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As an event producer and marketing professional , it is virtually impossible for me to attend an event, play or any production for that matter and just sit back and enjoy it. I look at the lighting rig points, screen placement, stage design. I am looking for the mistakes and trying to figure out how they created a special effect.

Recently I attended an event and I wrote down the following steps to create an engaging event without busting the bank. I cannot emphasize strong enough that your event, meeting, gala or awards show is a presentation and a marketing event.  You will deliver a message(s) to your audience one way or the other. A well produced event will make all the difference between accomplishing your desired results or not.

1. Use an Event Producer, not just an AV company. A good Event Producer will work with you on the branding and communications strategy for your event.
   

   Awards Show. Great lighting and gobos make a big difference

   They will advise you on pacing, agenda and flow to best keep your audience engaged.

2. If you have a long list of awards to give out, break it up into smaller lists. If your list is too long, you will lose your audience. They will start to talk with their neighbors and answer their email on their PDAs.
3. Sponsor loops – if your event is sponsored, make sure to give them as much screen time as you can. A simple logo loop is sometimes all you need. Play it during the walk-in and perhaps during lunch. Your sponsors will love you.
4. Music can make or break a program, it fills the dead air in the room. If properly selected, a good music track will help keep the pace up and add more energy to the room.
5. VOICE OF GOD! Yes, the announcer is sometimes called the voice of god (VOG). It is usually live, but can be prerecorded.  A powerful VOG adds an element of  production value. Combine a VOG with a good music track and supporting graphics and you have raised the production value of your event.
6. Sound systems can be expensive, but it make a whole world of difference especially with a very social audience. If the audio is muffled or the speakers are not positioned in the optimal position, your audience may loose interest because they won’t be able to hear well.
7. Graphics and PowerPoint.  Make sure to not crowd the slides and to give people their moment in the spotlight. If you are honoring people, give them their own slide and try to incorporate their company’s logo. They will love you for the branding and marketing opportunity.  And remember keep the slides simple! Less is more.
   

   Press Event – logo was always on one of three screens

8. Video and IMAG. IMAG stands for Image Magnification. Simply put it is what we call projecting the speaker onto the big screens.  IMAG is not inexpensive when done right. Everything matters, including the camera type, camera operators, a director to switch camera and lighting. If you do not light the stage properly, your speakers may look like they are lost in a sea of ink.

I hope you find these quick tips helpful. Not all are inexpensive to implement, but remember, your event, gala or meeting will make an impact on your brand and company image. It is after all, a presentation.

Having a great team to support you with the messaging and production will make all the difference between achieving your desired results and outcomes.  There are a lot of wheels spinning during a live event and having someone who is at the helm driving the program will make a world of difference.

Please share your comments and/or experiences with me. I would love your comments.

All the best,

Robert S. Grossman
Focus Creative Group