz, build brand exposure and keep the excitement going.
Before the event, use social media to tell people about the exciting things they can expect at the event. During the event you can post updates and photos, and afterwards you can use it to keep your event’s message and your brand in front of people. Creating an event hashtag is important so that you can engage people, and if they are searching for your event, they can find all posts under that hashtag, for example #AVPfundraiser2016
Incorporate audiovisual technology

There are so many different ways you can use audiovisual technology to increase your event’s wow-factor. At AVPartners, we can use lighting techniques to project patterns or your logo on the walls and floor, along with using your brand colours in a variety of ways.

You could also have a digital social media screen where your guest’s social media posts get chosen to appear on the screen. This encourages people to post more social media updates at the event in the hope that their post will be shown.

Have an event photographer

Having a photographer at the event is a no-brainer, as you will want to have the guests and their enjoyment captured. You can add the photos to the event’s website or page, and this will encourage people to visit the website after the event to see the photos of themselves. If you allow them to download the photo, you could have it watermarked with your logo so they can remember your brand positively.

If you’d like us to help build your brand exposure at your next event, contact us today!

How long does it take to plan an event?

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. Always make sure you have contingency plans in place for things like unexpected weather or a speaker not being able to present.

Below is a general timeline of some common event tasks that may help you plan your next event. Remember that every event is different, even those held at the same venue, so it’s important to work out a plan that suits your needs.

6-12 months before the event

  • Establish the event goals and objectives
  • Select a date and choose a venue
  • Get cost estimates and create a budget
  • Identify speakers and/or entertainers
  • Seek out and contact sponsors or partners for the event

3-6 months before the event

  • Promote the event through the appropriate channels; for e.g. social media, radio, TV, newspapers
  • Establish the audiovisual plan and equipment needed with your AV provider
  • Finalise arrangements for speakers and/or entertainers
  • Confirm if the venue requires any permits and confirm access for guests such as parking

2 months before the event

  • Send reminders to the attendee list
  • Follow up with sponsors or event partners
  • Release announcements about VIPs or keynote speakers to the media

1 week before the event

  • Do a final registration check of names
  • Brief your team and volunteers about their event duties
  • Finalise the seating plan
  • Inform the caterer of final numbers
  • Make copies of any speeches, videos or presentations
  • Identify where photo opps and interview opportunities will be

1 day before the event

  • Ensure all signage is in place
  • Do an audiovisual test
  • Ensure registration and guest tables are prepared or decorated
  • Ensure all promotional items or gifts are on site

The day of the event

  • Have copies of all important documents, phone numbers, information and seating charts for the event team
  • Ensure the event is running to plan and manage any issues as they arise
  • Enjoy the event and the work you have put into it!

After the event

  • Send thank you notes or emails to attendees and sponsors
  • Post event photos on social media
  • Conduct a post event evaluation to assess the event’s success against your initial goals and objectives

Your event will be much more complex than this snapshot alone. We recommend creating a project plan to ensure transparency on all tasks and to ensure they are completed on time.

Need advice on the timing of AV or staging tasks for your event? Contact us.

Predictions for event trends in 2016

Wish you knew what was around the corner for event planning? The next big thing to captivate your guests?

While there is no magic ball to tell us the future, we can offer some insight into what lies ahead in the events industry, based on what is happening around the world and emerging technologies.

Some of our predictions for event trends in 2016 are:

An increased use of event apps – while event apps aren’t new technology, they have been building momentum and clients have seen the overwhelming benefit of their use with attendees.

Virtual reality & augmented reality – this includes the use of 360 degree video and photos for mobile devices; really wowing attendees!

iBeacon technology and wearables – smart watches, wrist bands, name badges, smart goggles/glasses and lanyards will become a bigger part of events.

Bespoke pop-up concept events – this refers to customised events created for unique locations.

“Experience” based events – creating unique memorable experiences to engage audiences will become more popular this year.

A shift to mobile devices instead of laptops – this makes event communication much more portable and accessible.

