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How to hold an engaging panel discussion at your next event

A panel discussion is a great way to bring together influential speakers at an event to offer their advice, stories, and expertise to the event attendees. The audience is given a chance to ask thought-provoking questions and get different perspectives in real time. Panel discussions are a great inclusion to many events, however they do require a bit of planning to ensure success.

Here’s what you need to know to hold an engaging panel discussion at your next event:

Mix up your panelists

To ensure you have adequate diversity in your panel, make sure to include people with various opinions, backgrounds, industries, specialisations, ages, and experiences. This will mean your audience can benefit from a range of knowledge, and it also means your panelists won’t be competing with one another.

Choose an engaging moderator

A moderator is an important part of a panel discussion. They will introduce each speaker, ask questions and direct attention to certain people or topics. The moderator keeps the discussion on track and flowing, so it’s best to choose wisely. Ideally you want someone who can get the most out of the panelists while having a little fun with the audience.

Get prepared

It’s a good idea to prepare early and choose panel questions well ahead of schedule, giving each panelist time to prepare their answers. Make sure the moderator and panelists have input, this will make them feel valued during the process.

Set the stage

Generally speaking, panel discussions are on a stage with panelists seated on a lounge or chairs facing the audience. It’s best practice to not have them sit behind a desk as it can cut off the open flow of communication. It’s a good idea to check with your AV provider about what AV is required, such as spotlight lighting, fixed desktop microphones, lapel microphones or a shared wireless microphone that can be passed along to each speaker. At AVPartners we have an exciting ‘Question & Answer’ product called Catchbox. It’s the world’s first ‘soft throwable microphone’, allowing easy and fun audience participation, discussion and most importantly, encouraging engagement.

Using a reputable AV provider will ensure the panelists are successfully seen and heard, and that their messages are conveyed effectively to the audience.

Contact us today to start planning your panel discussion!

How can social media play a part in your event?

When social media is incorporated into an event, it can be hugely impactful and influential, generating immeasurable event awareness before, during and well beyond the event.

There are a number of different ways to incorporate social media into your event; we’ve put some of our favourites together to help you get the most out of this technology:

Use social media to promote your event

Using social media to promote an event builds a buzz before the event, attracts attendees to your event and increases the level of engagement at the event. But promotion shouldn’t stop once the event has passed; social media can also be used to extend relationships with customers afterwards.

Popular platforms for brands promoting events and building communities include Facebook, Instagram, Twitter, LinkedIn, YouTube and many more.

Use smartphones and social media to help with event planning

When planning an event, smartphones and social media can be used in several ways to ease some aspects of the planning process. Event planning apps can keep you on track and there are also several apps you can use to coordinate ticket sales.

Have a social media wall at your event

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

Encourage audience involvement during the event

By giving your audience ways to participate and interact such as through social media, it can help keep their focus and attention on the presentation. More and more events are incorporating interactive tools such as event apps, real time polling, surveys and messaging so presenters, sponsors and event organisers can open up the dialogue, share information, and receive and answer questions instantly.

What are your favourite ways to use social media at events? Let us know!

How to style your event to impress your guests

Styling an event can be the most exciting part of event planning! This is where you get to choose the look and feel of your event. It’s an important part of the event planning process as it lays the foundation for how guests will experience the event.

At AVPartners we’ve helped create nearly every event theme or style you can think of – from the Oscars, to Great Gatsby, Moulin Rouge, Masquerade and many more. Event styling incorporates furniture, decor, centrepieces and table layouts, props, audiovisual and digital elements. It takes your guests on a journey, showcasing your theme, your branding and your ideas.

We’ve wrapped up some of our best blog posts to help you style and impress your guests at your next event:

Use colour creatively

When deciding on the styling for your event, it’s important to consider the role that colours play in creating atmosphere. The colours you choose, be it for your decor or your lighting, say a lot about your event message, brand, and theme. Colours can leave your guests with an even deeper appreciation of your event.

Wow your guests

What type of centrepieces will wow your guests? Special consideration should go into all visual aspects of your event, big and small. Including customised lighting, such as gobo lighting, to match the theme or style of your event is a simple yet hugely effective way to make a difference to the overall look and feel.

Use a set piece

A set piece is a backdrop added to a stage for a production or event. It can vary from a simple branded backdrop right through to sophisticated projection mapping. The only limit is your imagination! A set piece can also help with a quick room turn around depending on the venue. For example, a band can be pre-set behind a set piece. Set pieces allow for a visual transformation sure to impress event delegates and make for easier and more impactful transitions between event elements.

Let us help style your next event! Contact us today.

Our top tips on lighting for your next event

Often overlooked, lighting is an integral  part of any event. Whether it’s a spotlight on a stage, intelligent pinspot lighting on tables at a gala dinner or your brand’s logo projected onto a feature wall – event lighting is extremely adaptable and impressive.

