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5 ways to manage your event staff for a successful event

With the many elements that go into the planning, coordination, and delivery of a successful event, it’s little wonder that success is often down to the staff behind the scenes.  

Your event team will be made up of event coordinators, AV technicians, stylists, chefs, hotel staff, food and beverage staff, servers, coat checkers, drivers, parking attendants, ticket-takers and many more – they are the backbone of any good event. The type and size of your event will determine the number and type of staff required, but big or small, all events rely on their staff to run smoothly.

When working with event teams, it’s important to keep your event outcome in mind and consider what each person can bring to the team.

With that in mind, we’ve got a few tips to help you manage your extended event team and ensure you’re all contributing to a seamless and successful event:

Meet them, brief them and designate tasks

Get to know your extended event team. Make sure they know their role, the event message and desired outcome, and what is expected of them.

Offer and accept feedback

Have an open policy for feedback, for you and them. Encourage them to provide suggestions or alert you to problems quickly, and offer them feedback on their tasks. It’s better to know about potential issues sooner rather than later!

Form processes

Create processes for tasks. This will make it so much easier to train or brief someone in that task, and enable them to complete it again and again successfully.

Encourage them to have fun

Events are fun, and just because they can also be a lot of hard work, doesn’t mean your team can’t enjoy themselves in the process. The higher their energy, the more the event atmosphere will benefit, creating a pleasant experience for event guests.

Enjoy yourself!

It is amazing the improved response you will receive if the event team get along with you and enjoy working with you. They will naturally be more inclined to go the extra mile. Which is a win-win for everyone.

At AVPartners, we know how valuable an experienced and reputable event team is to the success of your event. To find out how we can become a critical part of your extended event team, contact us.

Top tips for improving presentations at your events

Presentations at events are commonplace, and are held for various reasons. You might be presenting awards at an award show, giving a speech thanking donors at a charity event, or speaking to your guests about the upcoming direction of your organisation.

Whatever the reason or desired outcome, the basics of presentations are the same – be as prepared and as engaging as possible. However, what has changed over time, is the ways you can take your presentations to the next level, and really impress your audience.

Here are our top tips for improving presentations at your events:

Include imagery and video

A picture is worth a thousand words, so if possible, include some photos, graphs or illustrations to support your words. Imagery is a great way to explain your point, or provide extra information. Bonus points if you want to include short video clips too! To read more about the importance of including content in your presentation, check out our article on how to create standout presentation content.

Be clear and concise

It seems obvious, but along with being prepared for your presentation, ensure that what you are saying needs to be said, and that you’re saying it in the best way for your audience to hear and digest. A great presentation will be the perfect combination of concise information delivered with the right tone and manner that encourages audience engagement.

Be aware of your audience

Be aware of who is listening to you, and what they might need to better understand you – are they elderly and would appreciate a slower pace, or are they your employees who you can be more casual and fun with? Tailor your approach as needed.

Set the mood

The instant you are in front of people, you are giving an impression and setting the mood, so decide how you want to be seen. You can also use your surroundings to help support your presentation. For example, using modern lighting techniques such as flooding the room with a certain colour scheme while you present, or using a spotlight to follow you on stage.

Have fun!

Everyone loves to be entertained, so injecting some humour into your presentation will help people loosen up and become engaged with what you have to say – after all, they won’t want to miss the next laugh! You can use imagery within a presentation to lighten the mood, or just pure banter – the possibilities are endless.

To start preparing for your next presentation, and really impress your audience, contact 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!

How to decide on the best seating layout for your event

The task of choosing a seating layout for your event may seem small or unimportant, but it is what will decide the flow of your event. You need to ensure that the layout suits the theme and style of your event, and that you are utilising the event space to its full potential.

The layout should give your guests the most comfortable experience for the setting and style of event. You’ll need to consider if people will be eating in a formal setting and therefore needing tables and chairs, or if they will be encouraged to mingle and network where a cocktail style layout might better suit.

Here are the most popular seating layouts and which event types they best suit:

Cabaret

This style is popular for conferences, gala dinners and training sessions. Guests are seated at a round table, all facing the front, with only five or six chairs so that no one has their back to the main stage or focal point. Cabaret style can take up more room though as you need more tables to seat everyone.

Banquet

The banquet seating style is similar to the cabaret, however it utilises the entire table and seats eight to ten guests. This takes up less room and makes serving food more streamlined. Banquet seating is ideal for awards nights, gala dinners, weddings and other such events.

Cocktail

A cocktail layout does not usually involve chairs, but instead utilises a few high-rise tables as mingling points for guests throughout the event. Consider the type of event you’re having, the guests who will be attending and if it will make sense to have them seated or not. This layout is great for Christmas parties and other social functions, along with more casual weddings.

Boardroom

The boardroom layout is essentially a large table setup with chairs around, ideal for board meetings as people are facing towards each other which makes interaction easy. This layout is used a lot for corporate meetings, events and small presentations.

U-Shape

The U-shape seating layout is ideal for when the boardroom layout is too small for your event needs. Commonly used for small conferences, workshops and meetings, it is made up of tables positioned into a U-shape and makes it easier for each person to see the speaker or screen if one is set up.

Theatre

This seating layout takes up a lot less room per person and is ideal for conferences and other such presentations. Guests are seated in rows and all facing the front, much like in a theatre, giving everyone easy viewing.

Classroom

The classroom layout allows guests to be seated behind long tables. It’s similar to the theatre layout but gives guests the use of tables, so for this reason it’s ideal for training, workshops, meetings and conferences where writing may be required.

Need some help deciding on your seating layout? Contact AVPartners 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 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.

5 ways to engage your audience at an event

When it comes to holding an event, it’s no longer enough to assume ‘if you build it, they will come.’ How do you make sure your event stands out, engages your audience, and leaves a lasting impression?

Here are five ways to engage your audience before, during and after the event.

Release advance teaser content to promote your event

If people are more emotionally invested in your event before it even happens, they are more likely to enjoy it, and pass on positive feedback to others. Your event might be months away, but you can start the engagement now.

Providing a sneak peek of the setup or planning of your event can allow people to become more engaged and start the event buzz as early as possible. This could include sharing new technology, clips from speakers, or photos of the venue or space.

Encourage audience involvement during the event

By giving your audience ways to participate and interact, 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.

Display social exchanges

Whether your event is online, offline or a mix of the two, the full power of social media should be leveraged to engage your audience and spread event coverage.

People love to be engaged and share thoughts and images in real time via social media, helping develop a deeper brand connection with your audience. A social media display wall is a great way to enable this behaviour.

We suggest setting up with an event hashtag so that your audience can easily tweet or post about the event and have their tweet or other posts displayed on the big screen at the event for all to see.

Do something unique

It’s no secret that your event needs to shake things up and be different to cut through the noise. Creating unique and personal event experiences is a great way to target your event audience authentically. Clever marketing ideas such as personalised invitations or fun, branded theatrics can set your event apart.

Creating a special experience during your event allows more engagement with your attendees and hopefully, a positive lasting impression.

Keep people talking after the event

People love to share and relive their highlights from events, so providing content that they can easily consume and share will keep engagement ticking over even after your event. Blog posts, videos, images and social media posts relating to the event experience are great ways to get attendees to interact with your brand long after the event is over.