Periscope app – this app is a live streaming video platform for mobile devices and integrates with social media platforms such as Twitter.

LED video wall panels – again not new technology, however we will see an increased demand in LED video wall panels for screen content and virtual backdrop effects.

How to hold an outdoor event

The warmer weather is upon us and that means one thing – outdoor events! Outdoor events provide a unique backdrop and freshness for your event. You can get really creative when leveraging the character of the outdoors and you usually have a lot more space to work with than when planning an indoor event.

However, while exciting, the outdoors does present a new set of challenges when it comes to planning and executing a successful event. Here are some of our tips so you can get the most out of the open-air event experience:

Make sure your event is suitable for the outdoors – not every event will work outside, such as a lengthy seminar, so don’t just hold it outside for the sake of it. Is vision required for the dinner, some outdoor venues may be difficult to use a projector and screen due to wind, consider LCD screens or an LED wall.

Choose a venue or location – consider if the venue or location is already equipped for events. Consider whether there are amenities, access to power or any undercover areas, and also how easy it will be to get in and out of the area for loading in and out. Also, if needed, make sure you get permits and check for noise restrictions.

Ensure the comfort of guests – consider where guests will sit, how easy it will be to access drinks, food and any amenities, and if it is likely to be a hot summer’s day, what shade will you provide? If it is a cooler night event, can the venue provide gas heaters?

Organise the lighting and sound – just because an event is outdoors, doesn’t mean you have to miss out on any of the lighting and sound effects available to indoor events. Not only should you have lights for safety, to mark pathways or exits, but you can also get creative with event lighting and sound. Often, lighting can be complement or replace decorations.  Sound sets an ambience that guests will be talking about for weeks to come! The important thing is to work with an AV provider with experience working on outdoor events. They will understand how to mix sound in an outdoor space, what technology to use and which lighting effects to choose. For night events it is also important to consider general area wash, will there be enough light for people to see? How will it be evenly distributed over the venue and will it set the ambiance you desire?

Check for pests – it’s always a good idea to make sure you know what pests could be around the area, and if needed, organise a pest exterminator prior to the event.

Watch the weather – have a backup plan in case the weather turns on the day of the event, and also keep an eye on the wind, making sure to secure anything loose. It is likely the wet weather call will need to be made early in the day. It may be sunny at the time but with a forecast for storms. With enough time an experienced event team will likely be able to transform an indoor venue to a similar style. If you leave the call until mid afternoon there is only so much they have the time to do.

Outdoor events are a fantastic option and present guests with a change of scenery from what they are used to.

Need help with the AV at your outdoor event? Contact us.

How to hold an ‘immersive’ event

Immersive events are those which ‘immerse’ event attendees as deep into the event as possible, creating an atmosphere so far away from everyday life that they forget all else around them and are fully present in your event, moment to moment.

Here are our top ideas for achieving an immersive event:

Leverage technology

There are some great technological advances available these days that really give the wow factor. Speak to your AV specialist about how you can incorporate digital elements, lighting and sound to create a 360 experience.

Take advantage of social media

Most social networks have the capacity for ‘live’ coverage. You can invite attendees to use certain hashtags for the event and have a projection screen broadcasting tweets, posts or updates from people at the event. This gets people involved – sharing on social media and creating a bit of a buzz – ensuring your event is noticed before, during and after its debut.

Ask the audience

Surveying your attendees while at your event is a great way to drive involvement and feedback while they are immersed in the experience and can express their feelings in real time.

Include hybrid elements

Hybrid elements at your event combine virtual and live components, reaching people not only live at your event but online as well.

Change up the scenery

Holding the event at a ‘never before held’ location or venue or using audiovisual elements to create a whole new look and feel will definitely wow your attendees and hold their attention.

Surprise your attendees

Step outside of the ordinary and shake things up a little to give your event a unique feel. For example, you could consider incorporating photo booths, circus entertainers, or themed cocktails.

Ultimately, people want to be involved rather than be just a spectator at your event, and these options will give them a chance to do so. Immersive events are a great way to engage and excite all participants and can really make your events stand out.