Not sure how to incorporate lighting into your events? We’ve put together some of our best lighting tips and tricks to help you thrill your event guests!




Lighting can make all the difference at any event

Creative use of the many available lighting technologies can transform the look and feel of an event by enhancing the space, creating a desired ambience in the room and supporting event themes.

There are so many ways in which lighting can be used to make any event feel extraordinary!

 


Colours help to create atmosphere at your event

When deciding on the lighting for your event, it’s important to consider the role that colours play in creating atmosphere.

The colours you choose, be it for your decor or your lighting, say a lot about your event message, brand, and theme.

 

 


Lighting can help you stay within your event budget

Add to the visual appeal of your event by making the most of lighting technology. Clever use of intelligent lighting can completely transform any event space, regardless of size, and make a huge impact.

 

Gobos can make a big difference

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 or image. 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. Check out some of our favourite uses of gobos from our events.

Ready to light up your event? Contact us today!

Event trends you need to know about

Are you planning to hold an event next year? If so, you’re probably hoping that it’s an interesting and engaging one, and that everyone has a great time. One thing to consider when it comes to planning interesting events is what is ‘on trend’ at the time.

There are so many unique ways to impress your guests and give them a talking point during and after your event.

Here are our favourite event trends for 2017:

Creative catering

Unique catering is a great way to stand out and impress, and you can also use it to brand your event. Elements such as signature cocktails using your brand’s colours, or desserts with edible rice paper logos or messages on top, are interesting ways to get creative with catering.

The extreme dessert trend is likely to continue into 2017, with dessert walls (think donuts and Nutella) becoming part of the decor!

Personalisation

People want more than the standard cookie-cutter event, so they’re looking for more personalised options when they scout their venues and plan their events. The possibilities for personalisation are endless, with more simple things such as personalised email or app communications to guests through to more complex data driven elements such as tailoring events to the individual based on their reactions on social media.

According to a study by Eventsforce, personalisation is a key priority for 82% of event planners, with 97% saying they believe that event personalisation can change a guests perception of your brand or event.

Audiovisual technology also plays a huge part in personalisation of events. Lighting effects, colours and staging options can all contribute to a more tailored event. At AVPartners we pride ourselves on fully understanding our client’s event and design briefs so that we can deliver on a completely unique and successful event.

Digital interaction

More and more we are seeing that event planners are embracing digital channels to reduce costs, to be more environmentally conscious and to better engage guests. There are so many interesting ways to deliver information at your event digitally rather than expecting guests to take notes constantly or handing out paper. Examples include leveraging an event app, providing a digital handout via files made available on a USB or having notes delivered by email.

Video content

We all keep hearing that video is the future, and in 2017 we will see a greater role for video at events. One example of where video is being used effectively is through the live-streaming of events. This is where an event is filmed and delivered to online viewers in real time, so that they don’t miss out and can be part of the action as it unfolds. Usually this footage can then be packaged up and shared on a business’ website or social media, or used in-house.

It’s important to note that you don’t need to go overboard with event elements to create an impact. Choosing just one or two ideas and exploring how they can meet your business and event needs will be enough to impress.

Talk to us to start planning your 2017 events!

Why hold an event?

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.

When deciding whether to hold an event, the first step should be to ask why you’re holding the event. This will help you get to the heart of whether an event will be valuable and help you achieve your goals. Here are some of the common reasons organisations hold events.

To build brand awareness

Events bring people together at the one location at the one time, giving you focussed time you can utilise to build brand awareness around your business with target audiences. You might make a presentation highlighting your services, or hold a workshop that builds on your thought leadership, making you a respected and trusted person within your industry.

To humanise the business

It’s usually quite fun and interesting to meet the people behind certain brands, so make sure you give your customers or clients what they want by introducing yourself and letting them know that there are real people in your business. It’s also a good time to thank customers and clients for their support, and offer to answer any questions they have or help them in some way if you can. People buy from people, so make sure your business is real and authentic.

To provide networking opportunities

Events are a great way to expand your connections, gain new clients, customers or referrals, and also to show your existing customers or clients what else you can offer them. It’s also an excellent way to meet like-minded individuals in your industry, and you never know where those relationships may lead!

To fundraise

For not-for-profit and charity organisations events are a perfect way to do drive fundraising efforts. They offer a controlled and focussed environment for you to spread the word and incite empathy and curiosity in attendees.

To launch a new product or service

New products or services are a cause for celebration! Events can allow you to inform guests of this, offer demonstrations, or give away samples. It gives your potential customers a chance to interact with your product or service in person, and in a fun and upbeat atmosphere.

To recognise and reward

Awards ceremonies are a very common type of event to hold, and a fantastic way to recognise your team or others for their hard work. Recognition is always appreciated, and usually makes for a more loyal team.

