Evento Blogs

The simple steps that you need to create the next big event.

1 – What do you want out of the event?

This is where you must ask yourself some basic questions like why do I want this event? Is it for charity to raise money, is it a self-promotion event or brand launch etc? How many people do you expect to have? These questions are the basis to running and an event to ensure that you won’t be wasting your time!

2 – Build your team!

Once you have your vision, you need to assemble you helpers which are not just for checking people in or cleaning up after the event. You need to assemble a reliable team that will fulfil specific roles like Venue Co-ordinator or Programme Director etc. These people will allow you to delegate work to share the load but also help to get things done quicker.

3 – Budget.

Unfortunately, no event runs for nothing anymore, even those charity fundraising events. You need to sit down with your financial chief or team and see what is going to cost money to make your event a success. Some expenses include venue hire, audio visual hire, food, printing and merchandise or guest speakers. Either way, they must be budgeted and once you have a rough total expenditure, then you can look at ways of reducing the cost through sponsorship or ticket sales.

4 – Venue.

Once the budget is complete, it’s time to go venue hunting! When looking for a venue always ask yourself…

• What type of parking arrangements do I need?
•  Does the venue have AV equipment or do I need to bring my own?
• Does the venue have Wifi and an appropriate reception or even accommodation?
• How much floor space do I need and do I need one main room or separate room?
• Is the venue available for the date I want?
• What is the booking fee, cancellation fee or deposit?

No matter the date, you will always clash with some other event so it is important to focus on promotion rather than finding a free date!

5 – Event branding.

You now must make your event stand out from the rest. This is done through branding by creating things like an event or company logo, a unique colour scheme and a catchy tag line or even a promotional song! A strong social media presence is essential to getting the word out to potential attendees but don’t forget the original print media. Many people still read papers, newsletters and posters or leaflets so don’t neglect these platforms as they may provide you with a whole new client base. Bare in mind that online platforms have certain sizes when posting pictures so check these before posting posters, banners etc or information may be cut off! Don’t forget radio as well as it is one of the strongest forms of advertising and should the budget allow it, get some paid adverts in papers or on radio stations. Sponsors will want their name to beknown and the more advertising you do, the more money they may give you.

6 – Determine tech needs.

Technology is essential to running anything in this modern world. You may consider using an online ticket software like tickets.ie or ticketsolve which take the stress away from you of trying to print and sell tickets as well as managing cash.

If you want your audience to be engaged right throughout your event, you will need some Audio Visual equipment to ensure your speakers are heard but also that your venue looks appealing and inviting.

•  Lighting
•  Microphones
•  Projector / LED Screen
• Staging
• Sound board etc

Always check if the venues have these available before you start hiring equipment which will more than likely cost money.

Communication between you and your staff or volunteers is essential to avoid confusion or worse case scenario, an incident which may cause injury to the public. Always have a briefing for all managers before the event kicks off but it is also advised that you find some communication method that works between you all such as walkie talkies or google chats.

7 – Outdoor vendors.

You may need to arrange some catering for your attendees or for your staff and volunteers such as finger food or sit down meal if you are running a ball or fundraising dinner dance. You may also need guest speakers or entertainment like magicians, DJ’s or singers but remember that there can be expense with this! You may have to arrange transport and accommodation but make sure to get entertainment that will suit your target audience.

8 – Final Preparations.

When the week leading up to the event arrives, remember that there is some things to do to make sure everything is in place.

• Double check all equipment is still coming as well as any guest speakers and entertainment. Remember to check all arrangements that you made to facilitate them to come!
•  Check with managers at the venue that everything is in place.
• Test all equipment as it comes to the venue.
•  Set up volunteer management structures with briefings and emergency contacts given regularly.
• Don’t panic if something changes or doesn’t happen. Every problem has a solution and if you delegate and communicate, there is plenty of people there to help you fix the problem.

What is Stage Design?

Stage design is used to enhance the overall look of theatre productions or presentations to keep the viewer interested in what you are trying to promote or sell. There are many components to stage design including lighting, sound, scenic elements and moving scenic elements. There are many different approaches to stage design but sometimes simple is best.

Some of the best sets have been produced with the same expense as buying a bouquet of flowers. For example, if you have card and cut them into circles and hang them on wire with the right lighting, you have a simple yet effective backdrop that moves. Another option is using CD’s which can provide a sparkle effect when the light bounces off the shinny side of the disk. Foam board or corrugated plastic is a cheap and versatile fixture that can be shaped into almost anything. Add the right lighting and you will have a perfect colourful backdrop. Canvas is another option that can be used by artist to paint something related to what you are working on and again the right lighting will make your image stand out as 3D.

If your going for more theatrical sets, you may need to use larger materials such as wood and pillars. Hollow pillars can be ideal if you want to put a light inside to make them change colour or if you want to put a person inside to make a talking tree for example. When dressing stage sets, it’s always advised to use levels so that people can enter the stage at different heights and from different angles. This makes the stage area look bigger than it is giving depth and vastness. Use ramps and steps to achieve this but remember you must allow for set access without causing any injury. If you want to avoid having to lift sets or props into place then it is ideal if you can build them into the main set, so they can fold down, push out or fly in from above.

This will save wing space but also make scene changes much quicker.

One thing that is becoming a lot more popular in this modern day is the use of projections to create a setting. Some of the larger West End shows are starting to do this because it saves money on set builders but also on transportation costs when moving on tour. They use white cloths screens on the backdrops and sides and use one or more large high lumen powered projectors to create the scene. They can be moving sets, or they can be still. The same effect is used on stage floors to do water effects or a pathway which again saves time and expense for set construction.  

Whatever you decide to do just remember a few things….

• Always be safe when working at heights, using machinery or using chemicals such as paint or glue.
• Always research the venue you must install the set into to know limitation on height, width and how you’re actually going to get the set in there.
• Always think outside the box and don’t be afraid to try new materials that may work better for what you want to portray. Remember that some materials are lighter and easier to transport and that is a very important thing to note!
• Always think practically and consult with the director or event planner to what they want. Ask the layout of where people will be so that you won’t be constructing something that will only be in the way.
• Finally, remember that the set will always be enhanced through the use of lighting and special effects so don’t be afraid to try things before you go to the venue to install as you won’t have the same time that you do in your workshop!