To offer a face-to-face communication experience

Too often in this digital world, we lose that personal, human interaction. While the internet has opened up a world of possibilities, the feeling of being in front of someone; having a conversation and sharing a laugh, can’t really be replicated online.

So, now that you know some of the reasons and benefits of holding events, you might be wondering just what type of event suits your business. Events vary in style, size and outcome, but some common event types include a sit down dinner, a fundraiser, an awards ceremony, a cocktail party, or a conference. You might like to read more about which events really engage your customers or clients, or how to know which conference type suits your business.

Once you’re ready to start planning your event, ensure you have a solid timeline in place. For tips on this, check out how long it takes to plan an event.

At AVPartners, we love to help bring your event dreams to life! Speak to us today and let us know your ideas.

Media Release: AVPartners wins audiovisual contract at Sofitel Noosa Pacific Resort

Following a competitive tender process, AVPartners has been appointed as the in-house audiovisual provider for the Sofitel Noosa Pacific Resort; providing audiovisual support for meetings, incentives, conferences, and events at the five star venue.

Based in Queensland’s beautiful Noosa, Sofitel Noosa Pacific Resort is a premier 176-suite resort.

A world class MICE destination, the venue boasts over 720 square metres of event space, seven meeting rooms, and the Noosa Ballroom with capacity for 350 delegates theatre style and 180 guests banquet style. The outdoor terrace also provides a perfect setting for exhibitions and launches.

Wireless connectivity and state-of-the-art technology contribute to Sofitel Noosa Pacific Resort’s reputation as a smart meeting venue with a modern luxurious feel.

The AVPartners designated Partner at Sofitel Noosa Pacific Resort, Andrew Delangen said, “Sofitel Noosa Pacific Resort provides an impressive event experience combining a spectacular location, a commitment to luxury and modern event facilities. We’re thrilled by the opportunity to make our mark on events at this great venue.”

Mark Wilkinson, General Manager at Sofitel Noosa Pacific Resort said, “Having worked with AVPartners previously at Novotel Twin Waters Resort and Sofitel Gold Coast, I know first hand how AVPartners consistently adds value through truly creative and smart audiovisual solutions. I look forward to partnering with them once again to deliver unique and successful events.”

Sofitel Noosa Pacific Resort further builds on AVPartners’ AccorHotels presence in Queensland, joining leading venues in the state including Sofitel Gold Coast Broadbeach, Sofitel Brisbane Central and Novotel Twin Waters Resort.

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 expect the unexpected at your event

Planning an event 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. As a general rule of event planning, it’s a good idea to checklist everything and double check items at different intervals leading up to your event. Give agendas and timelines out to everyone that could benefit from it.

On the day of the event, arrive early. This will give you extra time should something happen and need immediate attention. There’s no such thing as being over prepared when it comes to event planning!

Here are some of the common mishaps we see at events and how to address them:

Weather Issues

At RACV Royal Pines Resort, we hold many events outdoors so when doing so, it is vital you have a contingency plan for the weather as it can be unpredictable. Depending on your event type, this could be as simple as organising large umbrellas for some light rain, or it could mean moving your entire event indoors, away from bad weather.

Timing Challenges

Giving your event schedule some wiggle room will do wonders for the minor overlaps that tend to occur. Leaving a little room before and after scheduled items will give you the flexibility you need to ensure your entire event won’t run late.

Supplier Issues

You may have a supplier cancel at the last minute, or a supplier may have resourcing issues. The best thing you can do is to make sure you are in direct contact with them regularly. Arrive early on the day and ensure they have everything they need for their work to run smoothly. Have a list of backup suppliers ready in case the unexpected happens.

Technical Glitches

Technical glitches can happen at the most inconvenient times, usually right when someone is about to give an important speech!

To minimise the chance of technical glitches and ensure you can address any issues that do arise, always make sure you are using a professional and reputable AV provider. Make sure your AV technicians offer onsite support throughout your event, and that they also have their own contingency plans in place. This way, you will always feel secure knowing the show can go on.

Venue Climate Problems

The temperature at your venue sounds like a small concern but can have a huge impact on your guests’ experience at your event. If it’s possible it may be too cold or too hot, it may be wise to consider hiring extra equipment such as heaters or air con units to combat this issue. Make sure you have access to quickly change the temp on the system too should it become uncomfortable.

Medical Emergencies

Medical emergencies require fast reaction times and leadership. At a minimum you need to be aware of where the emergency exits, medical emergency kits, and fire extinguishers are located in your venue, ahead of your event.

Budget Issues

To ensure you don’t exceed your budget, it makes sense to keep an emergency fund. A lot of Plan B’s require extra funds at the last minute and if you have that available it just takes away so much stress and pressure.

No matter what, when faced with the unexpected at your event, react calmly and quickly. People will remember how well the issue was handled, or may not even realise there was a problem in the first place.

AVPartners is always prepared for the unexpected. To find out more or work with us, contact us today.